Standardised request for material issue from stores to site / sub-contractor / department. Replaces ad-hoc requests + creates audit trail for consumption.
Indent #1245, 12-May-2026. Item: TMT 12 mm × 12 m = 200 nos. Activity: L+5 slab rebar fixing. Approval: Site Engineer. Issued: 200 nos, balance 0. Opening: 350, Closing: 150. Re-order triggered for replenishment.
The Stores Indent is a formal written request from a site execution team to the stores department for materials needed for upcoming work. It transitions an informal request ('we need 50 bags of cement tomorrow') into a documented, traceable demand that flows through proper authorization, stock check, and issue.
Without indents, sites operate on verbal requests → storekeeper issues whatever is asked → no traceability → reconciliation impossible. The indent forms the first link in the procurement-to-consumption chain that later supports billing, audit, and project closeout.
Workflow: 1. Site engineer raises indent — material, quantity, work activity reference, required date 2. Project office reviews — verifies quantity reasonable for the activity; checks against BOQ allocation; approves above threshold 3. Stores checks availability — current stock vs requested quantity 4. Available: issue voucher generated (FMT-STR-003); material delivered 5. Not available: procurement team triggers purchase order to supplier 6. Reorder triggers — if stock below safety level, indent → automatic PR (purchase requisition) → PO
Sequential numbering important for audit trail; project-specific prefix (e.g., PRJ-001-IND-2025-0123) for traceability.
Approval thresholds typical: - Below ₹50,000: Site engineer - ₹50,000 - ₹2 lakh: Project manager - ₹2 lakh - ₹10 lakh: Senior PM / Construction manager - Above ₹10 lakh: Project director / Client approval
1. No indent — verbal requests — material issued without formal indent; reconciliation impossible later.
2. Over-indenting — site engineer indents more than activity requires (safety margin); excess material consumed by misuse / pilferage.
3. No BOQ cross-reference — indent doesn't reference BOQ item / activity code; impossible to verify quantity is appropriate.
4. Approval bypassed — large indents broken into smaller pieces to fit lower approval threshold; circumvention of governance.
5. No safety stock management — reactive ordering causes stock-outs + work stoppages; project schedule slips.
6. Procurement delays — indent raised but PO not placed for days/weeks; site stops waiting for material.
7. No closing reconciliation — indented quantity vs actually consumed not compared; waste/pilferage gaps undetected.
Companion formats: - Stores Inward Register (FMT-STR-009) — material receipt - Issue Voucher (FMT-STR-003) — formal issue from stores - Bin Card (FMT-STR-005) — running stock per material - Material Reconciliation Register (PMC-PRC-REG-009) — periodic reconciliation - Material Returns Note (FMT-STR-004) — surplus / damaged returns
Procurement governance: ISO 9001:2015 Clause 8.4 (control of externally provided processes); contract clauses on material accountability + reconciliation.