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1. OBJECTIVE

Apply the mechanisms to exercise legal control over the property of the entity.

2. SCOPE

It starts with the entry and registration of goods into the warehouse and ends with the reconciliation of the information in the accounting records.

3. INPUTS

Manual of administrative and accounting procedures for the management and control of assets in public entities of the capital district.

Administrative acts

4. PRODUCTS AND/OR SECONDARY INFORMATION

Record and supporting accounting document of warehouse entries, Record and accounting documents of warehouse exits

5. LEGAL STANDARDS OR REQUIREMENTS

See nomogram

6. TERMS AND DEFINITIONS

WAREHOUSE: A defined space where elements, goods or consumables or returnable merchandise are stored, which are to be supplied.
to the dependencies that make up an entity, so that it fulfills the proposed objectives.

STOREKEEPER: Person in charge of the handling, custody, organization, administration, reception, preservation, and supply of goods.
District Institute of Cultural Heritage.

ACCESSORIES: Elements that depend on the main ones, which are useful almost to the extent that the machine exists, is an auxiliary element that
it does not affect the proper functioning of the machine.

DELIVERY REPORT: It is the document through which the official who is relocated or withdrawn from the Entity for any reason is
required to deliver the assets he had under his responsibility, to the immediate Supervisor, to his delegate, or to whoever replaces him; in case of
failure to comply with this obligation will be liable for those elements in the event that they are lost or suffer irreparable damage, without discounting actions
of a disciplinary type that may be appropriate.
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VALUATION ACT: It is the document in which the values or prices that must be paid to acquire a good similar to the one
It has, or the currently estimated replacement cost of the goods in conditions similar to the existing ones.

Goods provided in a loan for use: It is the contract in which one party delivers to the other free of charge a movable property or real estate, so that
make use of it, with the obligation to return the same item after finishing the use. This contract is not perfected except by the delivery of the good.
or the goods subject to the commodatum.

Controlled consumer goods - deferred charges: These are goods that do not extinguish or cease upon their first use.
subject to deterioration due to use, at times their cost is not representative, whose cost is less than (1/2) SMMLV, this type of
goods that having been recorded directly as an expense, it is at the discretion of the entity through the inventory committee
Based on technical concepts, determine what should be controlled administratively.

Disposal of Non-Usable Services: It is the definitive exit of those goods that are in conditions to continue providing a
service for one or more periods, but the entity does not require them for the normal development of its activities or, although the entity does
require for economic policies, administrative provisions, for efficiency and optimization in the use of resources, that there is order
expressed and motivated by the director or legal representative to terminate them.

Depreciation of Unserviceable Goods: These are goods that cannot be repaired, rebuilt, or technologically improved due to their poor condition.
physical or mechanical condition or that this investment would be inefficient or uneconomical for the entity.

Transfer or exit receipt of goods from warehouse or storage: It is a legal proof document that clearly identifies
detailed physical and real output of the warehouse goods

Entry voucher: Official document that certifies the actual material entry of a good or item into the entity's warehouse.

7. GENERAL CONDITIONS

The entry of goods into the Warehouse must be done after verifying the existence of a purchase request.

For the case of goods that enter through purchase, at the time of issuing the official receipt of entry, the certification must be available.
that the supervisor has delivered, as well as the Warehouse Professional has verified that the goods meet the characteristics
essentials stipulated in the contract or purchase order.

Under no circumstances should the exit of goods be allowed based on verbal orders or provisional receipts; this is done through the format.
established by the Area.
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The warehouse professional cannot have a receipt signed if they have not delivered the goods listed on it. Similarly, they cannot...
It will be able to issue a certificate of subsequent delivery of goods not dispatched.

The warehouse managers must perform periodic checks on the physical stock of the stored goods against the listings.
the system logs.

When a good is received as a gift or in exchange, a receipt of compliance must be generated in accordance with what is established in the contract, agreement or
agreement and it will be noted that they are received.

Consumer goods acquired through petty cash should not be entered into the warehouse register. Except for items that due to their
characteristics and use need to be entered

To issue a certificate of no outstanding debts to the contractors, it must be taken into account that they have delivered all the goods.

A physical inventory relating to the assets and the officials in charge must be conducted at least once a year.

When there is a disbursement or definitive exit due to withdrawal, the entity must physically remove the asset and from the accounting records.
inventories, both of usable but not usable goods and of unusable items.

