PMC›📦 Procurement & Stores›Stores Ledger

Stores Ledger

log
PMC-PRC-LOG-001·v1.0-beta·⚠ Beta — review before use

This is the main register, like a bank passbook, for every material kept in the site store. It tracks all incoming (receipts) and outgoing (issues) material to show the exact stock balance at any given time.

ReferencesCPWD Works Manual (Chapter on Stores)General Financial Rules (GFR) 2017 (For Govt. projects)FIDIC Conditions of Contract (Implied under Contractor's general obligations for materials)IS 1200 (All Parts) for ensuring Unit of Measurement consistency
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📍 When to use this template
  • Maintained daily by the Storekeeper for each and every material item.
  • Updated immediately whenever material is received (against a GRN) or issued (against a Material Issue Slip).
  • It is a live document, filled by the Storekeeper and periodically verified by the Site Engineer or Project Manager during physical stock verification.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Material Details9 fields
Project Name
_____________
Contract / Package No.
_____________
Ledger Folio No.
_____________
Material Name / Description
_____________
Material Code
_____________
Unit of Measurement (UoM) (e.g., Bags, MT, Nos, Sqm)
_____________
BIS / IS Code
_____________
Approved Make / Brand
_____________
Opening Balance (Qty)
_____________
2Material Receipts (Inward)9 fields
Date of Receipt
_____________
GRN No.
_____________
Challan / Invoice No.
_____________
Supplier / Vendor Name
_____________
Vehicle No.
_____________
Received Quantity
_____________
Accepted Quantity (Post-MIR)
_____________
Rejected Quantity
_____________
Remarks (e.g., MIR No., Heat No. for steel)
_____________
3Material Issues (Outward)7 fields
Date of Issue
_____________
Material Issue Slip (MIS) No.
_____________
Issued To (Contractor / Dept)
_____________
Work Location / BOQ Item
_____________
Issued Quantity
_____________
Issued By (Storekeeper Sign)
_____________
Received By (Recipient Sign)
_____________
4Stock Balance5 fields
Transaction Type (Receipt/Issue)
_____________
Quantity In/Out
_____________
Closing Balance (Qty)
_____________
Verified By (Engineer/Manager)
_____________
Verification Date
_____________
💡 Sample filled excerpt
Material: TMT Steel Fe500D 12mm, UoM: MT. Opening Bal: 12.500 MT. Receipt: 15-Jul-24, GRN-115, M/s Jindal, 25.210 MT. Issue: 16-Jul-24, MIS-081, To: Slab S-101, 4.850 MT. Closing Balance: 32.860 MT.
⚖ Compliance notes
  • Forms the basis for the Material Reconciliation Statement, a mandatory requirement for RA Bill processing.
  • Crucial for tracking Free Issue Materials (FIM) provided by the client, as per contract conditions.
  • Audited during internal, client, and statutory audits to verify material consumption against theoretical quantities.
  • Provides evidence for material custody and helps prevent theft, wastage, and unauthorized use.
← Material Inspection Report (MIR)Material Reconciliation Statement →