THE WORLD BANK GROUP ARCHIVES
PUBLIC DISCLOSURE AUTHORIZED
Folder Title: Arab Republic of Egypt Nile Delta Authority For Tile Drainage Projects - Nile Delta Drainage Project - Stores Specialist's Report Number 2 - May 9, 1972
Folder ID: 273291
Project ID: P004983
Fonds: Records of the Middle East and North Africa Regional Vice Presidency
ISAD Reference Code: WB IBRD/IDA MNA
Digitized: 9/24/2018
To cite materials from this archival folder, please follow the following format: [Descriptive name of item], [Folder Title], Folder ID [Folder ID], World Bank Group Archives, Washington, D.C., United States.
The records in this folder were created or received by The World Bank in the course of its business.
The records that were created by the staff of The World Bank are subject to the Bank's copyright.
Please refer to http://www.worldbank.org/terms-of-use-earchives for full copyright terms of use and disclaimers.
M THE WORLD BANK Washington, D.C.
@ International Bank for Reconstruction and Development / International Development Association or The World Bank 1818 H Street NW Washington DC 20433 Telephone: 202-473-1000 Internet: www.worldbank.org 02.
NILE DEILTA AUTHORITY VM 9 GA fYA FOR TILE DRAINAGE PROJECTS
NILE DELTA DRAINAGE PROJECT
Stores Specialist's Report No. 2 9 May 1972
VBB-VATTENBYGGNADSBYRAN Consulting Engineersi and ArchitectsMC Stockholm, Sweden Table of Contents
1. INTRODUCTION
1.1 Recommendations made in Report No. I
1.2 The Stores Specialist's Work and Report No.2
2. PURCHASING DEPARTMENT
2.1 General
2.2 Duties and Responsibilities
2.21 Buying 2.22 Follow-up
2.23 Checking
2.24 Shipping
2.3 Co-ordination 2.4 Location
2.5 Staff
3. ALEXANDRIA ORGANIZATION
3.1 General
3.2 Duties and Responsibilities
3.3 Location and Facilities
3.4 Staff 4. MATERIAL CONTROL SECTION
4.1 General
4.2 Duties and Responsibilities
4.3 Location 4.4 Staff
5. PRESENT SITUATION OF STORES
5.1 The Authority's Stores Activities
5.2 Zefta Barrage Central Store
5.3 Kafr El Zayat Reception Store
5.4 Damanhour Workshop Store 5.5 Tanta Main Workshop Store 5.6 Zerta Garage 5.7 Abu El Minagga Garage
6. STORES EQUIPMENT
6.1 General 6.2 Alexandria Organization
6.3 Zefta Barrage Central Store
6.4 Kafr El Zayat Reception Store
6.5 Tanta Main Workshop Store
6.6 Other Workshop and Garage Stores
7. STORAGE SHELVES
7.1 Shelf Sections
- II - 8. FORMS AND PAPERWORK
8.1 General 8.2 Purchasing Department 8.21 Purchase Request
8.22 Purchase Order
8.23 Request for Quotation 8.24 Material Specification
8.3 Stores 8.31 Goods Received Note
8.32 Stores Requisition 8.33 Stock Cards 8.34 Identification Tags 8.4 Alexandria Organization 8.41 Goods Received Note
8.42 Waybill
8.5 Material Control
- III - VATTENBYGGNADSBYRAN - CONSULTING ENGINEERS AND ARCHITECTS - MEMBERS OF THE SWEDISH ASSOCIATION OF CONSULTING ENGINEERS
NILE DELTA DRAINAGE PROJECT
Stores Specialist's Report No. 2
1. INTRODUCTION 1 .1 Recommendations made in Report No. 1
The Stores Specialist, herafter referred to as "SS", issued his Report No. !, in final form, on 30 December, 1971. That Report dealt briefly with the Authority's stores orga- nization, their building program and related problems. The "SS" also made some suggestions and recommendations.
These recommendations are concerned with the "Purchasing Department", the "Organization in Alexandria" and the Authority's present stores building program and related problems.
