Level 2 and 3 Diploma in Business Support (4475-12/13)

Unit 206 Principles of maintaining stationery stock
Notes for guidance
Outcome 1 Understand why stationery stock needs to be available
1. Purpose eg staff can rely on stationery being available; security of stationery supplies; cost of
supplies; avoid pilferage; control of expenditure; avoid deterioration of stock.
2. Factors eg: new business, change of plans, orders cancelled, new products, shelf life, redesign
of company stationery, computerisation of systems, relocation/downsizing.
3. Purpose eg organisation’s profits, efficient use of resources, quality of goods v price, ways of
ensuring value for money include: obtaining quotations, ordering in bulk where appropriate,
discounts where available.
Outcome 2 Understand how to maintain stationery stock levels
1. Efficient ordering needs: good stock control, maximum and minimum levels of stock; cost and
availability of storage space; knowledge of ordering procedures.
Receiving stationery stock: check delivery note, report any discrepancies; record receipt of
stock using organisational procedures.
Plan for storage of stock: according to frequency of use, shelf life, weight; rotation of stock and
essential storage conditions should be considered; knowledge of organisational procedures for
issuing stock.
Disposal of stock: recycle when possible; Control of Substances Hazardous to Health (COSHH)
Regulations should be observed where appropriate; security to be considered; knowledge of
company procedures for disposal of stock.
2. Stock-take:
• keep records of items in and out
• close store down for stock check
• count physical stock
• check records against physical stock
• report discrepancies.
80 Level 2 and 3 Diploma in Business Support (4475-12/13)