The owner’s decision
The owner must decide what to stock, where to keep it, and who can request, receive, issue and approve payment. A quarry needs continuity of supply, but buying extra does not automatically make it more reliable: slow-moving spares tie up cash, while critical shortages stop machinery. Controlled materials need their own authorised custody and statutory processes, separate from ordinary stores. In Modomines, the purchase order should be the commercial starting point. The receiver records what physically arrived, the store records where it went, and the user acknowledges the issue. A supplier’s invoice alone should not establish receipt, and this separation is central to preventing short deliveries, duplicate bills and repeated small withdrawals that add up to pilferage.
The evidence needed
The approved request, supplier quotation, order, delivery evidence, count or measurement, acceptance, invoice and any return should all be recorded. Items need stable codes and explicit units, so “drum,” “litre,” “piece” and “set” are never used interchangeably. Fuel measurement and any conversions need a documented basis, and materials should be labelled using verified specifications rather than informal names alone. The supplied stock-out demonstration shows 15 items at ₹12, 20 items at ₹12 and 100 litres of diesel at ₹96.90, implying ₹10,110 of issued value. It is an example of an issue, not proof of consumption or of lawful custody of a regulated item, and a Modomines balance always preserves that distinction.
The cost of getting it wrong
Loss can arise through unrecorded withdrawals, short receipts, personal use, duplicate purchasing or parts being issued to the wrong machine. Spillage during fuel handling has a different cause and remedy from diversion, yet a generic stock adjustment conceals both, leaving management unable to tell whether it needs a repair, retraining or an investigation. A controlled process also prevents accidental double charging, so the same material does not become both an owner expense and an unrecorded contractor recovery. Discrepancies should be investigated promptly, the evidence preserved and the relevant incident process followed. A software reconciliation does not authorise continued use of unsafe or unaccounted controlled stock.
The applicable state variation
The permissions and local conditions relevant to the site’s fuel storage, regulated materials, fire arrangements, waste handling and measurement equipment should be verified. Central rules may govern an item while a licence or local authority sets site-specific conditions. A storage capacity, licence period or stock form should never be copied from another quarry without checking that it applies.
The records that support control
Quantity and value ledgers should be maintained by item, location and custodian. Order, receipt and invoice should be linked before payment, with partial deliveries and differences recorded. Issues should name the machine, contractor or work purpose, and returns should reverse the correct custody balance. Count sheets, transfer acknowledgements, damaged stock decisions and authorised disposals should all be preserved. In Modomines, the system demonstrates review of negative stocks, unusual issue frequency, duplicate supplier references and unsupported adjustments. If automatic detection is unavailable, a scheduled exception review with a named owner should be assigned.
“Nothing leaves the store without a name attached to it and a reason behind it. A custodian and a purpose are what separate controlled supply from silent loss.”
— Super Administrator