1.2 The Stores Specialist's Work and Report No. 2
The "SS"'s Report No. 2 deals with the recommendations made in Report No. 1, gives details and further suggestions as to how the recommended organizations and departments should function, their fields of work, co-ordination, location, staff requirements, paperwork etc. Also the Authority's activity with regard to these recommendations, as well as the stores building program, are described and commented.
- 1 - 2. PURCHASING DEPARTMENT
2.1 General
Any project of the size of the present one requires a multi- tude of items for the actual field work, workshops, stores and administration. These items vary from paperclips to heavy construction equipment, and even a comparatively small reduction in costs of materials purchased for the project is of great importance for the economy. Therefore it is very important that all purchases are planned, perfor- med and followed up correctly.
To buy well in advance of actual needs is often advantageous as far as prices are concerned. Late purchases often in- volve additional expenses in order to have the purchases rushed through. Freight and transportation charges can be reduced when the purchases are bought well in advance, allowing for transportation by the cheapest route and to- gether with other supplies. Other important work does not have to be delayed, or set aside, for expediting delayed purchases.
The ordering of large quantities often leads to discounts. Concentration of purchases is advantageous for the same reason. Also for other reasons it is usually an advantage to order large quantities of certain items, rather than to buy the same quantity in several smaller orders. It should be noted that even if a large quantity is bought, the actual delivery can be effected in smaller quantities accor- ding to need.
It is most important that the "Buyers" keep themselves cur- rently informed about prices and availability of all types or materials and supplies which might be of any interest to the project. The greater knowledge the "Buyers" have of the market, the better they will be able to perform their job and save time and money.
-.2- For reasons mentioned above, to concentrate purchasing and avoid too many persons from the various departments being involved in purchasing, to have an effective control of materials and equipment from supplier to actual user, it is necessary to have the Purchasing Department set up with- out delay. The Purchasing Department shall handle all purchases, both local and overseas. However, with regard to purchases made for equipment through international tender- ing, this department is the follow-up organization and is responsible for controlling shipping, the customs clearing in Alexandria and inland transportation to the designated store.
2.2 Duties and Responsibilities
The duties and responsibilities of the Purchasing Depart- ment can be described as follows:
2.21 Buying
Before any buying can be done, the Purchasing Department herinafter called "PD" must have a "Purchase Request" (PR) from the department ordering the items in question.
All PRs must be approved by the Authority. The Board should delegate this responsibility to one person and put a ceiling on the amount to be spent on any one purchase. Purchases exceeding this ceiling should possibly be approved by the Board.
After approval, the PD writes out a "Purchase Order", and a buyer does the actual purchasing from a chosen supplier.
2.22 Follow-up
Some orders may be effected immediately, and the items ordered can be delivered from stock, thus directly finaliz- ing the delivery. However, some orders may have a delivery time, and therefore it is an important part of the PD's duties to follow-up all such orders and keep in constant touch with the suppliers until everything is delivered. 2.23 Checking
The PD's Buyers are also responsible for the correct execu- tion of the various orders, i.e. making sure that the sup- plied items and materials are delivered according to the specifications given in the PO as far as types and quanti- ties are concerned. The quality and suitability must be checked by the department ordering the materials. The PD also is responsible for the correctness of the prices paid for the various materials.
2.24 Shipping
It is not sufficient merely to buy everything requested; the PD's responsibilities are not completed until the materials have been delivered to the user, department or store. There- fore it is also important that the PD arranges for the transportation from supplier to destination, and makes sure that all purchases are delivered according to the stipula- tions of the PO.
2.7 Co-ordination As the PD will be working for all the other departments of the Authority, it is essential that co-ordination is planned and executed efficiently. Especially it is very important for the various issuers of PR's that they are immediately informed of any delays or non-deliveries of their orders. Also the forwarding of invoices and forms to the Account- ing Department is necessary for proper payment to the sup- pliers.
2.4 Location
The PD should be located in the Authority's Offices in Cairo, both for reasons of easy contact with the various departments, and for easy access to suppliers and manufacturers in Cairo.
