Inventory Stores and Warehouse
Inventory, stores and warehouse governance — GRN, issue vouchers, stock counts, and slow-moving / obsolete reporting.
Group Policy & Procedure | Document No. | P-POL-019 |
Group Supply Chain | Ver. No. | Rev Date | 0.4 | 08 APR 2026 |
Title: Inventory, Stores & Warehouse | Effective Date | 08 April 2026 |
BUKHATIR GROUP
Strength through Diversity
Group Policy and Procedure
Group Supply Chain (GSC)
Inventory, Stores & Warehouse
Stock Control, Counts & Oracle Integration
Document No: P-POL-019
Copyright © 2026 Bukhatir Group
Revision Control
This document is issued under the authority of Bukhatir Group and applies when carrying out the activities described. Revisions may be issued as necessary under the authority of the Group Head of Procurement. Revision history is recorded below with every revised policy.
Revision History
Ver. No. | Effective Date | Description |
|---|---|---|
02 | September 2016 | Original Procurement Policy |
0.3 | March 2026 | Procurement Policy – Inventory, Stores & Warehouse |
0.4 | 08 April 2026 | Redesign, content modernization & flowcharts – Inventory, Stores & Warehouse |
Revision Sign-Off
Approving Committee | Name | Signature |
|---|---|---|
Endorsed by — Group Head of Supply Chain | Mohamad Koussa | |
Reviewed by — BIIL CEO | Mr. Ayman Ismail | |
Reviewed by — Group Chief Financial Officer | Mohamad Adnaan Sait | |
Approved by — Group Vice Chairman & Group CEO | Mr. Salah Bukhatir |
Distribution List
# | Departments |
|---|---|
1 | Business Unit Procurement Departments |
2 | Group Supply Chain (GSC) |
3 | Finance, Legal, Compliance, Internal Audit |
4 | Business Unit Management |
1. Purpose
This policy defines the standards for inventory, stores and warehouse management across Bukhatir Group Business Units, ensuring accurate stock, minimum working capital, safe storage and seamless integration with Oracle.
2. Scope
Applies to all Group-owned and operated stores and warehouses, including raw materials, spares, consumables, tools and finished goods.
3. Inventory Principles
- Single source of truth — all stock movements recorded in Oracle in real time.
- ABC classification — A items (high value) receive tight controls; C items (low value) simplified controls.
- Min/Max reorder levels set by Category Manager with BU input.
- FIFO / FEFO rotation as appropriate to the category.
- Zero tolerance for unrecorded receipts or issues.
4. Receipt & Issue
- Goods received against a valid Oracle PO only.
- Physical inspection: quantity, quality, documentation, HSE compliance.
- GRN generated in Oracle; discrepancies reported within 24 hours.
- Issue against an authorised Stores Issue Voucher only.
- Stock balances updated automatically in Oracle.
5. Stock Counts
Count Type | Frequency | Responsibility |
|---|---|---|
Perpetual / cycle count | Weekly (A items), monthly (B), quarterly (C) | Store Keeper + Internal Audit sample |
Full physical inventory | Annually | Finance-led, independent of Stores |
Surprise checks | Ad-hoc | Internal Audit |
6. Slow-Moving & Obsolete Stock
Items with no movement for > 12 months are flagged as slow-moving; > 24 months as obsolete. Obsolete stock is reviewed for disposal under SOP 7 (P-POL-008).
7. Safety & HSE
- Segregation of hazardous and non-hazardous materials.
- Racking load limits, fire-fighting equipment, evacuation drills.
- Controlled access and CCTV coverage for high-value items.
8. Reference Forms
- Form F-INV-01 — Goods Received Note (GRN)
- Form F-INV-02 — Stores Issue Voucher
- Form F-INV-03 — Stock Count Sheet
9. Definitions & Acronyms
Acronym / Term | Definition |
|---|---|
BIN | Bin or Storage Location |
BU | Business Unit |
FIFO | First In First Out |
FEFO | First Expired First Out |
GRN | Goods Received Note |
GSC | Group Supply Chain |
HSE | Health Safety and Environment |
KPI | Key Performance Indicator |
MHE | Material Handling Equipment |
Oracle | Enterprise Resource Planning System |
PPE | Personal Protective Equipment |
SDR | Scrap Disposal Report |
SKU | Stock Keeping Unit |
WAIF | Write-off Initial Approval Form |