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SOP for Receipt and Storage of Packing Materials

OBJECTIVE
To lay down a procedure for the receipt and storage of packing materials in warehouse.

SCOPE
This procedure applies to Warehouse Department of XYZ Limited.

RESPONSIBILITY
Packing material warehouse personnel to follow the procedure.
Warehouse in charge to ensure the compliance.

PROCEDURE

Documents verification:
  • The warehouse personnel shall receive the documents like delivery notes/packing lists and certificates of analysis from the transporter.
  • If all the documents are in order, advice the Stores staff to receive the material.


Receipt of materials:
  • Unload the material on pallets in the quarantine area. Check the containers / packs for any damage and integrity of seals.
  • Check each container/pack label against the material delivery note for details like material name, manufacturer's name, quantity etc.,
  • Inform Stores In-charge for any damage or deficiency.
  • In case of any damaged container(s)/pack(s) received, fill the Material Damage report and get the signature of the transporter.
  • Stores personnel shall acknowledge the duplicate copy of the delivery note and hand over the same to the transporter.
  • Enter the details in packaging material quarantine register (Annexure - 1).

Storage of materials:
  • If huge quantities of packing materials are received, stack them on pallets either in rectangle shape or square shape.
  • Material status label shall be prepared by Stores personnel. Display the material status label in front of the consignment.
  • "Good's Receipt Note" shall be raised for each consignment in duplicate (warehouse copy/ QC copy).
  • "Good's Receipt note (GRN)" shall be raised for each lot No. / Batch No. of the consignment in duplicate (QC copy/ Warehouse copy).
  • Each GRN shall be identified with GRN number. GRN number consists of 6 characters.
  • First two letter indicates the year, 2021 indicated as 21, next four characters are serial no starting from 0001 every year. Example: 210001 is the GRN number for the first raw material received in 2021.
  • Handover the GRN in duplicate, if any to Quality Control department.
  • After sampling is done by QC personnel, "Sampled" label shall be sticked on the containers/ packs from which sample is taken by them. The material shall remain in Quarantine area.
  • The Quantity drawn for sampling by QC, shall be entered in the sampling register and duly signed by the QC personnel and warehouse personnel.

General instructions
  • No fiber shedding packages (jute bags, jute ropes etc.,) shall be allowed into the warehouse.
  • Received, if any, shall be removed from the pack in the receiving area and disposed.
  • No bag shall be tied with jute or shedding ropes/tapes. Plastic tape of suitable size and thickness shall be used for tying the bags.

REFERENCE(s)
SOP : Internal labeling procedure

ABBREVIATION(s)
Q.A : Quality Assurance
Q.C Quality Control
SOP Standard Operating Procedure
No. Number
W.H Warehouse
GRN Goods receipt note

ANNEXURE(s)
Annexure No. – 1 - Packing material quarantine register
Annexure No. – 2 - Packing material damage report
Annexure No. – 3 - Goods receipt note

 
REVISION CARD
Nil

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