2.5 Staff
The Staff requirements of the Purchasing Department are not very large, and the following staff is estimated as suffi- cient to cover the needs:
-4- 1 Chief of Department 1 Ass. Chief of Department 4 Buyers 2 Secretaries or Typists
This staff may be increased or decreased according to the workload.
3. ALEXANDRIA ORGANIZATION
3.1 General
In VBB's Report for the first quarter, 1971-72, the "SS" recommended that an organization should be set up in Alexan- dria for handling all import formalities, customs clearance, etc. The question was again taken up in "SS" Report No. 1 and was then accepted by the Authority. As a result certain changes, regarding deliveries of equipment, were made in the later issues of tender documents (Tile laying machines). The General Directorate for Mechanical and Electrical Works is now investigating the possibilities for finding a suit- able location in Alexandria. The "Alexandria Organization", (AO),is urgently needed and should be organized, functioning and ready for the first lot of equipment or spare parts arriving from abroad. The AO should be working with and under supervision of the Purchasing Department in Cairo.
3.2 Duties and Responsibilities The Alexandria Organization's duties are primarily the hand- ling of all import formalities, contacts with the harbour and shipping agents, customs clearing, payment of import- duties and the practical arrangements for the inland trans- AO portation to the various destinations in the Delta. The shall receive all relevant shipping documents and advance information from the Purchasing Department in Cairo, and in turn keep this department informed of the detailed progress of all individual shipments.
-5- 3.3 Location and Facilities For the proper functioning of the Alexandria Organization, there is a need of a smaller office in Alexandira with 2-3 rooms together with a stores yard of sufficient capacity to handle short time stori'ng of imported equipment. The AO should not be a storage organization but have the facilities to remove all imported equipment and spareparts from the customs area without undue delay, and thereby avoid costly handling and demurrage inside the customs area. Also the yard should be large enough to allow for the maneuvering of trailers, cranes and forklifts, plus, of course, space for the short time storing of imported equipment and spare parts.
3.4 Staff The AO need only be a small orgainzation with a staff of one chief, two or three assistant, one secretary or typist plus necessary equipment operators and labourers.
4. MATERIAL CONTROL SECTION
4.1 General
The Material Control Section (MCS) has already been dealt with in the "SS"'s Report No. 1, but in this report more details will be given regarding the entire function of this section. The MCS as now planned is only a very small, but important, part of the Authority's organization.
4.2 Duties and Responsibilities The MCS's main responsibilities are that all equip- ment, spare parts and materials, purchased by the Authority, are properly accounted for and that no undue losses occur through negligence, pilfering or theft. This control must be in close co-operation with the various stores, the PD, the AO and the Accounting Department, but in fact operating independently. The MCS must have the
-6- possibility to make unannounced visits to all stores for surprise spot checks of stored materials, rather in the manner of auditors. Also all annual and semi-annual in- ventories must be checked by the MCS.
4.3 Location The MCS should be located in the Authority's main office in Cairo, for easy co-ordination with all other relevant de- partments. A complete set of stock-cards should be set up and kept by the MCS. This is rather a double orgainzation, but in order for the MCS to operate independently, it is necessary to do it in this way. This extra set-up of stock cards will also be of great assistance to the Purchasing Department in re-ordering standard stock items. A must for the MCS's functions is that the stock-cards are always up- to-date, and that the necessary documents are available for the stock-card entries.
4.4 Staff
For the operation of the MCS there is a need for one chief, one assistant, and 2-4 girls for the necessary postings on the stock-cards, all according to the actual need.
