Receiving of Raw Material & Packing Material
Objective
- To lay down a procedure for receiving of raw material & packing material.
Scope
- This SOP is applicable for receipt of raw material & packing material to warehouse of formulation plant
Responsibility
- Warehouse personnel shall be responsible for receipt of raw material & packing material.
- QC personnel shall be responsible for sampling, analysis & approval of RM & PM.
Accountability
- Warehouse Department In charge & QA Head shall be accountable for implementation of this SOP.
Abbreviations and Definitions
- QA : Quality Assurance
- WH : Warehouse
- RM : Raw Material
- PM : Packing Material
- GRN : Goods Receipt Note
- QC : Quality Control
- SOP : Standard Operating Procedure
Procedure
- Security personnel shall receive and make entries in ‘Security Register for Incoming material as per Annexure I and shall stamp at the back side of the Invoice / Delivery Challan with serial number, date and signature.
- The security personnel shall inform the concerned warehouse personnel by telecon regarding the receipt of material.
- Warehouse personnel shall verify the following against the purchase order and delivery Challan / invoice.
- Name of material
- Quantity of material
- Delivery Location
- The material shall be unloaded from the vehicle under supervision of warehouse personnel to material receipt area.
- The Warehouse personnel shall perform checking for received material in terms of physical appearance as per Annexure No. VIII.
- In addition to above the following checks shall be performed & Material receipt & inspection note shall be filled accordingly as per Annexure No. IX.
- In case, the raw material are found shortage after verification, Intimation shall be generated from the Officer or above warehouse related to shortage of received material intimating to Head Warehouse.
- If there is any abnormality in the consignment of RM & PM, the same shall be sent back to the manufacturer/supplier, along with Challan having the stamp of ‘Gate Pass Returnable / Non-Returnable’ as per Annexure No: II detailing the reason for return.
- The materials received in open condition shall not be accepted.
- If any discrepancy found in printed packaging material, the material shall be destroyed in the presence of the manufacturer/supplier or prior information shall be forwarded to manufacturer / supplier in case of non-availability of manufacturer / supplier.
- A partly damaged or fully damaged consignment during transit shall be received only after reviewing the extent of damage on material quality and quantity by QC Department as per “Request to QC Department for verification of received material” as per Annexure III & Annexure VIII.
- For damaged consignment, a damage certificate or any appropriate document shall be obtained from the transporter before receiving the material.
- A copy of the document shall be sent to purchase department for settlement of claim, if applicable, from the insurance or supplier.
- Head-Warehouse/designee shall further forward the same to purchase department after due authorization.
- After above mentioned verification if material is found satisfactory then received materials shall be stored on pallets.
- Clean and de-dust all the received material.
- After cleaning, the material shall be shifted to Quarantine area and kept storage after verifying the required storage conditions (if applicable) as mentioned on the manufacturer label or as per in-house specification.
- Ware house personnel shall prepare and affix Quarantine label to each container as per SOP on status labeling.
Warehouse personnel shall prepare the Goods Received Note (GRN) by making all required entries as mentioned in respective ERP format, specimen for ERP system format is described as per Annexure
A request of ‘intimation for inspection and sampling of received material (RM/PM)’ as per annexure no. VII, along with ‘sampling cum approval certificate of RM/PM as per Annexure X shall be forwarded to QC department and notifying the specification reference for sampling, testing and approval of the received material.
On receipt of Requisition from ware house, QC personal shall check the Requisition and sample the RM/PM as per SOP.
- On completion of analysis of received material by QC, the Head QC shall approve/reject/hold the received material on ‘sampling cum approval certificate of RM/PM as per Annexure X.
- After approval/reject/hold by QC Head, QC personnel shall forward Sampling Cum Approval Certificate of RM/PM with status of material (approved/reject/hold) to ware house and the warehouse personnel shall retained within department for further future reference.
- QC personnel shall affix the concerned label on the RM/PM accordingly.