The physical inventory will be carried out once a year. The Corporate Deputy Director or their delegate will inform the area managers accordingly.
writing, the process to be carried out, the date, the importance, and the methodology to be followed for the physical inventory of the goods

Without prior authorization from the Deputy Director of Corporate Management and the approval of the person in charge of inventories, assets cannot be transferred.

8. DESCRIPTION OF THE PROCEDURE

Activity Points of Document or

No. Description of the activity Responsible
Flow Diagram Control Record

Start of the procedure

Start
1 REVENUES FROM PROPERTY BY PURCHASE
2 Once the purchase of the asset is completed and legalized Contract
Make Purchase through the contract or invoice, the supervisor notifies Supervisors Invoice
to the warehouse manager the delivery date of
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registry
the goods.

Receive the purchased goods, through invoice, Invoice

Receive the Goods invoice or legalized contract. Responsible Contract
3
of Warehouse Account of
Charge

To receive the goods, the invoice and/or ...

4 remission against the contract and its supports, according to Invoice
be the case, verifying that the asset meets the Contract
physical characteristics established in the contract. Responsible Account of
Confront documents of Warehouse Charge
4 If a technical concept is required, it will request the
expert collaboration in the subject, part
contract technique.

2 When the elements do not meet the

physical characteristics a return of these is made
to the supplier
Invoice
Does it comply? Acceptance, rejection, or reconciliation is determined Responsible Contract
with the with the supplier of the order and informs the from Warehouse Count of
5
conditions briefness this determination to the official who Charge
exercises control, surveillance, and/or supervision of
Physicals?
If No contract.

Otherwise, go to activity 5.
4
Classify the good by grouping according to the class of
6 Classify the Good elements and nature of the contract. Responsible N/A
from Warehouse
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Activity Points of Document or

No. Description of the activity Responsible
Flow Diagram Control Registration
The entry of the asset into the system is registered.
Register entry of the Asset manages the Warehouse, taking into account the
supporting documents (Contract number, name
from the supplier, Nit, invoice characteristics, among
others).

7 In cases where it is presented that the Responsible Receipt

the names of the elements are defined in a way from Warehouse of delivery
diferente, se ajustan para tener mayor claridad.

Before printing the final receipt, it is reviewed

that the registered goods match the invoice.

The items are grouped and distributed in the warehouse.

8 Distribute elements from the Warehouse or in the designated place for these. Assistant of N/A
warehouse
A copy of the income receipt is distributed.
signed to the contract supervisor and to the Area of
9 Make copies Accounting. Assistant of copies
warehouse

Monthly, the accounting department is provided with the

Deliver to accounting
Warehouse movement due to entries Responsible Concept of
of goods by purchase. from Warehouse entrada
10

INCOME OF GOODS FROM PETTY CASH PURCHASES AND ADVANCES

3
The public server receives the request Servers Request
11
of acquisition of the asset. public
Receive Request
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registration
If when reviewing the purchase request for the asset, it is
find in the warehouse inventory it is delivered Format
the good through the established format and ends the Responsible
Is it
procedure. from the Warehouse
find
12 in In the opposite case, continue with the activity.
warehouse? No

Yes

End
To proceed with the purchase of the asset, the Verify that
request format for petty cash purchase below Assistant of are fulfilled Format
Submit Quotation employee who requires the purchase of the asset. Budget with all the
13 Request for
characteristics purchase
of the good
requested
Assistant of Verify that Format
Request authorization from the area chief for the Budget be fulfilled Request for
Authorize order purchase of the asset with all the purchase
14
characteristics
of the good
requested
No N/A N/A
If the area manager authorizes the purchase of the asset
Yes Is the boss of
area continue with activity 6,
15 authorizes?
End Otherwise, the procedure ends.

16
Deliver to the Warehouse Auxiliary Invoice from
Deliver the purchase supports to the warehouse Budget receipt
(Invoice) and the receipt in satisfaction.