5. PRESENT SITUATION OF STORES
5., The Authority's Stores Activities
The stores activities began in 1970 with the planning of loca- tions of areas and buildings in various parts of the Delta. In the "SS" Report No. 1, these activities were accounted for up to the end of September 1971. During the second quarter of the year 1971-72, some progress was made on the Zefta Barrage Central Store according to the Authority's "Periodic Progress Report No. 6". 4.4 % of the construction work was completed, such reaching a total completion of 68.4 %
-7- up to 31 December, 1971. The Kafr El Zayat Reception Store had no progress during this second quarter, 91 % of the construction work was completed till 31.12.1971. The stores buildings at Zefta Barrage ought to be finished and taken into use as soon as possible, so this store may be started up and being to function, especially in view of the fact that at present certain tile laying machine spare parts are stored in Tanta, and some workshop equipment and tools are stored in Kafr El Zayat. It would facilitate the con- trol and availability of these items if they were stored in one place only. Also, in the near future, spare-parts, for the tile laying machines in current operation, will arrive from Holland, and it would be an excellent opportunity for beginning the training of store staffs in lay-outs, handling paperwork etc., especially if the Zefta Barrage Stores could be utilized, and in this way avoid the extra handling of materials.
5.2 Zefta Barrage Central Store In the "SS"'s Report No. 1 it was recommended that some modi- fications of, and additions to, the present building program- me should be made, such as constructing a second floor in the main stores building, inside "strong rooms", offices, and a separate building for inflammable materials. At pre- sent the Authority is investigating the various possibilities for the construction of the second floor and the stores for inflammable materials.
* 5.3 Kafr El Zayat Reception Stores This store is rather limited in area for the purpose, and in the "SS"'s Report No. 1 it was recommended to move the reception of all equipment to Tanta. However, for various reasons, the Authority decided to utilize this store for the original, planned purpose, i.e. reception, assembly and mechanical testing of all imported equipment.
-8- 5.4 Damanhour Workshop Store As the original programme for constructing an office and stors building was cancelled by the Authority, the "SS" and suggested in his Report No. 1 that a smaller store office should be partitioned off at one end of the work- add a small shop already built. The Authority decided to store to the existing building.
5.5 Tanta Main Workshop Store the In the "SS"'s Report No. 1 it was stated that some of necessary stores. iS existing buildings were adequate for the This still holds good, even if the proposed incorporation of the southern part of this area were not agreed upon by the Authority. In the present, available area, there are still possibilities for the workshop, proposed by the Work- shop Engineer, and the necessary stores for this workshop.
5.6 Zefta Garage No changes have been made regarding the stores facilities for this garage. The planned stores are still considered sufficient for the purpose.
5.7 Abu El Minagga Garage Also for this garage there are no changes. The originally to be suffi- planned stores facilities are still estimated cient.
6. STORES EQUIPMENT
6.1 General To function properly and efficiently, all stores need some store and the equipment, all depending on the size of the materials to be handled. This equipment includes cranes, forklifts, balances, ladders, carts, trolleys, etc. and below, the estimated requirements are given for each store. All minor items such as steelbanding machines,
-9- hammers, nailpullers, scissors, pliers, saws, etc. are not detailed as these may be purchased locally according to need.
6.2 Alexandria
The Alexandria Organization will only need one heavy duty should yard forklift with a crane attachment. This forklift have a capacity of about 4 -5 tons. No crane is necessary, as it is possible to rent cranes locally, whenever needed.
6.3 Zefta Barrage Central Store 0 In Zefta two forklifts will be required, one yard forklift, capacity about 4 - 5 tons and one battery electric forklift, capacity about 2 tons, for use inside the main stores building. Both forklifts should be delivered with crane attachments.
6.4 Kafr El Zayat Reception Store
For the assembly in Kafr El Zayat and the unloading and loading of trucks and trailers, a mobile crane will be necessary with sufficient capacity for handling the heaviest equipment compo- nents which may arrive at this store. As there only are a few pieces of equipment with heavy parts, it may be advantageous to hire a crane for this purpose. For everyday use one of the four mobile cranes, which are planned to be purchased for the project, should suffice.
6.5 Tanta Main Workshop Store
As the Tanta workshop is going to be the Authority's largest workshop, and the store will be of a corresponding size, a yard forklift with crane attachment, capacity approx. 4-5 tons, will be needed for the use of both workshop and stores.
6.6 Other Workshop and Garages' Stores The smaller stores for the Workshops in Damanhour and Zefta, and the Garages in Zefta and Abu El Minagga will normally not require forklifts or cranes. In special cases, if such lifting equipment may be required, a mobile crane could be arranged for, either by sending one of the Authority's own, or by renting one locally.
