As petroleum managers, we concern ourselves with bulk petroleum and the problems of quality and quantity
control. The problems encountered with quality and quantity control of packaged products are just as
important as those of bulk petroleum, and in some cases, are just as difficult to handle. Therefore, it is just
as important to understand the receipt, storage and issue procedures for packaged products as it is for bulk.
PART A - SPECIAL REQUIREMENTS
Packaged petroleum fuels include fuel in reusable containers of 500 gallons or less. The containers used
most often are 5-gallon cans, 55-gallon drums, and 500-gallon collapsible drums. Fuels are usually issued in
bulk. The need to transfer bulk petroleum fuels to packaged containers depends on operational factors, the
quantities required for daily operations, the capabilities of the units to receive and store fuels, the existence
of a bulk distribution system, and the overall tactical situation.
PART B - INVENTORY MANAGEMENT AND ACCOUNTABILITY
The locator system provides a simple accurate way to find specific supply items quickly.
It is centrally located and contains a separate record for each location.
Separate storage locations should be maintained for items with different shelf life, and dates of pack:
(First in, First out).
A planograph should be made of your storage area showing rows, aisles, columns, stacks, levels, and
segments or bins.
Stock locator cards are used to identify and locate supplies in storage, and are made up number and
letters. Example: A3E21 or FC23B. A= Area, 3= Row, E= Column, 2= Level, 1= Segment. Use the
letters A to Y omitting I, O, Z. And numbers 1-9 omitting 0. When location numbers are established,
place location signs on all storage areas, rows, aisles, columns, levels, and segments to help find
The location cards are filled in national item identification number (NIIN). Automated DSUs use a DA
Form 2000 (Inventory/Location Notification Card). Manual DSUs use a DA Form 4243 (Location/Change
Notification Card). DA Form 3785 (Location Request) is used by the storage section to report additions
or deletions to the location file.
Use of the location file: Request for issue, DA form 2765-1 from customers will be annotated with storage
locators and given to the warehouseman. He will rely on the location to find supplies. Also,
replenishment supplies are received, shipping documents will be annotated with locations to tell control
section where to store them. The shipping document also tells the stock control section where to find the
Inventory of Package POL. This includes the determination of stocks on hand and the reconciliation
of stock record balances with actual stock on hand. Give the accountable officer the necessary information
to reconcile stock balances with the financial inventory records.
When a complete shutdown inventory is to be taken, advance notice to customers would be given.
Cyclic inventory can be determined by the accountable officer.
A special inventory can be accomplished when:
The stock record card and the warehouse card show a zero balance.
A warehouse refusal if the stock record shows a balance and the warehouse has zero on hand.
Establish cut-off date.
Date receipt documents and mark before or after inventory.
Freeze receipts, issue and shipping documents. Set up a control register and notify customers thirty nine
days in advance and push high priority requisitions.
Process before inventory documents.