Workflow

Flow 06 — Subcontractor custody and reconciliation

Track material sent outside company custody, including partial return, authorised loss and scrap, until every unit is reconciled.

Overview

Inventory meaning

Dispatch moves quantity to AT_SUBCONTRACTOR rather than deleting it. Returned quantity re-enters quarantine; authorised loss or scrap is the controlled permanent reduction.

Responsible roles

Stores Officer → Subcontractor → Stores Officer → Project / Contract Manager

Process

1
Job-work dispatch
Issue exact identity under a challan and authority.
State: AT_SUBCONTRACTOR
2
External custody
Track outstanding quantity and due date.
Company-owned · off-site
3
Partial return
Receive returned material with seal/evidence.
Returned portion: QUARANTINE
4
Loss / scrap authority
A Project Manager records authorised permanent outcomes.
Quantity reduced
REDUCED
5
Reconcile
Close only when returned + loss + scrap equals dispatch.
Outstanding: 0

Role handoff

Stores Officer → Subcontractor → Stores Officer → Project / Contract Manager

Detailed reference chapters

Subcontractor custody and reconciliation

Detailed steps

1
Dispatch exact stock under project, contract, challan and authority references.
2
Monitor external-custody quantity and overdue ageing.
3
Receive any partial return into quarantine with its seal and delivery evidence.
4
Have the Project / Contract Manager record separately authorised loss or scrap.
5
Confirm the challan closes only when every dispatched unit is reconciled.

Field-by-field practice data

Use a disposable training tenant

Dispatch one unit to an approved subcontractor and receive it back into quarantine. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Stores Officer

Create the subcontract custody challan

Open /subcontractors

Select the approved subcontractor and exact unrestricted balance, then record the physical handoff.

Exact field name	Requirement	Sample value A	How to use it
Approved subcontractor	Select existing	`TRAIN-A-SUPPLIER`	Supplier must be approved for the process.
Dispatch site	Select existing	`COM-01`	Select the controlled dispatch site.
Project reference	Required	`TRAIN-A-PROJECT`	Retain project provenance.
Contract reference	Required	`TRAIN-A-CONTRACT`	Retain contract provenance.
Job-work reference	Required	`TRAIN-A-JW-001`	Use the approved external-work reference.
Authorization reference	Required	`TRAIN-A-AUTH-001`	Use the named dispatch authority.
Expected return	Required	`2026-09-30`	Set the controlled expected return date.
Exact unrestricted balance	Select existing	`TRAIN-A-LOT-001 · MAIN-01`	Select the exact quantity identity.
Dispatch quantity	Required	`1`	Enter the physically dispatched quantity.
Job-work process	Required	`Protective coating to TRN-SPEC-01`	State the authorised external scope.

Expected result: Custody leaves the site under one immutable challan; return is routed to quarantine before reuse.

End state

Material outside the warehouse remains visible and accountable; permanent loss or scrap cannot be hidden as a routine transfer.