- 10 - 7. STORAGE SHELVES
7.1 Shelf Sections For the whole project numerous shelves will be needed, and in order to have flexibility and to use the same size of shelf in all stores, a sample of a standard size shelf-section has been ordered at the Ministry's workshop in Embada. As soon as this shelf-section has been inspected and found suitable, the self- section should be ordered, so that some may be ready at the same time as the main stores buildings at Zefta Barrage.
8. FORMS AND PAPERWORK
8.1 General Primarily for reasons of control, but also for the purpose of standardizing the paperwork involved in purchasing and handling of materials, spare parts and equipment, the "SS" makes his recommendations here for the various necessary forms. All forms ought to be standardized, and in this report, the standard size of A4, 210 x 297 mm, is used, however any other standard size may be used, if found easier to incorporate into existing systems. The main purpose is that the use of standardized forms makes uniform systems, and facilitates inter-office communications.
The recommended forms are all written in English, and made for reading from left to right. However, the same forms may easily be written both in English and Arabic and changed to read from right to left. Only it is strongly recommended that all forms should have the English texts because the imported equipment, spare parts, etc. ought to be referred to by their English nomenclature and numbers in order to avoid translation errors, especially as all catalogues, manuals, packing lists and invoices are in the English language.
All the recommended forms should in the original be printed on white paper and the copies printed on coloured paper, yellow being recommended. The forms should be made up in books with 25 or 50 sets in each, depending on the number of copies required. Originals and all copies except the last copy, should be deta-
- 11 - chable. The last copy is, in all cases, the control copy and must remain in the book. Each set (original plus copies) of pages should be consequently numbered with a different series for each type of form. Any original and its copies should bear the same number. This numbering of the forms is necessary for control and for cross-references. The different books with forms must be signed for by the users. The number of copies for each shown on type of form, and the distribution of copies are the enclosed Appendices.
Copies of change-orders and cancellation of orders shall be distributed in the same way as the order concerned. This report deals only with the basic forms necessary for the proper control of all purchases, from the request of the order and until the purchased item is handed over to the user. Any other forms, which may be needed, should be made out to fit into the system here proposed with regard to sizes and references.
Enclosed Appendix 1 shows the principles of purchasing, local and foreign.
8.2 Purchasing Department
For the actual purchasing, the PD needs only the four standard forms as described below and shown as appendices to this report.
8.21 "Purchase Request", (PR), Appendix 2
Before any buying may be done, a PR must be issued by the department or store (users) giving as many details about the items to be bought as possible. The purchase (the PR) must be approved and signed by the Authority, by the person delegated for this job. No purchase, big or small, may be made without the approved PR. The distribution of PR books should be limited to the heads of departments and to the manager of the Zefta Barrage Central Store.
After the approval of the PR the PD writes out the relevant PO or POs, as there may be several suppliers needed to fulfill one PR. After the issue of the PO, the PR is filed and kept by the PD. Appendix 2A shows the number of copies and the flow of these.
-. 12 - 8.22 "Purchase Order", (PO), Appendix 3
The PO shall be written out according to the approved PR, after negotiations with the suppliers and agreement on prices, delivery, etc. The PO shall be written out in one original and five copies, distributec according to Appendix 3A.
The approval of the PO is normally made by the person in charge of the PD based on the relevant, approved PR. The value of any one purchase may not exceed the ceiling set for the PR. POs should mainly be issued by the PD, however the same form shall be used in cases where any store or workshop may need to make local, cash purchases. In such cases, limitations should be set for each individual store or workshop.
8.23 "Request for Quotation", (RQ), Appendix 4
This RQ is only used for collecting offers from various suppliers vendors and manufacturers, and thereby giving the PD a picture of the market, both with regard to prices and availability. Especially at the beginning, no purchases should be made without contacting several suppliers and getting quotations. Later, the accumulated quotations may help to speed up the purchasing, but as rule, whenever possible, RQs should be sent out for all purchases. Appendix 4A shows the required copies of the PR and the distribution.
