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SOP for Receipt of Raw and Packing Material

Objective
To lay down the procedure for receiving of Raw and Packing Material.

Scope
This SOP is applicable to all Raw and Packing material received for warehouse Department at XYZ Ltd.

Responsibility
Store Executive/Officer

Accountability
Head of Department

Procedure
  • Security personnel will receive and make entries in ‘Security Register for incoming RM/PM’ and will stamp at the backside of the Invoice / Delivery Chalan with serial number, date, and signature.
  • The security personnel will inform the concerned warehouse personnel regarding the receipt of material.
  • Warehouse personnel will verify the following against the purchase order and delivery Chelan / invoice.
  1. Name of material
  2. Quantity of material
  3. Delivery Location
  • The material will be unloaded from the vehicle under the supervision of warehouse personnel to the material receipt area.
  • The Warehouse personnel shall perform checking for received material in terms of physical appearance as per SOP.
  • The received materials shall be stored on pallets.
  • The receipt of each Raw and Packing Material is intimated by security.
  • Before unloading inspect the vehicle for cleanliness.
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  • Each delivery of Raw and Packing Material should be examined visually while unloading, such as:
  1. Proper labeling of each container, and also check the intactness of the container.
  2. Match information on outer shippers or packs as mentioned in Delivery Challan.
  3. If Material received in Damage / Breakage / Leakage or not in intact conditions, such container is to be segregated from other material and kept aside in a suitable manner.
  4. Record the discrepancy in material discrepancy note and inform to Head of QA & QC and take necessary action as instructed by Head of QA & QC.
  • Each container, bag, and packet should be cleaned from outside by a vacuum cleaner/dry lint-free cloth in receiving bay.
  • At the time of unloading Raw/Packing material it should be crossed verified with Invoice / Delivery challan and must be checked physically for the following points for its correctness and approved vendor list.
  1. Name of Material.
  2. Certificate of Analysis (COA)
  3. Purchase Order
  4. Packing List
  5. Batch No.
  6. Mfg. Date/Expiry Date, /Use before date
  7. Quantity per packet/Container
  8. Net. Weight, Gross Weight, Tare Weight.
  9. Description of the material grade/ pharmacopeia status, quantity in purchase order tallies with that mentioned in the delivery document.
  10. Storage condition on pack (container/Polybag/box etc). If the above document is not received with the consignment, immediately inform to purchase dept.
  • After de-dusting store person shall shift the material to the staging area for physical verification.
  • Physical verification for actual quantity is carried out for all RM & PM.
  • For packaging materials, random verification will be performed for checking the correctness of quantity mention on the label by the party which will be mentioned in the physical verification record.
  • Deface the approved label of the manufacturer on the container, with a black marker pen.
  • Transfer material to the quarantine area. If the storage condition of the material is below 25°C transfer it to RM Store.
  • Give the acknowledgment to the transporter; Record all the details in Material Inward Register (RM/PM).
  • Prepare GRN and send to Quality Control Department for request Materials Analysis.
  • Raw Material GRN to be made batch-wise and for Packing Material GRN is to be made Challan wise & Product-wise.
  • Affix “QUARANTINE” Label on each & every container for all Raw Materials & Ensure that manufacturer label or the name of the product should not be covered by the quarantine label.
  • Affix quarantine labels 100% on Printed Aluminum Foils.
  • For all other packing materials affix a 25% quarantine label of the total received packs. If more than 100 packs are received, affix 25 nos. quarantine label to the consignment. The remaining containers will be identified with batch no.
  • Sampling of Raw Material and Packing Material will be done by Q.C.
  • After sampling, Q.C. Dept shall put sticker as “SAMPLED” adjacent on quarantine labels of sampled containers.
  • After completion of analysis. Q.C person will affix the “APPROVED” or “REJECTED” label on the “QUARANTINE” label.
  • Transfer the material to respective stores after QC analysis:
  1. If material is approved by the Q.C. department, Transfer the material to the designated approved storage area.
  2. If material is rejected by the Q.C. department, Transfer the material to the rejected room under lock and key.
  • All Raw Materials should be stored on pallets or racks in an orderly fashion to permit batch segregation and First in First out stock rotation.
  • All “Approved” packing material product labels shall be stored in their respective lockers under lock & Key. Ensure that one locker has only one type of label.
  • In case of more than one lot / A. R. No., pack the labels in separate poly bags and arrange FIFO wise in the respective locker.
  • Store the “Approved” aluminum foil in the foil storage room under controlled temperature.
  • In case of the raw material having specific storage condition, Quarantine & Approved Materials are kept segregated in a specified area.

Precautions
  • Store all goods on pallets item wise and batch wise.
  • Keep some distance between wall & material so as to cleaning can be done easily.

Abbreviations
SOP – Standard operating procedure
QA – Quality assurance
QC – Quality control

Revision History
Nil

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