LEARNING INFORMATION TECHNICAL DRAFTING 7/8

Drafting Tools and Equipment

(Week 3)

INFORMATION SHEET No. 1

Accurate entry in different forms used in drafting works is essentially important in order
to purchase right, accurate and complete number of drawing materials, tools and instruments
needed in a specific drafting job.

Drafting Materials and equipment are substantial’s for drafting instruction therefor
proper procedures in barrowing and retrieval is essential. As what you have written in the

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activity above, it shows that instruction and procedures must be equipped during and after the
activity

DIFFERENT TYPES OF FORMS

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Correctness of the entry of different forms used in Technical Drafting work is necessary in
order to acquire right, complete and accurate number of materials and tools needed in a
specific electrical job. Here are samples of different forms used in Technical Drafting l work.
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1. Purchase requisition

A document generated by user department or storeroom personnel to notify the purchasing

department items it needs to order, their quantity, and the timeframe. It may also contain the
authorization to proceed with the purchase procedures. This is also called purchase request
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or requisition.

Sample A
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REQUISITION SLIP FORM

Name:
Project:
Location:
Classification:
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Purpose:
NO. QUANTITY UNIT DESCRIPTION UNIT COST TOTAL COST
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_____________ _____________ _______________ ____________

REQUISITIONER TEACHER HEAD PRINCIPAL
Sample B
To Purchasing Department

Deliver to_______________________ Date Required____________________

Department Sector.___________________ Acct. No. ___________________

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Suggested Supplier____________________________________________________

Qty. Item No. Description Unit Price Amount

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Budget Control
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Allowance for period_______ Balance Available__________ Ordered by_______________
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Amt. this Purchase_________

Approved by______________
Remaining Balance_________
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Requisition Slip purpose

• To pick items from stocks

• To relieve the inventory records in the number of items picked
• To charge the targeted job for the cost of the items requisition.
(https://www.accountingtools.com>article)
2. Sample Delivery Receipt Form

Delivery receipt shows proof or receipt of goods or services; the receiver

acknowledges receiving a consignment of goods from supplier. The buyer signs it before it
is returned to the seller.

Name of Supplying Company:

Delivery Receipt:

Supplier’s Address:

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Date:

No. QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE

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I hereby acknowledge receipt of the following in perfect condition as per the set of conditions of our supply contract
from the firm of _________________ (Name of supplying company).

Order No.:_________________
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Quantity Description Remarks

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Invoice No.:_________________ Date actually received:________________________

 WORK ORDER REQUEST FORM
MAINTAINANCE DEPARTMENT

Requester Name : ___________________________ Date:_______________________

Department :_______________________________ Telephone
Location :___________________________________ Urgent: Yes_____ No______
Room:__________________________
Description of Work Order Requested:________________________________
________________________________________________________________
________________________________________________________________

---------- Maintenance Use Only---------------

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Description of completed Work Order and Material Used
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

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Complete By:______________________________ Date:___________________
Time Started:______________________________ Time Ended:_______________
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Delivery Receipt Form purpose

• To provide guidelines governing receipt of goods purchased

• To note all details of customer’s purchase, including itemized products and
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services, unit price, subtotals, taxes and totals.
• To provide information to customers, documented purchase and assisting with
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internal accounting.
(https://en.m.wikipedia.org>wiki>Receipt)
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3. Job order or Work Order form

A written instruction to perform a work according to specified requirements, within
specified timeframe and cost estimated.
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Job order or Work Order form purpose

• To offer an explanation of the problem, repair or installation

• To schedule resources and tools needed for maintenance
• To provide technicians with detailed instruction on the work to be performed
• To document the labor, materials and resources used to complete the work
• To track all maintenance and repair work that has been performed on each asset
(https://www.emaint.com>works)
4. Borrower’s form
A form used to request for tools and equipment needed for a particular job. It indicates
the department that the borrower is connected, the date, the job that is to be done, who is the
person to approve the request, when it was returned and if it was in good condition.

