WAR-005 Procedure for Receipt of Incoming Goods

There is no EHS. impact.

1. Conditions of Accepting Goods

1.1. All Goods

1.1.1. Check that the goods being received are numerically equal to those mentioned on the Incoming Invoice and are of the same type, e.g. carton, drum, rolls, etc.

1.1.2. Check that descriptions on the containers, where they are marked, match with those on the Incoming Invoice.

1.2. If there is any discrepancy, mark all copies of the Consignment Notes, stating the discrepancy, e.g. “1 carton short delivered”.

1.2.1. Notify Purchasing Department immediately of the nature and extent of any damage or discrepancy.

1.3. Packaged & Palletised Goods

1.3.1. Check that the goods are not damaged in a way as to affect the quality of the contents, e.g. split bags, crushed cartons, unusually weathered, solvent damaged, etc.

1.3.2. In the case of locally supplied goods where the goods are so affected, they are not to be accepted, the Consignment Note must be marked to reflect the actual quantity received if partially accepted. In the case of imported goods, the Consignment Note must be marked as to the condition and quantity of goods affected.

1.3.3. Notify Purchasing Department immediately of the nature and extent of the damage.

1.4. Containers

1.4.1. Before opening the container, check the seals.  If it seems to have been tampered with, notify Purchasing.

1.4.2. All damage must be reported in a DR.

1.4.3. All packaging materials must be removed from the inside of the container.

Note: Temperature Monitors Report and/or MSDS provided by the supplier/manufacturer delivered to the Analytical Laboratory (with a copy of the invoice and Certificate of Analysis if available).

1.5. Drums

1.5.1. Physically check that the seal on each drum is in position and has not been broken.  If the seal is not there or is broken, make a note on all copies of the incoming invoice the following information:

Seal Broken ‑ not there;

Drum Number (where applicable);

1.5.2. UNDER NO CIRCUMSTANCES should the suspect DRUM BE RECEIVED if the above requirement cannot be met.  Then notify the Warehouse Manager or if not available, the Purchasing Team.

1.6. Temperature Monitors on Imported Drums

The Temperature Monitor Report may be located on the side of the drum. Do not allow drums to be exposed to outside temperatures. Contact Dispensary for collection immediately.

1. Goods Booking In

It is important that once goods have been accepted, proper documentation and data entry is performed so as to ensure accurate records are kept.

After receipt of goods, Check the Raw Material code number.

– Print out one blank copy of GRS (Form-075) and write down the Raw material description and Raw material code number.

– Print out one Site ID label (Form-080) per container/drum and write down the Raw material description and Raw material code number on each of those. (See SOP WAR-050 if extra labels needed).

– Print out one Bin Sheet (Form-020) per pallet.

(i.e. If a shipment has one pallet of five containers, than take 1×1 GRS form, 1×1 Bin sheet and 1×5 ID labels).

– Warehouse to assign GRS number on the GRS form. Each GRS number is an eight digit number in the format of YYXXXXXX, starting with the last two digits of the year, followed by a consecutive number up to 100000 deliveries started from 000001.

– For example: GRS number for 10^th delivery of the year 2005 will be 05000010.

– Fill up the blank spaces on the GRS form.

– Warehouse to assign a laboratory batch number for each raw material or component received and write the batch number on the Site labels.

– Each laboratory batch number is a 10 digit number in a format of YY.MM.000000. Where, YY represents the last two digits of the year and MM represents the month, followed by a consecutive number up to 100000 deliveries starting from 000001.

– Attach a Bin sheet on each pallet containing raw material or component.

1.1. Incoming Invoice Tray

This tray contains Invoices from suppliers.  These should be used when goods are received for checking and booking.  In the instance that an Invoice is not available in the tray on receipt of goods, contact the Purchasing Team.

Note:

No goods are to be booked in if they fail to be accompanied with a corresponding Invoice.

A different person must be responsible for labelling the goods (usually the sampler) with Site ID labels to the person responsible for booking the goods in.  The same person cannot do both.

