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1947-48 Theatre Catalog, 6th Edition, Page 509 (493)

1947-48 Theatre Catalog, 6th Edition
1947-48 Theatre Catalog
1947-48 Theatre Catalog, 6th Edition, Page 509
Page 509

1947-48 Theatre Catalog, 6th Edition, Page 509


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FIGURE 8-The report of inventory check, 8; by 11 (letter size), is used for incidental requisitions and does not cover materials delivered from the warehouse on usual annual requisitions.

showing the quantities, item numbers, and descriptions of those items which are to be placed in stock, and the quantities and descriptions of the items to be scrapped. A uReport of Material Receivedn is then issued for the former items.

When the reports of materials received have reached the central office, the quantity shown in the stock column is posted as additions to stock on the inventory cards. Quantities shown in the school column are not posted to the inventory cards as those quantities are placed in school bins for delivery to the schools. One copy of the ffReport of Material Received" serves as the official receiving notice and is used by the accounting department for comparison with contracts and audits.

Upon receipt of properly approved requisitions for withdrawal of additional materials from the warehouse, the central oilice. prepares a set of forms, "Deliver from Stockii (Figure 5), authorizing the warehouse to make delivery to the school or other designated place. These forms are prepared in quadruplicate. Copies 1, 2, and 8 are forwarded to the warehouse; copy 4 is held at the central office until copy 3 has been re turned by the warehouse; copy 1, the warehouse copy, is retained permanently by the warehouse; copy 2 goes to the school with the delivery of the material and is retained by the school as their copy; copy 3 is the schools certification copy indicating material has been received; copy 4 is the central ofi'ice copy. Upon receipt of copy 3 from the warehouse, properly certified that the material has been received by the, school, it is matched up with copy 4 and the quantity shown as having been withdrawn is posted to the cards. These forms are used only for incidental requisitions and do not cover materials delivered from warehouse stock on annual requisitions. After having been entered on the inventory cards, priced and extended copy 4 is used for accounting purposes.

Reports of tiMaterial Removed from Stock" (Figure 7) are issued by the warehouse showing materials and supplies


delivered from stock on annt. .. requisitions or removed from stock on account of breakage, obsolescence, or any reason other than a regular requisition. All such reports must be properly approved by the central ofiice before becoming valid, except, of course, those for stock withdrawn for annual requisitions, for which approval has already been received. The quantities shown on these reports are then posted to the inventory cards as deductions from inventories.

Withdrawals of stock in the repair shop are made on the authority of the central office by means of repair shop orders based on properly approved requisitions. Upon receipt of these repair shop orders, a (tMaterial Requisition" (Figure 6) is issued in quadruplicate for any materials needed for the repairs authorized. These material requisitions are issued and approved by the supervisor of the repair shop. The various copies are handled in a similar manner to those issued for the withdrawal of educational supplies from the warehouse.

On the first working day of each week, a physical count of not less than twenty items of stock is made by the warehouse, and the report of the actual quantities on hand is forwarded to the central office. These items are reported on a form designated ttReport of Inventory Check" (Figure 8). When this report has been received at the central office, it is compared with the quantities shown on the inventory cards and, after investigation and approval, corrections and adjustments are made if any discrepancies exist.

In case it becomes necessary in an emergency to deliver any material on a verbal order, a record is made by the warehouse, and the central office is notified by telephone immediately. The central oiiice then, upon proper approval, prepares a written authorization for the delivery on the regular forms, marking them "confirmatory." For convenience in checking and distributing supplies, the warehouse and repair Shep maintain in-stock index cards designated as ttBin Cardsti (Figure 9).

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FIGURE SeFot convenience in the checking and distribution of supplies, the warehouse and repair shop maintain these in-stock bin cards. The cards are printed on stock 5 by 8 inches.

Hand vs. Machine Methods

While hand inventory methods may be the rule in the small school systems, these methods have definite drawbacks and limitations, especially as applied to larger systems. In the first place, there is little check against errors in the unit prices, extensions, and additions, except by a duplication of work. The second disadvantage lies in the fact that it is not customary by hand methods to keep a valuation figure in dollars of the balance on an item card. Such valuations for purposes of comparison with the book value of inventory must be computed at stated periods as required. Hand methods also have disadvantages as to economy of effort in extensions, additions, and posting entries.

FIGURE lO-The hiypewriter transier card is a fifth-cut 4-by-6-inch card, with only the first. third, and fifth cuts. being used. It is uSed as a record by serial number and location of all machines in. the possesswn'of the school system, as c: record of the change in location, and as Ci cross reference With the typewriter record card (Figure 11). The serial number of the machine is on the tab.

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School No . , a . . . . . . . . . . . - c Room No . . . . . . . . . . . . . . . . . . . . . c -Desli No . a . . . . . . . . . . - . Serial N o. . . . . . c . . . . . . . - -Modol No . . . . . . . . . . . . . . . . . - . . . - - Model No . . . . . . . . . . . s . Type . . . . c . . . . . . . . . . . . - -Age . . . . . - . . . . . . . . . . . . . . . . . . - - Date (of Inventory) . . . . - DATE AND REQUISITION NUMBER OF TRANSFER TO REPAIR SHOP AND BACK To SCHOOL To n. s. Roq. No. To School Reg. No. To B. s. Raq. No. To School a... No493
1947-48 Theatre Catalog, 6th Edition, Page 509