4
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registration

4
If the purchased item is returnable, it is entered into the Responsible. Copies
warehouse system and two copies are printed (One of warehouse
for petty cash receipt and one for the area
17 The good of accounting).
es
Yes devolutive No
? If I do not continue in the next activity
End
When the asset is not refundable but is of Auxiliary Receipt
18 Deliver to the Warehouse the petty cash receipt is prepared. Budget from petty cash

INCOME OF ASSETS BY DONATION

Receive the donation of the asset that may be from a Responsible
1 Receive donation anonymous person, natural or legal in written form of warehouse Document
or verbal.
Accept the donations made to do the
warehouse entrance.
Committee of Act
Accept donation
2 In the case where the donation of the goods does not inventories
have value, the price of goods will be set
through an appraisal carried out by the Committee of
inventories.

Verify quantities Check the quantities, characteristics, state of Responsible Act

3 the elements subject to donation and the minutes are signed of warehouse
corresponding.
Registrar in the system the elements and is Responsible
4 Register elements they classify in the warehouse. of warehouse
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Activity Points of Document or

No. Description of the activity Responsible
(Diagrama de Flujo) Control Registration

Sign receipt Original signature of the income receipt along with Responsible Receipt
5 of entry the copies. of warehouse of entry

Deliver to the area of Deliver the movement of the to the accounting department Responsible Concept of
accounting warehouse for the purpose of incoming goods for of warehouse entries
donation.
6

REINSTATEMENT OF RETURNABLE ASSETS IN SERVICE

5
Receive the request for delivery of goods from the person in charge
1 employee or contractor. of warehouse
Receive request

Verify with the warehouse system the goods that the Responsible N/A
are the responsibility of the official of warehouse
2 Check system
Assistant of
warehouse
Deliver the reimbursement form to the official for Responsible Check with
Submit Format legalize the return of the goods. of storage the system of Format of
Assistant of store them reimbursement
3 warehouse goods that
are in charge
del
employee
Check the status of the goods delivered by Responsible N/A
4 Check Status part of the official. of the warehouse
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registry
Register in the system of the return of the asset,
5 Register refund leaving a copy for the Warehouse and one for the Responsible
for the Accounting area. of warehouse Copies
They classify and group the goods in the warehouse responsible.
Classify goods when warranted, when it is not left on site from warehouse N/A
6
intended for this. Assistant of
warehouse
INCOME OF GOODS BY COMPENSATION
Inform the General Warehouse Manager about the
Assistant of
1 Classify goods remaining items in the warehouse and quantities warehouse N/A
missing in the Warehouse.
Investigate the reason for the existence of the
Investigate reason surplus elements Report to the Responsible Committee Act
2 of the warehouse
Inventory the result of the investigation.

Approve the incorporation for the remaining amount

3 Approve incorporation compensated and the leave for the compensated expense N/A N/A

Incorporate the items into the warehouse application. Check the

Incorporate elements surpluses that cannot be offset. Responsible receipt N/A
of warehouse of entry
4
with the
documents
supports
Check the income receipt with the Responsible Act
5 Verify receipts supporting documents (minutes, official letters)of warehouse

Distribute the original of the income receipt and Responsible

Distribute receipt the copies attaching the Support documents of the warehouse Copies
6 Assistant of
6 warehouse

INCOME FROM RECOVERED ASSETS DUE TO LOSS OR REPLACEMENT

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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registration
6 Entry of elements into the Warehouse. Prepare or Verify that
Receive the minutes of the recovered assets Inform to
Responsible it includes the
1 the corporate management subdirectorate on the of the warehouse
recovery of one or more elements that with report of the Act
Enter elements well lost
previously they were canceled due to loss.

Receive the elements and delivery received at

Receive elements satisfaction. Check that the element is similar or Responsible N/A
2 in better conditions than the one that was lost or to the from warehouse
recovered element.
Issue the relevant notices in case of
to present an account judgment or another action
Issue notices ongoing fiscal year, for the trial to cease or be adjusted Responsible Act
3 its value. Calculate with the help of the committee of of warehouse
inventories the value of a recovered element
that has suffered damage for its reintegration.
Registra en el sistema los elementos que han Receipt
Register elements physically entered the Warehouse Store of of income
4 The Entity confronts the income receipt with the Responsible
the supporting documents (invoice, minutes, official letter of the of warehouse Documents
loss, support of the complaint, contracts, etc.). supports
Original signature of the income receipt and the Responsible Copies
5 Sign receipt warehouse copies

Distribute the original of the income receipt Responsible Receipt

Distribute receipt signed with its copies and copy of the documents of warehouse of entry
6
supports.