- The warehouse personnel shall maintain all the details of received RM/PM material in Incoming Register for Raw & Packing Material as per Annexure V.
- Subsequently the approved material issuance for manufacturing, reconciliation and exact stock (final stock) details shall be entered in ERP system, specimen for ERP system format is described under Stock Register for Raw Material/Packing Material as per Annexure VI.
Forms and Records (Annexures)
- Security register for incoming Material Raw & Packing Material – Annexure-I
- Challan – Annexure-II
- Request to QC Department for verification of received material – Annexure-III
- Goods Receipt Note for RM/PM – Annexure-IV
- Incoming Register for Raw & Packing Material – Annexure-V
- Stock Register for Raw Material/Packing Material – Annexure-VI
- Intimation for Inspection and Sampling of Received Material (R.M./P.M.) – Annexure VII
- Check List for Received RM/PM – Annexure-VIII
- Material receipt & inspection note – Annexure-IX
- Sampling Cum Approval Certificate of RM/PM – Annexure-X
Distribution
- Master copy – Quality Assurance
- Controlled copies – Quality Assurance, Production, Quality Control, RM & PM Store
History
Annexure-I
Security register for incoming Material Raw & Packing Material
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| S. No. | Date |
Time | GR No | GR Date | Invoice No. | Invoice Date | Party Name | Items | Qty. | Transport | Weight | Veh. No | Security Sign. |
Annexure-II
Challan
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| TIN No. :
CST No. : No. ……………. Dated: ………………… |
| To,
CST No. ………………………………………… |
Vehicle No. …………………………
From ……………………………… To.………….……………………… Purpose …………………………… |
| S. No. | PARTICULARS | QUANTITY |
Received the goods in order.
Receiver’s Signature Authorised Signatory
Annexure-III
Request to QC Department for verification of received material
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| Request to Quality Control for Verification of Received Material
To QC Department From: Ware House Please verify the quality of received material with respect to physical appearance and integrity of as mentioned below. |
| Name of Material | |
| Manufacturer’s Name & Address | |
| Supplier’s Name & Address | |
| Batch size (UOM) and no. of containers | |
| Damage/spoilage/shortage containers (If any) |
| Observations of Quality Control:
Observations of Quality Assurance: Damage/spoilage/shortage material Ok/ Not Ok or partly accepted for receipt. Specify: |
| Prepared by Warehouse | Checked by QC | Approved by QA |
Annexure-IV
Goods Receipt Note for RM/PM
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| Company:
Vendor: |
G.R.N. No.
Location Store Default P.O. Supplier Invoice No. Del. Note No. Transporter L.R./A.W.B. No. Vehicle No. Gate entry date Goods Desc. Package Gross wt. (KGS) Tare wt. (kgs) Net Wt. (KGS) Freight Insurance |
| Sr.No | Description of Goods | AR ID | PO ID | Units | Packing | BatchNo. | Mfg.
Dt. |
Exp.
Dt. |
Order
Qty. |
Invoice Qty. | Receive
Qty. |
Order Rate | Basic
Rate |
Basic Value | Sales
Tax |
Gross
Value |
Total Net Value : Freight : Insurance : Spl chg : Spl Disc :
Cenvat : Ed. Value : Edu. Cess : HR Edu. Cess: Others Basic Value
Store Incharge : Date & Time
Updated by : Authorised by
Annexure-V
Incoming Register for Raw & Packing Material
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| S.No | Name of Material | PO No | Manufacturer | Name of supplier | Batch No. | Qty. | Mfg. Date | Exp. Date | GRN No./ Date | Sample Qty. | Sampling Done by |
Annexure-VI
Stock Register for Raw Material/Packing Material
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| Store Code | Item Code | Item name | UOM | GRN Date | GRN Batch ID | Mfg. date | Exp. date | Manufacture name | QC Reff. No. | Date | GRN ID | GRN vendor name | Supp. Inv. No. | Supp. Inv. Dt. | No. of contrs. |
Transection ID | Transection Dt. |
GRN
Rcv. Qty. |
GRL Rcv. Qty. | Stock Rcvd. Qty. | MIL Qty. | Opening Stk. Qty. |
Opening Stk.Value |
Annexure VII
Intimation for Inspection and Sampling of Received Material (R.M./P.M.)
