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  • Physical Verification of supplies

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    Physical verification of stores is the process of actual counting, weighing and measuring all items of stocks, recording the results and to ensure that the materials are according to the nomenclature, description, specification shown in the stock ledgers and to actual balances of such stocks agree with balances appearing in the book and are confirmed and authenticated.

    If any, the excess or shortage brought to notice on such verification is properly investigated, accounted for and reconciled.

    Why is physical verification important?

    • It is an audit requirement that physical verification of all stocks are carried out at least once a year.
    • Essential, as it checks the accuracy of store records and brings about an overhaul of the store section, especially its physical condition.    
    • Useful as it discloses any weakness or defects in the system for the custody and control of stocks, besides bringing the stock accounts up-to –date.
    • Reveals the possibility of frauds, thefts or loss and suggests the adoption of additional preventive measures to stop them.
    • Reveals losses due to wrong issues, negligence, misappropriations, misuse or leakage, pilferage, theft etc. and suggests measurement to stimulate better control.
    • Helps in clearing up surplus and obsolete items, thus avoiding locking up resources.
    • Ensures that the stores are well preserved against any damage or deterioration due to improper storage or other hazards.
    • Valuable as it greatly assists in training the staff and measuring the more conversant with store keeping methods and techniques.

    Physical verification of the inventory of anti-TB drugs and reconciliation thereof with store records shall be carried out under the supervision of the concerned officer-in-charge at the State Drug Store (SDS), District TB Centre (DTC), Tuberculosis Unit (TU) & Peripheral Health Institution (PHI) drug stores at the following times:

    • Regularly at the end of each month
    • Surprise / spot verification by the Director or his nominee
    • At the year-end

    Resources

    1. Procedure of Physical verification of stores; Council of Scientific & Industrial Research (CSIR), 2004.

          2. Standard Operating Procedure Manual Procurement & Supply Chain Management; RNTCP, MoHFW, GoI, 2018.

          

    Assessment:

    Question​

    Answer 1​

    Answer 2​

    Answer 3​

    Answer 4​

    Correct answer​

    Correct explanation​

    Page id​

    Part of Pre-test​

    Part of Post-test​

    Physical verification of supplies are carried out

    End of each month

    Surprise checks during the year

    At the year-end

     

     

    All of the above

    4

    Physical Verification of supplies carried out

    1. End of each month

    2. Surprise checks during the year

    3. At the year-end

     

     

     

     

     

     

     

     

  • Steps for Physical verification of supplies in different stores

    Content

    Physical verification and reconciliation of anti-TB drug stocks are done at the drug stores, and immediate next steps are taken to deal with discrepancies determined, if any.

     

     

     

    Figure 1: Flow chart of process of physical verification

    Table 1: Format for Physical Verification Sheet (PVS) -Reporting Unit: State Drug Stores (SDS)/ District TB Centre (DTC)/ Tuberculosis Unit (TU)    

    S.No

    Drug

    UOM

    Qty &DOE as per stock register

    Qty &DOE as per physical count

    Discrepancy between stock register and physical count

    Nature of discrepancy

    How discrepancy was dealt with

    Remarks

    (a)

    (b)

    (c)

    (d)

    (e)

    (f=d-e)

    (g)

    (h)

    (i)

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    UOM: Unit of Measurement, QTY: Quantity, SR: Stock Register

    Resources

    1. Standard Operating Procedure Manual Procurement & Supply Chain Management; Central TB Division, MoHFW, GoI 2018.      

    Assessment:

    Question​

    Answer 1​

    Answer 2​

    Answer 3​

    Answer 4​

    Correct answer​

    Correct explanation​

    Page id​

    Part of Pre-test​

    Part of Post-test​

    Which of these are included in the steps for Physical Verification of supplies in different stores?

    UOM

    Qty & DOE as per stock register

    Qty & DOE as per physical count

    Discrepancy between stock register and physical count

    All of the above

    Steps for Physical Verification of supplies in different stores include:

    • UOM
    • Qty & DOE as per stock register
    • Qty & DOE as per physical count
    • Discrepancy between stock register and physical count