Undertake Purchase and Stock Control
1. Definition of Purchasing
Purchasing is the process of buying goods and services needed by an organization to operate
effectively. In a rehab center or counseling facility, this may include purchasing food,
medicines, office supplies, and equipment.
2. Explanation of Purchasing Functions
The main functions of purchasing include:
Identifying needs of the organization
Selecting suppliers
Requesting and comparing quotations
Placing orders
Receiving and inspecting goods
Maintaining records
Ensuring quality and value for money
3. Explanation of Factors Affecting Store Inventory
Factors that affect inventory (items in store) include:
Demand (how much is needed)
Storage space
Expiry dates (especially for drugs and food)
Budget availability
Seasonal needs
Delivery schedules from suppliers
4. Qualities and Knowledge Requirements of a Purchasing Officer
A good purchasing officer should:
Be honest and trustworthy
Have good negotiation skills
Be organized and detail-oriented
Understand market prices and trends
Have knowledge of procurement policies
Be familiar with inventory systems
5. Explanation of Factors Controlling Purchasing
Purchasing is controlled by:
Budget limits
Quality standards
Approved suppliers
Quantity needed
Delivery time
Legal and ethical regulations
6. Explanation of Purchasing Methods
Common purchasing methods include:
Open Tendering – inviting all interested suppliers to bid
Restricted Tendering – inviting selected suppliers only
Single Sourcing – buying from one known supplier
Direct Purchasing – buying directly without tenders, often in emergencies
7. Definition of Stock Control
Stock control refers to the management of items in store to ensure the right quantity is
available when needed, without overstocking or shortages.
8. Explanation of Stock Taking Procedures
Stock taking involves:
Counting all physical items in the store
Comparing physical count with records
Investigating any differences
Done regularly (monthly, quarterly, or yearly)
9. Explanation of Functions of Stores Control
Functions include:
Receiving and storing goods
Issuing items to departments
Recording stock levels
Monitoring expiry dates
Avoiding wastage and theft
10. Explanation of Store Procedures
Basic store procedures involve:
1. Receiving goods – check quantity and quality
2. Recording items – enter into stock records
3. Storing properly – in the right condition
4. Issuing items – using authorized request forms
5. Reporting shortages or damages
11. Description of Store Organisation
A well-organized store should have:
Clear layout – shelves labeled by category
Secure areas – for valuable or sensitive items
Proper ventilation and cleanliness
Record systems – manual or computerized
Store personnel – trained and assigned clear roles