8.24 "Material Specification", (MS), Appendix 5
The MS is for internal use only, and should be issued weekly by the PD to the Central Store, Accounting and all users, having current PRs or POs, which are not finalized. The MS is used both as a check list and as follow-up list, also by the PD, itself. The number of copies and their distribution is shown on Appendix 5A.
8.3 Stores
All the various stores, also the Kafr El Zayat Reception Store, should use the same forms for the control of equipment and materials. The flow of these forms is the same for each store.
- 1_5 - 8.31 "Goods Received Note", (GRN), Appendix 6 This GRN is a very important paper, as it is the basic for control of invoices and the correct, initial information on the stock cards. For everything received by the Authority, a GRN must be written out, and copies distributed according to Appendix 6A.
8.32 "Stores Requisition", (SR), Appendix 7 The SR must be given to all "users", i.e. Workshops, Garages and Contractors, etc. as this is their authorization to draw materials from the stores, and nothing may be issued from any store without a proper SR. The SRs can only be used when signed by authorized personnel, and for this purpose, each store must have a list of all books handed out and the name of the persons authorized to sign. This list should also show the items and amounts each individual, workshop or contractor may draw from the Authority's stores. All SRs issued by the contractor must be approved by the Authority before the materials are withdrawn from the stores. The practical form of this approval will have to be discussed and agreed upon. The various chiefs of stores are responsible that only the persons, authorized by the Authority, can draw on the stores. The SR is to be compared with a cheque and the stores with a bank in this respect, and the control should be along the same lines as for a bank. The flow of the copies of the PRs is shown in Appendix 7A.
8.33 "Stock Card", (SC), Appendices 8 and 8A The recommended SC is of a size which may be used in locally available cabinets "Steel Craft" from the "Standard Stationary Co.", Cairo. However, any size may be used, as long as it can contain all of the shown, necessary information, and have sufficient space for entries. SCs are to' be used in all the Authority's stores and in the Material Control Section. In each store, the SCs should preferably be in a separate office, and a special clerk shall be responsible for the daily entries, which must be entered on the cards before each work day is finished. If one clerk is not sufficient, additional help
- 14 - should be given. The basis for the proper functioning of the card system is that it is kept up-to-date at all times.
8.34 "Identification Tags", (IT), Appendix 9 These tags should be available at all the Authority's stores and be used for identifying the various stored items, which do not have any markings from the supplier. It is very important that no items, in any store, are unmarked. Unmarked materials and spare parts may be difficult to identify properly, and give 0 trouble in the daily operation of the stores. The same IT may be used for identifying one lot of parts by being attached to the edge of the shelf, where the parts in question are stored.
8.4 Alexandria Organization The Alexandria Organization (AO) needs only two forms, as far as the control of equipment and spare parts is concerned, a Waybill and the Goods Received Note. Besides these two forms, the AO must also have invoices, packing lists, B/Ls, insurance policies and all other relevant shipping documents in order to clear the imports through customs. These documents shall be sent to AO from the PD.
8.41 "Goods Received Note", (GRN), Appendix 6 This is the same as used by the different stores and described above in 8.31. The flow is shown in Appendix 6A.
8.42 "Waybill", (WB), Appendix 10 The Waybill will mainly be used by the AO for shipping of all imported equipment and spare parts to their destinations in the Delta. Everything leaving Alexandria must be signed for on a WB. The distribution and flow of the WB is shown on Appendix 10A. The WB may also be used by the PD for collective shipments of orders from Cairo to the Central Store.
8.5 Material Control Section (MCS) The MCS is only using copies of issued forms. The MCS is actually duplicating each individual stores' bookkeeping system.
- 15- up of Stock Cards The MCS shall have exactly the same set send copies of as each store, and all stores shall daily the MCS for GRNs, SRs and other relevant documents to like the entries on their cards. This section shall, stores, enter daily all movements of materials and parts conduct on the cards, and on a basis of their own cards stores. their spot checks and inventories of the individual
Stockholm and Cairo
9 May 1972
For VATTENBYGGNADSBYRAN (VBB)
Lennart Bert
/ B.A. Breining
NDDP-36-V Ed. 2
- 16 - APPENDIX 1
FLOW-CHART PURCHASING
USERS DEPT.s STORES OTHERS
. APPROVAL
PURCHASING DEPT .