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| INTIMATION FOR INSPECTION AND SAMPLING OF RECEIVED MATERIAL (RM/PM)
Intimation Date : From : RM Store/ PM Store To : QC Department Sir, You are requested to depute a person of your department for inspection and sampling of the following material to verify its quality : Item Name Batch No. : Generic Name Batch Quantity Invoice Challan No. & Dt. No. of Containers GRN No. & Dt. Total Qty. Received Manufacturer Mfg. Date Supplier Exp. Date Store Incharge Date : __________________ Intimation Received By Material Sampled By Date Date |
Annexure-VIII
Check List for Received RM/PM
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
The Material received should be inspected physically for the following particulars:
| SNo | Material Details | Material – I | Material – II | Material – III | Material – IV |
| Name of Material Received | |||||
| Batch No. | |||||
| Date of Receipt | |||||
| Quantity Received | |||||
| No. of Container | |||||
| Checklist for Inspection | Observation | ||||
| 1 | Are containers/ bags tightly closed/ sealed to ensure that there is no spillage? | Yes / No | Yes / No | Yes / No | Yes / No |
| 2 | Are the containers / bags damaged? | Yes / No | Yes / No | Yes / No | Yes / No |
| 3 | Do the following particulars on the Purchase bill/Invoice tally with labels on the containers (If Applicable)
f) Name of Manufacturer |
Yes / No
Yes / No Yes / No Yes / No Yes / No Yes / No |
Yes / No
Yes / No Yes / No Yes / No Yes / No Yes / No |
Yes / No
Yes / No Yes / No Yes / No Yes / No Yes / No |
Yes / No
Yes / No Yes / No Yes / No Yes / No Yes / No |
| 4 | Are the contents (weights / measures) of containers as per labels? | Yes / No | Yes / No | Yes / No | Yes / No |
| 5 | Is there any visible sign of the contamination or impurity such as dirt or other foreign material on the containers / bags? | Yes / No | Yes / No | Yes / No | Yes / No |
| Action taken if any (in case of spillage /damage / shortage): ____________________________________ _____________________________________________________________________________________________________________________________________________________________________
Store In-charge: _________ Q.C. Chemist: __________ Date: _________ Date: _________ |
|||||
Annexure-IX
Material receipt & inspection note
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
| Name of Supplier: | P.O. No: | Bill No: | GR No: |
| Date: | Date: | Date: | |
| Transporter M/s | Vehicle No. | ||
| S. No | Description | Quantity Received | Quantity.
as per Challan/ Bill |
Price
(INR) |
Total
Amount (INR) |
Q.A.
Remarks |
||
| Accepted | Rejected | Total | ||||||
| Prepared by Inspected & Approved by Authorized by
(Ware house) (Ware house) (Plant Head) |
Annexure-X
Sampling Cum Approval Certificate of RM/PM
| Prepared by | Checked by | Approved by | ||
| Deptt. Head | Head QA | |||
| Sign & Date | ||||
| Name | ||||
| Designation | ||||
| Effective Date: Next Review Date: | ||||
|
ANALYST’S COMMENTS |
| No. of cont. sampled Sample Qty.
Sampled by Sampled on Analyst’s remarks Sign. & Date (QC Personnel)____________ |
|
QC COMMENTS |
| A.R. No Date Potency / Assay
L.O.D / Moisture Approved / Rejected/ Hold as per Specification No Analyst Remarks Retesting due on |
| QC Analyst: Head-QC:
Date: Date : |
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