Purpose of the Role

The Stores Data Entry Operator is responsible for accurate and timely entry of all inventory, material movement, inward, outward, production consumption, and stock-related transactions into the ERP/software system. The role ensures proper documentation, stock accuracy, traceability, and coordination between stores, production, purchase, quality, and dispatch departments for smooth plant operations.

Key Job Responsibilities

1. Data Entry & ERP Management

Enter all material inward and outward transactions into ERP/software on a real-time basis.
Update GRN (Goods Receipt Note), material issue slips, stock transfer entries, and dispatch records.
Maintain accurate batch-wise and SKU-wise inventory records.
Ensure timely posting of production consumption entries.
Generate and maintain stock reports, inward/outward registers, and inventory summaries.
Verify physical documents before system entry to avoid data mismatch.
Maintain FIFO/FEFO records in system entries wherever applicable.
Ensure proper item code, batch number, quantity, and location mapping in ERP.

2. Inventory Documentation Control

Maintain all stores-related documents systematically for audit and traceability.
File inward challans, invoices, gate entries, material requisitions, and issue slips.
Maintain daily stock movement registers.
Ensure proper documentation for rejected, damaged, expired, or returned materials.
Support documentation during internal and external audits.
Keep records updated for production consumables, packing materials, raw materials, and finished goods.

3. Coordination with Departments

Coordinate with production team for material issuance and consumption entries.
Coordinate with purchase department for pending GRNs and inward documentation.
Coordinate with QA/QC team for approved/rejected material status updates.
Coordinate with dispatch/logistics team for finished goods outward entries.
Inform stores supervisor about stock discrepancies or system mismatch immediately.

4. Stock Monitoring & Reporting

Assist in maintaining accurate stock levels of raw materials, packaging materials, and consumables.
Prepare daily stock reports and share with stores/management team.
Highlight low stock items, excess stock, or non-moving inventory.
Support monthly stock reconciliation activities.
Assist during physical stock verification and cycle counting activities.
Report any abnormal stock variance to stores executive/supervisor.

5. Material Tracking & Traceability

Maintain batch-wise traceability records for all inward and outward materials.
Ensure proper tracking of materials issued to production.
Maintain dispatch and FG stock records accurately.
Update rejected or hold stock separately in the system.
Ensure traceability records are available for audits and customer requirements.

6. Compliance & System Accuracy

Follow company SOPs, GMP, hygiene, and inventory control procedures.
Ensure zero unauthorized stock movement entries.
Maintain confidentiality of inventory and production data.
Ensure accuracy in all reports and avoid manual/system mismatch.
Follow audit compliance and documentation standards.
Support implementation of inventory control systems and process improvements.

Daily Activities

Updating inward/outward entries
GRN creation and verification
Production material issue entries
Packing material stock updates
Dispatch entry updates
Preparing daily stock reports
Filing stores documents
Assisting in stock verification

Required Skills

Knowledge of ERP/software data entry
Good computer knowledge (Excel, ERP, inventory software)
Basic understanding of inventory and stores operations
Good numerical and documentation skills
Attention to detail and accuracy
Coordination and communication skills
Ability to work in shifts if required

Educational Qualification

Graduate / Diploma in Commerce, Supply Chain, Warehouse Management, or related field.
Basic computer certification preferred.

Experience

1–3 years experience in stores, warehouse, inventory, or data entry operations in FMCG/Food Manufacturing industry preferred.

Reporting To

Stores Executive / Stores Manager / Store Incharge

Key Performance Indicators (KPIs)

ERP entry accuracy
Timely stock updates
Documentation accuracy
Inventory reconciliation accuracy
GRN processing turnaround time
Audit compliance
Stock variance control
Report submission timeliness

Store Assistant (DATA ENTRY OPERATOR)