Submit the monthly report attaching the Responsible Receipt

7 Account for proofs of income of elements from warehouse of entry
recovered to accounting
OUTGOING OF RETURNABLE AND CONSUMABLE GOODS
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Register
Root the Format of delivery elements
sent by the dependency and/or the requests of Dependencies Format
periodic or extraordinary devolutive elements of IDPC
Submit format
carried out by the different departments to
1 Warehouse.

7 Compare the deliveries of the elements against the Responsible

delivered to the dependencies by the of warehouse Format
2 provider and/or the requests for items
Confront deliveries periodic or extraordinary devolutive actions carried out
through the different dependencies.

Prepare the original disbursement receipt and

Prepare proof copies Check the documentation provided against the Responsible Receipt
3 comprobante de egreso (cantidad, descripción of warehouse of expenses
element, value, plate, series etc.) original and copies
Compare the amounts with the receipt, Check that
user request format in front of the the Units
Confront amounts
expense receipt Signature of the Responsible person of measure Request for
3 expense and the copies. Coordinate the sending of the order of of warehouse correspond to Users
elements with the administrative assistant, if it is the the registered
case. en el SIIGO
Deliver the order to the user along with the receipt
4 Deliver order of graduation. Assistant of Receipt
warehouse of expenses
Auxiliary of
Receive a signed exit receipt along with warehouse Receipt
5 Receive receipt the copies for distribution of expenses
Official
what receives
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registry
Classify the income receipts into groups and
Classify receipts expense in a worksheet Create the table Responsible Picture of
6 summary of monthly movements, for of warehouse control
present in the accountability report

EXIT OF GOODS DUE TO THEFT, FORTUITOUS EVENT OR FORCE MAJEURE

File a complaint File a complaint for loss of the asset or Official, Report of
1
theft, send a copy to the Deputy Management contractor loss, theft
corporate and to the Warehouse.
Review the copy of the complaint and together with the Responsible Copy of the
authorization from the Management Subdirectorate of warehouse complaint
Review copy Corporate removes the asset.
2

Prepare the exit voucher for cancellation

8 in original and copies according to the
Resolution of dismissal and the submitted minutes Responsible Act
3 Verify the documentation provided against the of warehouse Resolution of
Prepare receipt proof of expenditure (quantity, description) down
of graduation element, value, plate, series, etc.)

Sign the exit receipt along with your Official, Receipt

4 Sign receipt copies. contractor of expenses

Receive signed expense receipt along with Responsible Receipt

5 Receive receipt the copies for your distribution of warehouse of expenses

Classify the expense receipts by groups.

for monthly report to present in the accountability of the Responsible Frame of
Classify
6 the monthly bill to Accounting and to the of warehouse control
receipts
Administrative and Financial Subdirectorate
require
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Record
Write-off of Assets

Prepare the list of items to be decommissioned.

the technical concepts presented are evaluated
Draft a list of about the current state of the assets that are Responsible
elements susceptible to dismissal. Raise a record where it of warehouse Act
1 recommend the final destination of the elements administrative
subscribed by the intervening persons, Project Deputy Director of
administrative act for the signature of the Deputy Director Management
Corporate to deregister the assets and their destination Corporate
final
Issuance of the administrative act in which it is ordered Issued
Issue act decommission the assets and their final destination accordingly Responsible Act
2 administrative to the current legal regulations. from warehouse administrative

Prepare a record of the delivery of the elements with the Responsible Act
3 Raise a record responsible warehouse assistance. of warehouse

Prepare the expense voucher for write-off in Responsible Receipt

original and copies based on the termination resolution of warehouse of expenses
Prepare receipt and the provided Minutes
Recibe comprobante de egreso firmado con las Official, Acts
3 copies for your distribution contractor

9 Classify the expense receipts by groups Responsible Picture of

for a drop in a worksheet and in the warehouse. from warehouse control
4 Prepare the summary table of movements
Classify monthly, to present in the accountability of the
proofs accounting department.
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Activity Points of Document or

No. Description of the activity Responsible
Flow Diagram Control Registration
TAKE PHYSICAL INVENTORY OF RETURNABLE GOODS
Carry out the physical inventory while keeping track.
Carry out the inspection (sticker) that allows identifying that a Responsible was carried out Form
count and a comparison is made with the recordof warehouse of the
1 system (SIIGO)
Assistant of
In case of discrepancies (shortages or overages) warehouse
a second count will be conducted
It is verified
The report on the physical inventory is sent to accounting. that the report Report of taking
Submit report of the inventory for the corresponding adjustments. Responsible contains physics of
2
of warehouse all the inventory
results of the
lifting

