1.0 Introduction
1.1 Background of the Study
In the past, the relevance of supplies documentation management in Nigeria was not clearly defined or understood to many more so in a country with high rate of illiteracy. To day things have changed and are still changing that many developing countries like ours. Nigeria have come to appreciate the contribution of supplies documentation and document in public sector supply management.
The question that has pre-occupied people's mind was on the impact of documentation towards supplies management.
In the 20th century when the relevance of suppliers documentation and documents in public sector supply management is crystal clear and necessary for effective and productivity oriented supplies management operation.
In the field of purchasing and store management documentation is a vital elements that enable the function to accomplish its tasks of meeting the organization needs. In carrying out purchasing activities documents are used in purchase process and same in carrying out store function.
In the actual sense, purchasing and store documentation can notes the act of keeping vital records and information of the various purchasing and store activities. Documentation starts in a purchasing office with the receipt of purchase requisition and continues with the selection of potential suppliers to the time the material requested are supplied and the store documentation commences.
The purchasing requisition form originate are provided with description and code direct it to purchasing officer in turns send the form to the store section which finds out whether the materials are not enough the purchasing officer will then award order through the local purchasing order (LPO).
The local purchase order is the principal means of communicating the requirement of the buyer to the supplier. This is a legal document that gives the supplier the authority to supply materials the purchaser must have been sourced and evaluate the supplier, price and the terms and conditions that are clearly stated in the purchase order.
The bin card viz the store receive note (SRN) is used in record keeping of supplies in the store while the store issue voucher (SIV) is used in issuing out supplies to the user department as check in and check out store system.
Purchasing and store sections or department are largely inter-dependent and any inefficiency or lack of co-operation on either side is soon reflected in the order. To cope satisfactory with whole supply problem in modern condition a complete co-operation of these two functions are essential.
1.2 Statement of the Problem
This research work seeks to identify major problems confronting supplies documentation in public sector supply management in federal polytechnic Nekede, Owerri store section. These problems are:
- Some public sector when fail to appreciate the importance of supplies documentation.
- Most public sector that do not make use of the appropriate methods of supplies documentation.
- Organizations do not employ professionals in purchasing to Marin the affaires of the store department.
1.3 Objective of the Study
The objective of this study includes the following:
- To determine the nature of forms of supplies documentation adopted in public sector supply management.
- To establish the relevance or importance of supplies documentation in public supply management.
- To establish the appropriate method of documentation of supplies in supply management.
- To determine the basic documents used in the public sector supply management.
1.4 Research Questions
To achieve the objectives of the study the following research question are necessary:
- Is supplies documentation relevance to public sector supply management?
- Are they appropriate methods of supplies documentation being used in public sector supply management?
- Is there any relationship existing between the purchasing and store section in term of supplies document?
1.5 Hypothesis of the Study
A hypothesis is a professional statement assuming some link or relationship (causal or otherwise) between two variables. The variable of the hypothesis used in any work must of course derive form the research topic or problem.
A hypothesis seeks to establish a fact about the assumed relationship, but this is not possible until the hypothesis is tested and found to be either valid or otherwise.
- HO: some organization public sector they do not appreciate the importance of supplies documentation.
- Hi: some public sector appreciates the importance of supplies documentation.
- HO: The existence of supplies document does not promote supply management.
- HI: The existences of supplies document promote supply management.
1.6 Significance of the Study
The primary motive behind this research work is for partial fulfillment of the conditions for the award of higher national Diploma (HND) in purchasing and supply management of the federal polytechnic Nekede Owerri.
The second motive of this research work is to educate the general public sector supply management if the function is accorded the recognition to it. It stands for other researchers and information seekers as a reference tool which can be cited or quoted and for posterity.
1.7 Scope and Delimitations of the Study
It is important to note that the scope of this research study covers the relevance of documentation in public sector supply management with particular reference to the federal polytechnic Nekede Owerri purchasing and store sections. The out come will then be generalized to such similar initiations.
1.8 Limitation of the Study
In any successful research work of this magnitude, there is always problem encountered. Hence this research work was not free. The following were some of the glaring problems encountered.
- Difficulties in securing vital information relating subject matter of the research.
- Lack of the requisite text books authored by foreign and Nigeria authors on this topic and this contributed immensely in limiting the researcher on going furthermore.
- The degree of time consumed at the expenses of missing lectures and other important assignments. This cannot be over emphasized.
- Finance was another constraint for the researcher. Normally, a research of the this nature required a considerable amount of money for transportation, typing of manuscripts, computer print out, binding and other expenses.
No matter how boring these constraints were, the researcher made efforts t o ensure that no stone was left unturned in the search for materials. This consequently led to the successful completion of the project.
1.9 Operational Definition of Terms
It has become very imperative to state categorically that words therefore be considered according to the context of their wage. For this reason, the researcher will define some of the key world in the purchasing and store management.
Data:
Simply define as figure, word letter, char5t or symbols that attempt to convey a condition, situation or idea.
Bin Card:
Is stock record used both for receipts and issues of supplied materials (store receive Note (SRN) and store issue voucher (SIV) for visual self balance.
Dispatching:
The process of sending goods away from a factory to specified destination.
Documents:
Document is a record which conveys information, originally an inscribed written record.
Security:
To ensure that adequate security is maintained within the stores.
Documentation:
Is the act of keeping vital records and information handling statistics.
Identification:
Is the process of systemically defining and describing all items of stock.
Inspection:
It means the examinations of in coming consignments for qualify.
Expediting:
This means follow up, progressing or monitoring a supplier who has been issued with purchase order.
Records:
Is to show much is in stock at the present time.
Rejection:
This means not accepting damage goods.
Lead Time:
This is the time interval between the perception of the materials needed and the fulfillment of need.
Inventory:
This is the detail of all this held in the store house.
Package:
Is a protective coatings such as grease wax or plastics.
Equipment:
Is as item held in store.
Ware House:
Is a place where goods are being pack.
Discard:
It means items in stores that are not given number.
Purchase Order:
This is a document usually the principle means of communicating the requirements of the buyer to the supplier and an authority to supply the need of material.
Purchase:
This is the aspect of procurement which has to do with the actual buying process that is negotiated and placement of order.
Stock:
Stock is the accumulation of materials parts and components for further use.
Store:
Is a general term describing goods which are held in store/house and stock yard.
Invoice:
It is used when issuing a contract, of contact the description of items.
Discrepancy:
It is when the amount of stock found by physical check fails to agree with the balance on the stock records.
Stores Issue Voucher:
Is the document used by most organization. It comes in many different forms and will contain details relevant only to the organization concerned.
Code Number:
It is means of identify items in the stores.
