Most production delays start in the store
In a small factory, the machines and people are usually ready. What stops a batch is often a missing raw material: sheets ran out, the right gauge was not ordered, or the store thought there was more than there actually was. One missing item can hold up an entire order.
Good raw material control is not complicated. It needs clear item names, regular recording and a habit of checking before production starts.
Name items clearly
Raw materials often have small differences that matter: thickness, grade, size or colour. If the store calls everything 'MS sheet', you cannot tell whether you have 2mm or 3mm. Make a master list where each variation is its own item, with a clear name and unit.
- Material type and grade
- Size, thickness or gauge
- Unit: kg, tonne, sheet, metre, litre
- Usual supplier
- Minimum stock level
Issue material against production
Material should leave the store only against a production order or a recorded issue slip. When workers take material informally, the store count stops matching reality. Issuing against an order also tells you how much material each batch actually used, which helps with costing and planning.
Record returns and scrap
Leftover material often comes back from the floor. Offcuts may be reusable, while some becomes scrap. Record returns to the store and scrap separately. If you ignore them, stock looks lower than it is and you may over-order.
Set minimum levels
For each important material, decide a minimum level based on how much you use per week and how long your supplier takes to deliver. When stock reaches that level, place an order. Review these levels when your order pattern changes, such as during a busy season or after a big new customer.
Check before you start a batch
Before a production order begins, check that all required materials are available in the right quantity. It takes a few minutes and avoids stopping halfway. If something is short, either order it urgently or schedule a different batch first.
Count regularly
Count high-value and fast-moving materials weekly, and the rest monthly. Compare with records and find out why any gap exists. A regular gap on one material usually points to a missing step, such as issues not being recorded or scrap not being noted.
Avoid overbuying
Discounts for bulk purchases are tempting, but material sitting in the store for months is money you cannot use elsewhere. Buy in bulk only for materials you use steadily and that do not deteriorate. For slow items, buy closer to need.
Common mistakes
- One name for many grades or sizes
- Material taken from store without an issue entry
- Scrap and offcuts not recorded
- No minimum levels for critical materials
- Starting production without checking material availability
Store layout helps the records
A clean store makes accurate records easier. Label racks with item names, keep each grade or size in its own place and store heavy items near the loading area. When the store is organised, counting is quick and wrong issues are rare.
Limit who can take material out. One storekeeper per shift, with clear authority, is better than everyone picking what they need.
Link purchases to stock and vendors
When raw material arrives, check the quantity against the supplier's bill before entering it. Enter the purchase the same day so stock rises and the vendor ledger shows what you owe. Late purchase entries are one of the main reasons store stock looks lower than it is.
Plan for supplier delays
Some raw materials come from far away or from suppliers with uneven delivery. For these, keep a slightly higher minimum level and talk to the supplier before your busy months. Having a second supplier for critical materials, even if you use them rarely, protects production when the main supplier is late.
How Nirmaanam helps
Nirmaanam keeps raw material and finished goods stock in one place. Material is issued from the store against production orders, and finished goods are added when production completes. Purchase entries add material to stock and post to the vendor ledger.
Owner reports show low materials and open orders together. The D&D Technology team in Jaipur can set it up for your items. Message +91 95116 38160 for a demo.
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