Chapter Thirteen: Consumable Inventory – Road and Bridge Projects
The Receiving Officer
The county officer or the receiving officer shall establish a project inventory record for each new project. This form creates a written record showing and tracking all materials acquired for a specific project that utilizes road and bridge materials. Bridges are to be specifically numbered, and roads are to be specifically numbered on each such project. The project inventory record is used each time a project is started and concluded. The information comes from the requisition and purchase forms, invoices and receiving reports, and consumable goods inventory record sheets. A copy of this form should be attached to the monthly summary report of consumable items.
The receiving officer is responsible for identifying all road and bridge supplies and materials purchased in lots of Twenty-Five Hundred Dollars ($2,500.00) or more. The receiving officer receives all items that are delivered and completes SA&I Form No. 4030, Receiving Report.
After receiving and identifying items, the receiving officer prepares a new SA&I Form No. 1-9002, Project Inventory Record, for items purchased or adds the quantity of items received to the existing Project Inventory Record.
When the project is complete, the receiving officer transfers out any unused materials or supplies to another project or to the warehouse using SA&I Form No. 1-9001, Transfer Document. Transfers are also indicated on the Project Inventory Record form.
The transfer document creates a written record of road and bridge items that are transferred. The information comes from the consumable inventory records.
The Inventory Officer
The inventory officer prepares each quarter SA&I Form No. 1-9003, Summary Report of Consumable Items. This report creates a written record to account for and track consumable road and bridge materials. It is a summary report of all supplies and materials disposed of and/or projects completed during a reporting period. The information comes from the requisition and purchase orders, invoices, receiving reports, project records, and inventory officers in each district.