TRANSFER OF RETURNABLE ASSETS BETWEEN DEPENDENCIES

Fill out the form Fill out the form through the intranet and send it to the Dependencies.
1
duly legalized to the warehouse keeper of the entity Format

Update the information in the Responsible records

2 Update information inventories (Inventory Module – SIIGO) of warehouse SIIGO
Generate an updated and legalized document, and it is Responsible Documento
Generate document refer to the requesting area to carry out the transfer of warehouse updated
3
physical

TRANSFER OR ASSIGNMENT OF ASSETS BETWEEN DISTRICT ENTITIES

1 Receive and/or deliver a written request from the Entity Format

Receive request entity indicating the type of asset, destination of applicant filled out
same, duration of the loan, name and position of the

10
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Activity Points of Document or

No. Description of the activity Responsible
Flow Diagram Control Record
public server that will receive it Responsible
of warehouse

Responsible
10 Prepare a remittance letter accompanied by the minutes of from the warehouse
delivery, where the state is specified Remittal letter
2 conservation, technical and/or physical description, time Deputy Director of
Prepare a letter for which the loan and/or the values are made, Management
respite guarantee policy in case it is required Corporate

Once the loan term has expired, the

Manage return will manage the return of the asset and the update Responsible N/A
3 from the corresponding records (consumption del
controlled Warehouse

TRANSFER OR RETURN OF COMPUTER EQUIPMENT AND ACCESSORIES

Request in writing from the Warehouse and the Professional of

Computer the removal or transfer of (the) equipment(s) from
1 Request in writing computation, indicating brand characteristics, Official Email
model, series and plate number, as well as the reason Responsible electronic
of the return or transfer. of the Area
Forward the request to the head of the office of
Transfer request Computer Science, to address the requirement.
2
Responsible Email
of warehouse electrónico
Evaluate the request and appoint an official from the department. Engineer Email
Evaluate the request of systems to process the request of the system electronic
3
presented. Record the action in the database of
data designed for that purpose.
4 Receive the work assignment document and
Go to the requesting authority. Review (the) Document of
Receive document related computing equipment in the Engineer constancy
request. Uninstall, remove, or relocate the equipmentof the system
corresponding, leaving written record of the
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registry
made in the dependency.

Receive withdrawal record of the asset from the Head of the Area
Receive minutes
inform the Head of the same and deliver the format to the Engineer Withdrawal certificate
5
warehouse area. of the system

Responsible Updated
Update inventory Update the inventory in the database of the area of warehouse inventory
of inventories.
6

11

RECLASSIFICATION OF RETURNABLE AS CONSUMABLE GOODS

Prepare a list of recoverable assets.
11 reclassifying to consumption, taking into account
those whose cost is equal to or less than half Responsible
current legal minimum monthly wage, always and of warehouse Minutes of the meeting
1 Prepare a list of when its nature, use, purpose, and application of the committee
amerite; in addition, calls the Committee of Committee of
goods
Inventories and Disposal of Assets for evaluation and inventories
recommend to the spending computer its approval.
Raise the Minutes of the Committee meeting
The Administrative Act is issued ordering the Responsible Act
2 Issue administrative act reclassification, attaching the list of goods of warehouse administrative
object of the same.
Download or reclassify the items in the Warehouse subject to Responsibility
Reclassify goods in of the administrative act, and produces the receipt of warehouse Receipt
3 store respective. Send a copy of the receipts of decrease
downgrade or reclassification to Accounting Assistant of
warehouse

CANCELLATION RECORD DUE TO LOSS, THEFT OR DAMAGE WITH LIABILITY

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Activity Points of Documento o

No. Description of the activity Responsible
(Flow Diagram) Control Register
Inform the head of the department about the loss, theft.
the damage of the element. Instigates the criminal complaint Official,
1 Inform the Chief before the competent authority, within 24 Contractor Complaint
hours to become aware of the fact.
Head of the area
Inform in writing the facts to the Subdirectorate of Official,
Corporate Management and to the Warehouse, attachingContractor Copy of the
2 Inform in writing report of the responsible official and a copy of the complaint
respective complaint. Head of the area