EQUIPMENT BORROWERS FORM

(Accomplish in duplicate)
REQUEST NO: ___________________ (do not fill up this item) Date: _____________
MR/MS ________________________ ________________________ _______________________
(Please encircle) SURNAME GIVEN NAME MIDDLE
_______________________________________ ___________________ _____________________
ADDRESS: CONTACT NO. E-MAIL ADDRESS

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Please check:
□ Student Student’s ID No.______________ Subject: _____________
□ Dept. Faculty Employee ID No.____________________
□ Dept. REPS/Staff Department _________________________
□ Others Pls. Specify ___________ Office Address: ________________________________
PURPOSE:

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______________________________________________________________________________________
____________________________________________________________
INTENDED PERIOD OF USE: ____________ to ____________LOCATION: _____________________
CHECKLIST OF REQUESTED ITEMS AN
*if more than i8 items, provide another attachment
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**Do not fill this part: to be counter signed by authorized staff upon receipt and return
RECOMMENDING APPROVAL (for DGE student): __________________________________
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Adviser/Subject Teacher/Faculty-in-Charge
____________________________________
Borrower’s Name in Printed and Signature
This is to certify that:
Date:______________________________________ 1. I have read, understood, and agreed to the
(Fill this portion only during the time of borrowing) “Terms of Use for Equipment.
2. I received the above listed equipment(s)
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Noted by:
completely and in good order/ condition
_____________________________________________ 3. I swear to use the above listed
Subject Teacher/Adviser equipment(S) with due
4. In case of damage or loss, I shall be
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APPROVED:
responsible for repair or replacement:
______________________________________________
Property Custodian
(Borrower’s Name over printed name)
______________________________________________
Principal
-------------------------------------------------------------------------------------------------------------------------------------------
To be accomplished upon return of equipment
Date returned: _______________________________________
All items in good condition? _________ YES__________ NO, (if no, please attach damage report)
Any missing items? _____YES _____NO., (please describe:___________________________________
Received by: ________________________________________________________________________
Borrower’s form purpose

• To request for tools and equipment needed for a particular job

• A form used to be approved on a particular tools/material requested
• A form used to check a set of returned tools/materials and with its prior condition.

Sample Borrower’s Slip

It is a form that can be used for borrowing tools, equipment and etc. It’s form showing
that you are borrowing something. It can be used in equipment checkouts, for monetary means

Name of Borrower: ______________________________ Date: __________________

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Description Quantity Remarks

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______________________________ Noted by: _________________________
Signature of Borrower AN
Date Returned: _____________________________ _____________________________
Personnel In-Charge

Sample Borrower’s Slip purpose

• To monitored borrowed tools, equipment and etc.

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• To use as equipment checkout materials
• To serve as ticket on borrowing materials
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(https://www.answers.com>what-is-borrower-slip

1. INVENTORY FORM

The Inventory form contains information about items (name, number, sales and
purchase information, and cost of goods sold account information) that any business
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purchases for sale, tracks in inventory, and displays on a balance sheet.

Sample Inventory Form of Drawing Tools and Instruments

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Name:
Year & Section:
School/Department:
Laboratory/Shop:
Purpose:

Tools/Instruments QTY. No. Of No. Of Not No. Of No. Of No. Missing

Usable Usable But Condemnable Borrowed
Repairable

_________________ ___________________ ______________________ _________________

Requisitioner Teacher Department Head Principal
 Inventory form purpose

• To check tools/ equipment with prior conditions/ status

• To trace specified unit on function
• To manage equipment and tools in numbers, ratio and conditions

Procedures in accomplishing forms

A. Requisition Procedure
1. List down the materials and tools needed as per job requirement.
2. Check for the availability of the needed materials and tools in the stockroom.
3. Accomplish a requisition form

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4. Let the shop teacher check the requisition form
5. Submit the requisition form to the materials
6.Unavailable requested materials and tools should be substituted without sacrificing the
cost and quality of work
7. The materials officer will prepare the requested materials for issuance to the students

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B. Preparing a Job Order

Making a job order and successfully filling it are two different things. Here are a few
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pointers on how a job order has to be like.
• Good job title – Perhaps the most important part and the first thing seen is the job
title. Use specific titles like Facilities Manager.
• Great job description – Create brief but compelling descriptions about the job and
help the candidates picture themselves in the position.
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• Applicant qualifications – Provide mandatory minimum requirements.
• Compensation and benefits – Always state the obvious, what is in it for the
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applicant.
https://www.examples.com/business/job-order.html

