The following stages can be used to organize stores vocabulary:
(1) Establish a catalogue library
(2) Inspect the present systems for stock identification
(3) Consult other interested departments like production, sales, purchasing, design etc. to get their views.
(4) Prepare originating sheets showing items proposed by each department
(5) Compiling the vocabulary after removing the unnecessary items, reducing variety of materials etc.
(6) Distribute the vocabulary copies to the people (workforce) who need them.
(7) Amendments: Amendments are published at least quarterly in accordance with the original distribution list.
Treatment of items not in the vocabulary: Sometimes it may not be advisable to include every stock item in the vocabulary. These items are described as NIVs (Not in the vocabulary). The NIVs include:
- Machine spares rarely required: these items should be kept out of the stores vocabulary since they are only purchased when a need arises. They are described as ONIS (Only when needed items).
- Items of non-repetitive nature: These are items which are needed at certain prescribed intervals e.g. 1-5 years, 2-3 years etc.
Stock description: This is the use of words to explain or identify a stock item. It may be simple or complex depending on the item in question. Some descriptions are long and complicated and may end up confusing stores staff. This reason makes the stores personnel to prefer coding of the stock. Nevertheless description of stock eases identification of stocks when it comes to the issuance of the goods to the user departments. Also good description of stock enables the stores personnel to send the right information to the purchasing function pertaining goods to be ordered.