| S.No. | Field / Checkpoint | Reference | Status |
|---|---|---|---|
| A. ITEM IDENTITY | |||
| A1 | Material name + grade + brand + bin / yard location Acceptance: Posted at bin | Unique per material variant | OK NC NA |
| A2 | Unit of measure (kg / m / m³ / no.) Acceptance: Single unit per card | Standard unit | OK NC NA |
| B. MOVEMENT LOG | |||
| B1 | Date + transaction type (Receipt / Issue / Return) Acceptance: Sequential | Daily entries | OK NC NA |
| B2 | Reference document (GRN / IV / MRN no.) Acceptance: Traceable | Cross-referenced | OK NC NA |
| B3 | Quantity + running balance Acceptance: Arithmetic correct | Updated after each transaction | OK NC NA |
| C. RECONCILIATION | |||
| C1 | Physical stock count (monthly) Acceptance: Matches bin card ± tolerance | Manual count | OK NC NA |
| C2 | Variance investigation + reconciliation Acceptance: Action taken | Variance > 2% triggers audit | OK NC NA |
A Bin Card is the per-material, per-bin physical inventory card displayed at each storage location. Each receipt + issue is recorded directly on the card; the running balance at the bottom equals the actual physical quantity in that bin.
Bin cards are the stores team's primary working document — they live at the bin, get updated immediately on every transaction, and provide instant verification of stock when site engineers ask 'how much cement do we have?'. They are the physical-level link between the stores ledger (electronic / register-based) and actual material in the warehouse.
Without bin cards, the storekeeper must rely on memory + register entries; physical reconciliation against transactions is impossible without breaking down to physical count from scratch.
One bin card per material per storage location (so cement at warehouse A has its own card; cement at warehouse B has another).
Per-card entries: - Material name + specification + IS reference - Bin location (rack / shed / yard / zone) - Unit of measurement - Reorder level (when stock falls to this level, raise indent) - Safety stock level (minimum to maintain) - Maximum stock level
Per-transaction columns (chronological): - Date - Type (Receipt / Issue / Return / Transfer) - Reference document (GRN number / Voucher number) - Quantity (signed: positive for receipts, negative for issues) - Running balance - Signature
Periodic verification: monthly physical count vs running balance; any discrepancy investigated immediately.
Reorder management: when running balance hits reorder level, storekeeper raises automatic indent (FMT-PRC-010) → procurement team triggers PO.
1. Bin card not updated in real-time — transactions accumulated then bulk-entered → time gaps when card doesn't reflect reality.
2. No physical verification — running balance never checked against actual physical stock → discrepancies accumulate undetected.
3. Wrong unit conversion — receipt in bags vs issue in MT → balance unit unclear.
4. Card lost / damaged — outdoor / dusty storage damages cards; lost cards mean lost transaction history.
5. No reorder triggers — safety stock breached without indent raised; stock-out causes work stoppage.
6. Different materials in same bin — cement of OPC 43 vs OPC 53 in same bin under one card → wrong material issued.
7. No card for low-volume materials — assumption 'we don't need bin card for nails' → small-value items vanish slowly without trace.
8. No closure at project end — final bin balance not formally certified; material write-offs blamed on stores team.
Companion formats: - Stores Inward Register (FMT-STR-009) — central material-receipt log - Issue Voucher (FMT-STR-003) — issue from stores to site - Material Returns Note (FMT-STR-004) — for returns - Stores Indent (PMC-PRC-FRM-010) — formal demand from site - Material Reconciliation Register (PMC-PRC-REG-009) — periodic reconciliation - Dead Stock Register (FMT-STR-010) — capital assets vs consumables
Process governance: ISO 9001:2015 Clause 7.5 (documented information); CPWD Works Manual Chapter 9 (Stores Accounting).