FOREIGN LOCAL SUPPL. SUPPL.
.ALEXANDRIA CENTRAL ORG. STORE
RECEPTION SUB STORE STORES
USERS DEPT.s STORES OTHERS APPENDIX 2 No. NILE DELTA AUTHORITY PURCHASE REQUEST 5A, EL GOHEINY ST. DOKKI-CAIRO DATE REF.PO.No. of Supplier f purchase Q solicit offer Name Delivery time: soonest L------
Part delivery: allowed Li not allowed advance ------Payment: cash F1 Place of delivery account
UNIT REMARKS * ITEM REQUESTED DESCRIPTION NUMBER QTY. UNIT PRICE
Buyer Requested by: Approved by: Name of (sign) (sign) (sign) APPENDIX 2A
FLOW-CHART PURCHASE REQUISITION
USER
DEPARTMENT CENTRAL STORE
PURCHASING DEPARTMENT
i Original, (white) to Purchasing Department. 1 Copy, (yellow), control copy, in book APPENDIX 31 No. NILE DELTA AUTHORITY PURCHASE ORDER 5A, EL GOHEINY ST. DOKKI-CAIRO DATE REF. P.R. No. Please supply the below mentio- Name of Supplier: ned items: Place delivery
Delivery time: soonest Li ------_ ____ Obs! A copy of this P.O. must be enclosed with your invoice. Payment Mcash -- The copy may be used as Delivery Note NUMBER PRICES ITEM QTY. UNIT DESCRIPTION No. 7UIOA
*
Supplier: Buyer: Authorized by: (sign) (sign) (sign) APPRNDIX 3A
FLOW--CHART PURCHASE ORDER
PURCHASING DEPT.
ACCOUNTING DEPT.
SUPPLIER
USER
CENTRAL STORE
1 Original, (white) to Supplier 1 Copy, (yellow) to Supplier, to Acc. Dept. w/invoiae I Copy, (yellow) to user (issuer of P.R.) I Copy, (yellow) to Central Store, advance information 1 Copy, (yellow) to P.D., work copy 1 Copy, (yellow) to P.D. control copy, in book APPENDIX 4 NILE DELTA AUTHORITY REQUEST FOR QUOTATION No. 5A, EL GOHEINY ST. DOKKI-CAIRO DATE REF. P.R. No.
This is a Request for quotation Name of Supplier: and NOT a purchase order
Delivery time: Terms of Payment:
Please send us your quotation for the following:
PR CE QTY. UNIT DESCRIPTION NUMBER * ITEM UNIT TOTAL No.
0
This is a Request only, NOT a Purchase Order.
signature: NILE DELTA AUTHORITY Suppliers stamp and
(SIGN) signed by Original of this R.Q. to be returned to the Authority, Supplier APPENDIX 4A
FLOW-CHART REQUEST FOR QUOTATION
PURCHASING DEPARTMENT
SUPPLIER
1 Original, (white) to Supplier, back to P.D. w/prices 1 Copy, (yellow) to Supplier 1 Copy, (yellow) to P.D., control copy, in book 0 0 0 0
H coH
00
F-II
It a
I- t2
0 0 z Ma W H H H
A tr) zI (DT HO
w I tic
. O'- i > tN
tdt~ 00 o
CH
tzI
f-"1
o tic
tI
CI/I
t' APPENDIX 5A
FLOW-CHART MATERIAL SPECIFICATION
PURCHASING DEPT.
