Books maintained: Beverage Control

It will bring about economies of purchasing and buying in small lots will be avoided. Breakages of bottled beverages occur by mishandling by cellar and bar staff. The ullages cover all substandard beverages such as bottles of weeping wines, a bottle of wine with faulty corks, unfit barrels of beers etc. which would be returned to the supplier for replacement. A record of the above items with an explanation and countersigned by food and beverage manager is prepared in this standard format. Planning of production can be done according to the availability of the material in the stores because the management is constantly kept informed of the stores positions. Every manufacturing organisation assigns material costs to the products for two purposes.

The copies of the advice should be sent to the Accounts Officer who will return one copy in token of his approval of a new card being opened. When a depot proposes to close a card, a similar manuscript Advice Form (S. 1404 B) prepared in the same detail should be sent to the Stores Accounts Office. It should state in addition the number and date of the last voucher posted in the numerical ledger/bin card which is to be closed. Perpetual Inventory System is a system of stock control in which continuous record of receipt and issue of materials is maintained by the stores department. It shows the physical movement of stocks and their current balance.

Find out future use of each item of stock in terms of physical quantities for the review forecast period. As stock figures are readily available at all times, the Profit and Loss Account and Balance Sheet can be easily prepared at interim periods. It also avoids dislocation in production which arises in the case of periodic stock-taking at the end of each year. The system helps in avoiding the long and costly work of physical checking of all the stocks at the end of the year. Inventory turnover ratio to review slow and non-moving materials.

Determining purchase procedure to see that purchases are made, after making suitable enquiries, at the most favourable terms to the firm. During the period of inflation, LIFO will tend to show the correct profit. Final Accounts can be ready quickly. Interim accounts are possible quite conveniently. The system generally has a sobering influence on the stores staff because of the element of surprise present therein. Quick compilation of Profit and Loss Account for interim period due to prompt availability of stock figures.

FAQ 14. What is the accounting treatment of spoilage, defectives and scrap in Cost Accounting?

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‘A’ Category of items consists of only a small percentage i.e., about 10% of the total items of material handled by the stores but require heavy investment i.e., about 70% of inventory value, because of their high prices and heavy requirement. Differences due to unavoidable causes get accounted for as a part of the material cost itself. Through past observations, the loss or gain percentage is worked out. Whenever material is issued, adjustment is made by this percentage.

Ascertainment of cost of material purchased is called valuation of materials receipts. Cost of material includes cost of purchase net of trade discounts, rebates, duty draw-back, input credit availed, etc. and other costs incurred in bringing https://1investing.in/ the inventories to their present location and condition. Invoice of material purchased from the market sometime contain items such as trade discount, quantity discount, freight, duty, insurance, cost of containers, taxes, cash discount etc.

It should be noted that in physical stock taking, surprise element is missing because checking is done at the end of a period in a planned way. The various stock levels like minimum, maximum, etc., should be fixed and maintained for each item of material. When it is found that the balance after posting of an issue in the Numerical Ledger Card is either the “Minimum” or below it, the stock card poster should immediately insert a coloured signal in the holder at the lower edge of the card. A red signal should be attached if the entire stock is exhausted. Upon completion of the daily postings on the Recoupment and Numerical Ledger Cards the poster should prepare the stock recoupment Requisition wherever prepared manually (S. 1016) for all items indicated with a blue or red signal.

Disadvantages Perpetual Inventory System

The following formula, may, therefore, be used with advantage. The quantity to be recouped is equal to minus . For each individual beverage item, a separate bin card is prepared. It records the item held in stock, deliveries and issues made. These cards are fixed on the shelves or rack against each beverage. Each bin card number refers to the same bin number as the wine list and originates from the standard bottle code list.

• Considerations like economic order quantity and identification of high value and critical items of stock for special management attention are not cared for under this plan.
• They may be entered in the Bin Card for the purpose of record.
• It is required that each product of a cost centre should be given a unique code number so that the direct material issued for production of particular product of a cost centre can be collected against the code number of that product.
• Accurate and up-to-date accounting records- Due to continuous stocktaking, the store-keeper and stores accountant become more vigilant in their works and they maintain accurate and up-to-date records.
• The money locked up in inventory is money lost to the business.

This method of valuing inventory is different from other methods of valuing issues, as the base stock of materials are valued at the original cost, whereas, materials other than the base are valued using other methods like FIFO, LIFO etc. This method is not an independent method as it uses FIFO or LIFO. Issue of material must not be made except under properly authorised requisition slip. Usually, it is the foreman of a department who has the authority to draw materials from the store.

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Due to stock out an entity not only loses overheads costs and profit but reputation also due to non- fulfilment of commitment. Though it may not be a monetary loss in short term but in long term it could be a reason for financial loss. If everything is in order and the supply is considered suitable for acceptance, the Receiving department prepares a Receiving Report or Material Inward Note or Goods Received Note. Generally, it is prepared in quadruplicate, the copies being distributed to purchase department, store or order indenting department, receiving department and accounting department. To overcome these questions, purchase department make an enquiry into the market for the required material. The process of gathering information about the rate, quantity, technology, services and support etc., purchase department sends RFP to the selected vendors in case if purchase policy allows this practice.

The storage of all materials should be well-planned subject to adequate safeguards and supervision. The Treasurer or the local Station Master on the same date as that of receipt. In unavoidable circumstances, the money may be remitted on the morning of the following working day. Proper arrangements should be made for the safe custody of the money till it is sent to the Treasurer or Station Master. Necessary monthly statement, as prescribed by the Administration, for such accounts, should be submitted by the Depot Officer on the due dates. All entries in the register and documents in connection with such transactions should be signed by a Gazetted Officer.

This renders comparisons between job difficult. When prices fluctuate very often, the calculations complicate the stores account and increases the possibility of clerical errors. When the manufactured items are required for a Stores Depot that is not adjacent to the workshops, the following slightly different procedure should be followed. Each issue of materials should be recorded. One way of doing this is to use a material requisition note.

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This method is suitable when the materials are received in uniform lots of similar quantity, and prices do not fluctuate considerably. Essential- Items under this category are essential but not vital. The unavailability may cause sub standardisation and loss of efficiency in production process. difference between bin card and store ledger Items under this category are reviewed periodically and get the second priority. Vital- Items are classified as vital when its unavailability can interrupt the production process and cause a production loss. Items under this category are strictly controlled by setting re-order level.

Store Ledger is kept outside the store. The system helps in keeping the stocks within the limits decided upon by the management so that excessive working capital is not sunk in the stocks. The procedure for purchasing materials varies from one business to another, depending upon the size, conditions and ideas. Assuming a central purchasing department, the important steps in purchasing of material given below may be taken as typical. Buying problems as he will be carrying limited number of activities in his department and he can be held responsible for the purchase of goods and the overall performance of the plant. Purchases of materials should be controlled through material budget.