C. How to Write a Work Order Letter

Writing a work order letter is a simple process, but you need to make sure you include
enough information to let your maintenance team know exactly what they need to do. Here, we’ll
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go over how to write a work order letter

D. How to Make a Requisition Slip Form

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Follow the steps below to create a general type of requisition slip form:

1. Prepare the sheet to be used for the form.

2. Make the header.

3. Incorporate an area for the details of the requestor.

4. Create a table for the requisition details.

5. Place a signature block.
E. Borrower’s slip.

Procedures
• Fill out a Service Equipment Request Form (SERF)
• Has it noted by either of the following?
Teacher of the student
Faculty for classroom use
Department/Unit Heads
• Submit the accomplished form to the in charge of the borrowed tools and
equipment’s

Note: 3 days lead time is required. The request is still subject to approval

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 INFORMATION SHEET No. 2

CUSTODIANSHIP

A government official is mandated to exercise diligence in the custodianship of any

government property.

PROCEDURES IN RECEIVING AND STORING TOOLS AND MATERIALS

The Receiving Department has the function to unload and unpack incoming materials;
check quantities received against the shippers packing list; identify goods received with

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descriptions on the purchase order; prepare a receiving report; notify the purchasing
department of descriptions discovered; arrange for inspection when necessary; notify the
purchasing department of any damage in transit; and rout accepted materials to the
appropriate manufacturer’s location.

The form also provides a space for the inspection department to note either the

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complete approval of the shipment or the quantity rejected and the reason for the rejection, in
inspection does not take place immediately after receipt of the materials, the receiving report
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is distributed as follows: The receiving department keeps one copy and sends another copy
to the purchasing department as notice of the arrival of the materials.

All other copies go to the inspection department and are distributed when inspection
is completed. After inspection, one copy of the receiving report, with the inspection result is
sent to the accounting department, where it is matched with the purchase order and the
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vendors invoice and the paid. Other copies go to various departments such as materials and
production planning. One copy accompanies the materials, so that the storekeeper knows the
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quantity and the kind of materials received.

INVENTORY

Inventory is an idle stock of physical goods that contain economic value, and are held
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in various forms by an organization in its custody awaiting packing, processing, transformation,

use or sale in a future point of time
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INVENTORY FORM

The Inventory form contains information about items (name, number, sales and
purchase information, and cost of goods sold account information) that any business
purchases for sale, tracks in inventory, and displays on a balance sheet.
Inspection

Inspection is the process of examining and testing the procured supplies, materials,
equipment and services including raw materials and components to determine their conformity
with the contract requirements including all applicable drawings, specifications and purchase
description.

Inspection objectives and purpose

1. To distinguish good products from bad product

2. To determine if the process is changing
3. To determine if the process is approaching the specification limits.
4. To rate quality of product

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5. To rate accuracy of inspectors
6. To measure the precision of measuring instrument
7. To secure products- design information
8. To measure process capability

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Procedures in preparing an inspection report to the property custodian
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1. Upon receipt of the Request for Inspection, see to it that all required
documents are attached like the original copies of the perfected Purchased
Order/ Contract, Delivery Receipts/ Sales Invoice, and other.

2. Check the documents submitted as to completeness and authenticity prior

to inspection.
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3. Take note of any cases of alteration erasures or other modification in the
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perfected Purchase Order / Contract.

4. Take note of the receipt of the Property/ Supply Unit, the place and the date
of delivery.

5. If there’s a required sample mentioned in perfected PO/Contract, ask for the

approved sample for purposes of comparison/verification.
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6. After all the documents have been evaluated, proceed to the delivery site
specified in the perfected PO/ Contract and conduct inspection and testing
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procedure if necessary.

7. Conduct physical inspection of the items delivered. Count the items delivered
and check with the required quantity.

8. Determine whether it is brand new, reconditioned or rebuilt.

9. Take note for the obvious damage or defect in the equipment.

10 Prepare the inspection report immediately after inspection for the submission
to the supply officer

file:///C:/Users/DEPED/Documents/Modules/TLE8_SLM_Q1M3.pdf
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