AUTHORITY-CHAIRMAN
ACCOUNTING
CENTRAL STORE
USERS-DEPARTMENTS
1 Original, (white) to the Chairman, for information 1 Copy, (yellow) to Accounting, for information information 1 Copy, (yellow) to Central Store, advance to P.R.s 1 Copy, (yellow) or more, to users, according or P.O.s in book. 1 copy, (yellow) to P.D., control copy, APPENDIX 6 NILE DELTA AUTHORITY GOODS RECEIVED NOTE No. 5A, EL GOHEINY ST. DOKKI-CAIRO Date received: Name of receiving store: Arrived from: Reference P.O. No. Reference Invoice No. Name of Suppliers:
ITEM RECEIVED DESCRIPTION NUMBER CARD NOTES No. QTY. UNIT No.
iSTORES KEEPER NOTES. POSTED ON STOCK CARDS (SIGN) (SIGN) APPENDIX 6A
FLOW-CHART GOODS RECEIVED NOTE
STORES
STOCK-CARDS
ACCOUNTING DEPT.
PURCHASING DEPT.
MATERIAL CONTROL SEC.
1 Original, (white) to Accounting Department I Copy, (yellow) to Stores, stock cards for postings 1 Copy, (yellow) to Stores, control copy 1 Copy, (yellow) to P.D., control copy 1 Copy, (yellow) to Material Control Section, control copy APPENDIX 7 No. ------NILE DELTA AUTHORITY STORES REQUISITION 5A, EL GOHEINY ST. DOKKI-CAIRO Date or Name issuing store: Name of requesting section contractor ------PRICES ITEM REQUESTED DESCRIPTION NUMBER No. QTY. UNIT UNIT TOTAL
0 *
0
POST. CONTROL. MATERIALS ISSUED MATERIAL REC. POSTED S.C.s (SIGN) (SIGN) (SIGN) (SIGN) APPENDIX 7A
FLOW-CHART STORES REQUISITION
USERS
OTHER WORKSHOPS CONTRACTORS STORES
STORES
STOCK CARDS
ACCOUNTING DEPT.
AATERIAL CONTROL SEC.
1 Original plus three copies to store for distribution: I Original. (white) to accounting (for invoicing) 1 Copy, (yellow) to stores stock cards for postings file 1 Copy, (yellow) to stores, users 1 Copy, (yellow) to M.C.S., for postings in book 1 Copy, (yellow) to user, control copy, APPENDiX 0 STOCK CARD FRONT
N.D.A.T.D.P. 3TOCK CARD No.
STORE NAME ORDERING POINT
ITEM -No.No------
MAX. STOCK MIN. STOCK LOCATION
SUPPLIER PRICE UNIT
DATE VOUCHER QUANTITY CONTR. * TYPE No. IN OUT BALANCE SIGN.
I ______
I _ _ _ _. ______.. _ _..
* I______APPENDIX 8A STOCK CARD REAR
DATE. VOUCHER QUANTITY CONTR. 19 TYPE No. IN OUT BALANCE SIGN.
-
* 1__ ___
* _ _ _ _t______APPENDIX 9
IDENTIFICATION TAG
ITEM-- --
STOCK CARD No.
ITEM----
No.
STOCK CARD No.-
-4 APPENDIX 10 NILE DELTA AUTHORITY WAYBILL No. 5A, EL GOHEINY ST. DOKKI-CAIRO Date:
Recipient ------Shipped by:
Dispatcher ------Reference Purchase Order No. Name of Supplier ------Invoice No.
NOTES ITEM SHIPPED DESCRIPTION NUMBER No. QTY. UNIT
0
by: Dispatched by: Received (sign) (sign) APPENDIX 10A
FLOW-CHART WAYBILL
ALEXANDRIA ORGANIZATION
CAIRO PURCHASING DEPT.
CENTRAL RECEPTION CONTRACTOR STORE STORE
ACCOUNTING DEPARTMENT
PURCHASING DEPARTMENT
TRANSPORTING FIRM
1 Original, (white) to recipient, signed back to Alex. or Cairo 1 Copy, (yellow) to recipient, control copy 1 Copy, (yellow) to Accounting Department, control copy 1 Copy, (yellow) to Purchasing Department, control copy 1 Copy, (yellow) to Transporting Firm 1 Copy, (yellow) to issuer (Alex. or Cairo), control copy, in book. 0
I