Start the procedures for the claim before the

insurance company. Request to the Warehouse Area Official,
the valuation and write-off of lost assets. In Contractor
Start procedures
in case of damage, request to the department N/A
competent, or failing that, to the head of the department's company
3 surety the technical concept and the appraisal of the
same, besides to establish yes existió Responsable
responsibility or not on the part of the official of warehouse

12
Report of
12 Issuance of a technical concept report, appraisal of the Responsible. concept
damage and liability on the part of the official and of warehouse technician
4 they refer him to the Deputy Director of Corporate Management
Issue report

5 Values the asset through a valuation report and

produce proof of cancellation due to liability.
Send an email to the accounting department and to the Email
subdirection of Corporate Management, attaching the electronic
Value the good supporting documents for the value of the Deputy Director of
goods are to be downloaded from the accounting and the Management Act of
responsibles register in the account of Corporate valuation
Responsibilities in Process; and to the Deputy Direction
Corporate Management, for the claim before Accounting Receipt
insurance company; attaching a copy of the disabled
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registration
supporting documents, valuation report, and Responsible
dismissal receipt. Sends to the Subdirectorate of warehouse Documents
Corporate Management, Warehouse copies of supports
cancellation receipt, of the valuation record and
photocopies of supporting documents, so that it can be Copies of
update the database that manages it proof of
dependency. Archive the documents in the folder low
corresponding.
Register the asset's departure in the system and include it in the
responsibility category in the process to the responsible party Document
Register in the system
6 responsible employee, is referred to accounting warehouse

DELIVERY OF RETURNABLE GOODS DUE TO TRANSFER OR WITHDRAWAL FROM THE ENTITY

Deliver to the delegate of the department or to the Responsible

Deliver to the delegate replacement employee, due to transfer or retirement of warehouse Inventory of
from the entity, the individual physical inventory of employee
1
goods devolutives what had low his Assistant of contractor
responsibility, within the days following its warehouse
notification.
Check the goods and their characteristics
Verify Assets correspond to those registered in the inventory Assistant Inventory
individual physicist. warehouse
2
13

13
Sign a copy of the individual inventory leaving Assistant of Format of
3
certificate of the news that is presented. warehouse Inventory
Sign copy
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Activity Points of Document or

No. Description of the activity Responsible
(Flow Diagram) Control Registration
Deliver the returnable goods of the official that Assistant of N/A
4 Deliver goods is transferred or removed from the Entity to which it warehouse
replace
Diligence new individual physical inventory at Head of the Format of
Fill out new name of the official responsible for the assets, dependency Inventory
5 inventory signed, with the approval of the Head of the Department

Send a copy of the individual physical inventory to the Area

from the warehouse, within the following days after the Assistant of Copy of
6 Send a copy delivery of the elements. Delivery of a copy of the warehouse inventory
individual inventory to the responsible official and
archive the original
Update the inventory in the database Responsible Database
7 Update base of physical characteristics of the responsible official of warehouse updated
data

DELIVERY OF PHYSICAL INVENTORY DUE TO CHANGE OF DEPENDENCY HEAD

Requests the presence of an official from the Area of
warehouse to verify, together with the manager
incoming and/or the immediate Supervisor, in addition to the
Responsible N/A
delegate of the agency, the physical existence of of warehouse
Request presence of the returnable goods, which were located
1
store directly in their charge, within the days of their
notification. Deliver to the incoming chief or to the chief
immediate, the individual inventories of each one
of the officials of the dependency, duly
diligenced and updated
Verify, the incoming head of the department
Check dependency Together with the outgoing chief, the incoming chief and N/A
2 indeed the goods correspond in all outgoing
its characteristics with those related in the
inventory.
3 They sign the Delivery Act of the Physical Inventory
Sign minutes of returnable goods. If differences arise
(missing or surplus), should be reflected in the minutes Assistant of Delivery report
of Delivery and must be requested from the Inventory area warehouse of inventories

14
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Activity Points of Document or

Number Description of the activity Responsible
(Flow Diagram) Control Record
to carry out the necessary verifications in order to
determine the possible responsibilities.

Assistant of Copy
14 warehouse
Send a copy of the Handover Minutes to the area of
4
Inventories.
Send a copy

Receive Goods Transfer Certificate and hand over to

5 Receive minutes corresponding for your review and confrontation Responsible N/A
against the records in books. of warehouse
Analyze and confront the information on goods
registered in the delivery record against the Assistant of
6 Confront information records in books to determine if indeed warehouse N/A
there are shortages or surpluses.

