Storekeeper

You look after the stock: everything that comes in from suppliers, sits in the stores and goes out to the kitchen, the bar and the café. When your figures are right, the business knows what it has, what it used and what it lost. This manual shows the guides for each part of that job.

Who this manual is for

• Storekeeper (storekeeper) — receives deliveries, issues and transfers stock, issues and receives requisitions, and counts under supervision.
• Store manager (store_manager) — owns the stock: everything a storekeeper does, plus waste and adjustments, posting counts, reorder levels and expiry rules, the stores and units, suppliers and their prices, approving requisitions and purchase orders, supplier returns, the bar’s bottles and measures, recipes and costs, and stock reports. In the lists below, store manager marks what only the store manager does.

In the pictures: Isaac, storekeeper of the Central Warehouse — Industrial Area and the Kololo stores. Peter is the procurement officer, Chef Okello the head chef and Moses the branch manager.

Where you work: in the store, at a laptop or tablet by the door where deliveries arrive. You can sign in with your employee number and PIN on a shared store tablet; counts and adjustments are best done signed in with your password.

A day at work

1. Sign in and clock in — Sign in, Clock in and out.
2. Check your store’s stock and what is running low — Find an item and its stock.
3. Receive the morning’s deliveries against their purchase orders — Receive goods against a purchase order — and anything that came without one — Receive stock without a purchase order.
4. Check expiry dates as you put stock away — Batches and expiry dates.
5. Issue what the kitchen, bar and café requested — Issue a requisition.
6. Move stock from the warehouse to the outlet stores — Transfer stock between stores — and confirm what arrives at your store — Confirm what arrived.
7. Issue stock for the day’s catering functions (store manager) — Issue the ingredients to production.
8. Record anything spoilt or broken (store manager) — Record waste and put stock right.
9. On count day, count the store — Count stock.
10. Approve the requisitions waiting for you (store manager) — Approve a requisition.

Guides you will use

Receiving

• Receive goods against a purchase order — what was ordered, with short and rejected quantities.
• Receive stock without a purchase order — a market purchase, a return into the store.
• Batches and expiry dates — the batch and expiry of each delivery.
• Return goods to a supplier — store manager.
• Print documents and check e-mails — the delivery note and goods receipt.

Issuing and moving stock

• Issue stock out of a store.
• Transfer stock between stores.
• Issue a requisition.
• Confirm what arrived.
• Issue the ingredients to production — store manager, for catering functions.
• Acknowledge a BEO for your department and print the function sheet — what the store prepares for an event.

Knowing what you hold

• Find an item and its stock.
• See an item’s movements.
• See the stores and what they hold.
• Which store an outlet uses.
• See what sales used, compare theoretical and actual use, follow one ingredient.

Counts, waste and corrections

• Count stock — a storekeeper counts; the store manager posts the differences.
• Record waste and put stock right — store manager.
• Reorder levels and low-stock alerts — store manager.

Requisitions and buying (store manager)

• Approve a requisition.
• Request stock from the store and raise a purchase requisition.
• Approve a purchase order.
• Add a supplier, edit a supplier, supplier prices and lead times, read a supplier’s performance.

Setting up the stores (store manager)

• Add a store.
• Units and conversions.
• Set up bottles, measures and kegs and read the bar reports.
• Add an ingredient, read an item’s cost and margin, re-cost after a price change.
• Read the reports overview and export a report — the Inventory reports.

Signing in and your time

• Sign in, sign in with your PIN, lock the screen.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• The store manager (for storekeepers) posts counts, approves adjustments and decides what to do with short or damaged deliveries.
• The procurement officer (Peter) answers for purchase orders, suppliers and returns; the accountant for supplier invoices and payments.
• The branch manager approves large write-offs and purchase orders the store manager may not.
• The administrator fixes logins, PINs and a store tablet that is not approved.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the inventory manual from the stock screens. See Find help: the Help Center.
• Troubleshooting you will need most: in Receive goods against a purchase order, Issue a requisition, Count stock and Transfer stock.

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

The table shows the permissions of the Store Manager and the Storekeeper side by side. The ● ones are sensitive: sign in with your password to use them.