What are the job responsibilities of a warehouse manager and how do you keep records in a warehouse?

A storekeeper is a warehouse employee who is responsible for storing, receiving, issuing, and accounting for inventory.

However, in order to properly organize warehouse storage, you need not only the qualifications of an employee, but also a modern accounting system. What is included in the job description of a storekeeper, and how can you simplify your work with an accounting program?

What is the correct name for the position of storekeeper?

According to the order of the Ministry of Economy No. 5573 dated December 29, 2022, the Classifier of Occupations was amended. This means that the professional job title "storekeeper" with the code KP 9411 is canceled. It has been replaced by another title — "warehouse worker (storekeeper)" under the new code KP 4131.

Thus, employers should make the appropriate changes to their staffing tables. Please note that the new professional title contains the related job title in parentheses. Therefore, you can choose which form to leave in the HR documentation. However, it is important that the code itself is changed.

If you leave the title "warehouse clerk", you need to do the following:

• prepare a memo stating that changes to the staffing table are required,

• issue an order specifying a new staffing table with the replacement of the old position title with a new one,

• make changes to the employee's personal file and job description.

If you decide to keep the former option, you just need to change the CP code in the staffing table.

Job description of the storekeeper

The job responsibilities of a warehouse manager are regulated by a job description (hereinafter referred to as the JD). There are no legal provisions on how this document should be prepared for employees. Therefore, the HR department draws up the job description in a free form, including 7 main sections:

1. General provisions.

2. Tasks and responsibilities.

3. Rights.

4. Responsibility.

5. What you should know.

6. Qualification requirements.

7. Relationships by position.

The finished document is submitted to the company's director for signature and, upon approval, acquires the status of an internal regulation.

Job responsibilities of a warehouse keeper

In standard practice, a warehouse worker has to solve the following tasks:

• receive, issue, place, ship, store goods and materials, and keep records of them;

• make suggestions for improving the warehouse and storage of goods and materials;

• correctly draw up warehouse documentation and prepare internal reports in a timely manner;

• check inventory for the presence of supporting documentation (certificates, permits, licenses, waybills, etc.);

• monitor the condition of warehouse equipment and inventory;

• check the warehouse premises for compliance with the rules of safety and storage of goods;

• conduct scheduled and unscheduled inventory, determine the actual amount of inventory in storage;

• record product defects and shortages;

• monitor the availability and serviceability of fire-fighting equipment, etc.

A warehouse employee also has the right to demand that the company's manager ensure normal working conditions at his or her workplace.

What should a storekeeper know?

The warehouse worker should know:

1. Standards and requirements for the organization and management of warehousing.

2. Standards, rules and technical conditions for the storage of goods and materials.

3. Characteristics of goods and materials, such as brand, grade, size, type, etc.

4. The procedure for organizing loading and unloading operations.

5. Payment procedure for work performed.

6. Procedure for concluding contracts for the storage of cargo and its release from the warehouse.

The storekeeper must also know the rules and regulations of labor protection, the basics of labor law, and the procedure for keeping records of goods and materials.

Professional skills and abilities of a storekeeper

• maintaining business records,

• knowledge of special computer programs,

• work with warehouse equipment,

• mastering safety rules.

Responsibility of the storekeeper

The warehouse employee is a financially responsible person and is responsible for:

• fire safety,

• correct execution of documents for inventory,

• compliance with labor discipline by subordinates,

• fulfillment of management orders,

• efficiency of warehouse storage.

The main task of the storekeeper is to place, record, store and issue inventory. If an official violates the instructions and rules, he or she will be disciplined.

Duties of the warehouse manager — storekeeper of the Armed Forces of Ukraine

The job duties of a military storekeeper are regulated by the Law of Ukraine No. 1076-XIV of September 21, 1999. In the PI, it is necessary to indicate the branch of the military in which the person will work, the name of the staff position, military rank and tariff category.

A storekeeper of the Armed Forces of Ukraine may perform such duties in warehouses of military units, military units and logistics services:

• keep records of physical property and food,

• comply with the procedure and standards for supplying military units,

• receive, register, store, and issue property and food,

• comply with the rules of storage of goods and materials,

• use mechanical equipment, hand tools, and measuring devices in their work,

• work with the program of inventory accounting,

• follow the instructions of the manager.

Specialists with a secondary vocational education and at least 6 months of experience in administrative and business activities are appointed to this position. After being appointed to the position, the warehouse worker undergoes additional training at the place of service in the military. 

To simplify work in the warehouse, you need to properly organize warehouse accounting.

Basic principles and tasks of warehouse accounting

Today, warehouse accounting is an effective tool that facilitates work in the warehouse. It will help you solve the following tasks:

1. Control balances and inventory: the main goal is to ensure that the recorded quantity of goods corresponds to its actual value. At the same time, you do not need to recalculate inventory items several times before they are issued or sold.

2. Plan the purchase: the accounting program will automatically analyze the balances and movement of goods and materials. This will make it easier to plan your next purchase.

3. Take an inventory: when the warehouse is in order, it will be easier and more convenient to recalculate the goods.

4. Systematize cargo: they can be divided into categories and groups. You can allocate a separate place for each category. This makes it much easier to manage the movement of goods in the warehouse.

5. Reduce accounting errors: the accounting system will display the movement of goods, their write-off or detection of re-sorting. This will help reduce shortages, overstocks, and eliminate the possibility of theft.

6. Correct placement of goods and materials: keeping warehouse records will help the warehouse manager quickly find goods that need to be written off. He or she will also be able to quickly identify defective or unaccounted for goods.

Thus, warehouse accounting simplifies the work of warehouse and store employees. And the use of the Torgsoft warehouse accounting automation program helps to competently organize all work processes. The company provides the Torgsoft program for the Armed Forces and volunteers free of charge.