If there are shortages or surpluses, present to the

Is there responsible of warehouse the report
missing in corresponding, attaching the documents Responsible N/A
7
the inventory necessary to support its content of warehouse

Otherwise, the procedure ends.

End Send a report of missing or excess items.
to the Warehouse and Inventory so that they can begin
8 Submit report the corresponding actions (Disciplinary, Responsible N/A
fiscal, etc.). of warehouse

Review the report and forward it to the departments.

corresponding to what is within your competence Responsible Office
9 Review report Advisory Office of Disciplinary Affairs, disciplinary
Financial Subdirectorate of Corporate Management.
REGISTRATION AND INVENTORY CONTROL
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Activity Points of Document or

No Description of the activity Responsible
(Flow Diagram) Control Registration
Send the receipts to the warehouse area.
Refer area of entries, outputs, refunds low Assistant of Receipt
1 warehouse compensations, etc., with the respective budgets of entries
supporting documents.
Receive the receipts and check that they are correct. Assistant
Receive vouchers
2 complete and deliver them to the Administrative Assistant of warehouse Receipts
warehouse.
Check that the records in the receipts
correspondan a la dependencia, descripción, Responsable Frame of
Check registration cantidad, placa, valor, etc., de los documentos of warehouse control
3 supports.

15

Apply a systematized procedure for the

15 depreciation calculations.
Print the accounting report of the movement Responsible Report
summarized by accounts, historical cost, adjustment for of warehouse accounting
4 inflation, accumulated depreciation, adjustments to the
Apply procedure depreciation. Send through monthly closing
The accounting report summarizes the movement
monthly. Archive copy in the folder
corresponding.
They carry out data cross-referencing to confront. Square
Carry out a crossing of movements and balances by accounts and signed by Responsible comparative
5
information comparative chart of warehouse

6 Archive report File the report with its respective supporting documents. Auxiliary
warehouse N/A
CONTROL OF CONTROLLED CONSUMABLE GOODS
Generate proof of expenditure of items from
Receive the good controlled consumption
1 Receive the goods and sign the withdrawal receipt for Responsible Receipt
warehouse of warehouse paid
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Activity Points of Document or

No. Description of the activity Responsible
Flowchart Control Registration
Assign controlled consumption item to
Assign element of responsible employee and includes element in the Responsible N/A
2 consumption individual inventory, describing characteristics from warehouse
of the good.
Updated individual inventory company
Send a copy of the updated individual inventory to
3 Send a copy Inventory Area, within the following days Responsible Copies
of warehouse
Update the information in the database.
Update information print individual inventory of the Responsible official Inventory
4
responsible. of warehouse

Prepare a memorandum to the General Warehouse

5 Draft a memo the inoperative controlled consumption element for Official. Memorandum
to be removed from the inventory of the department. Contractor

Receive element from Receive the controlled consumption element Remit

consumption list of controlled consumption elements Responsible N/A
6
useless for the monthly bill to request cancellation of warehouse
and their final destination.

16

16 Authorize the discharge and determine the final destination of the

elements of controlled consumption that are unusable and
7
Authorize the cancellation
design the people involved in the leave. Responsible Withdrawal Act of
of warehouse goods
The termination is prepared and the respective record is made.

End End of procedure

9. CHANGE CONTROL
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Version Date Changes made

1 November 2008 Original document
2 September 2009 Activity update
New activities are added, expanding the procedure.
3 December 2013
and the update to the new template is carried out.
4 March 2015 The checkpoints of the procedure are included.

10. APPROVAL

Elaborated and Validated Supported and Reviewed Approved

IRENE LAMPREA
XAVIER RAMOS VIVIANABELTRÁN Deputy Director of Corporate Management
Warehouse Manager Professional SIG Contractor SUBDIRECTORATE OF CORPORATE MANAGEMENT
SUBDIRECTORATE OF CORPORATE MANAGEMENT Deputy General Directorate

-Original Signed at General Subdirectorate-

-Signed at the General Subdirectorate- -Original Signed in General Subdirectorate-
Fecha:2 de Marzo de 2015 Fecha:2 de Marzo de 2015 Fecha:5 de marzo de 2015