1.2. Non‑Component Goods

2.2.1 One GRS form will be printed for one single shipment (according to section 2) which corresponds to the Invoice. Stamp “Date” and sign the Invoice. Write GRS number on the GRS Form and on the invoice. Fill up the rest of the spaces on the GRS form including purchase order number.

NOTE: Write N/A in the component movement direction section.

2.2.2 Print a Non-Component Run Sheet (Form-005). Using the GRS form, complete the information on the “Non-Component Run Sheet”. Send the non component items to the requesting person/department along with a copy of GRS and the Run Sheet.

2.2.3 No Site Label is necessary for the Non-component goods. No Laboratory batch number to be assigned for these goods.

2.2.4 Upon receipt of the goods, the Requesting Person shall sign the “Non-Component Run Sheet” and will receive one copy of GRS.

2.2.5 The completed Non-Component Run Sheet and the original GRS form are to be filed in the Receiving Warehouse Office for future reference.

2.2.6 Write the following items in the Incoming Goods Log Book kept in the warehouse:

 – Invoice number

 – GRS number

– Purchase order no.

– Supplier name/Vendor number

– Quantity

– Number of pallets

– Number of containers

– Department and person requested for the goods

– Date received

– Sign

2.2.7 All non-component goods must be delivered to the requesting department immediately without storing in the warehouse.

Note: When a delivery arrives without an Order number, contact Purchasing Team.

1.3. Component Goods

1.3.1. Should a discrepancy be found with any goods, a Deviation Report (DR) should be raised by the Warehouse personnel.

1.3.2. One GRS will be printed for one single shipment (according to section 2) which corresponds to the Invoice. Stamp “Date” and sign the Invoice. Write GRS number on the GRS Form and on the invoice. Fill up the rest of the spaces on the GRS form including purchase order number.

1.3.3. Move the goods into Quarantine area according to section 3. Tick the storage type Q as Quarantine and write the storage bin number on the GRS form.

1.3.4. Clip the GRS, Site labels, and Certificate of Analysis together and place them in the ‘Sampler’s’ tray in the Receiving office ready for sampling.

1.3.5. 2.3.5.    Keep the Invoice in the invoice file kept in the warehouse. The original GRS form is to be filed in the Receiving Warehouse Office after coming from the sampler for future reference.

2.3.6. Write the following items in the Incoming Goods Log Book kept in the warehouse:

 – Invoice number

 – GRS number

 – Purchase order no.

 – Supplier name/Vendor number

 – Quantity

 – Raw material Code

 – Laboratory batch number

 – Manufacturer’s Lot number

 – Number of pallets

  – Number of containers

 – Number of ID labels printed

 – Storage status (eg Quarantine)

 – Date received

 – Sign

 – Raw Materials and chemicals for example are to be sampled according to
SOP WAR-045

 – Printed materials for example are to be sampled according to
SOP WAR-050

2. Moving Goods in to the Warehouse

2.1. The first section of a GRS includes a set of movement types, locations and storage bins in which the goods to be moved as follows:

Location:Q (Quarantine)         Storage Bin:                              Sign:                Date:

Location:DS (Dispensary)      Booth#:                                    Sign:                Date:

Location:Q (Quarantine)         Storage Bin:                              Sign:                Date:

Location:BS (Bulk Store)       Storage Bin:                              Sign:                Date:

(See SOP WAR-030 to know the factory locations and Storage bin types).

3.2. All received goods must be kept in the Quarantine area before sampling by the warehouse personnel. Warehouse personnel to tick the Location and write the storage bin type on the GRS movement item 1. Then sign and date the document.

3.3. Sampling should be done in the sampling/Dispensary booths located in Dispensary (SOP WAR-045, WAR-050). Sampler will be responsible to move the goods from Quarantine area to Dispensary for sampling and after sampling move the goods from Dispensary to Quarantine area of the warehouse again. Sampler will update movement items 2 and 3 on the GRS by ticking the location, writing sampling booth number and storage bin number respectively, sign and date the document. The sampled pallet must be transferred to the Quarantine area after sampling is done and must be kept in their until QC Laboratory will advise to move ahead.

3.4. After getting “RELEASED” sticker/s from QC laboratory, warehouse personnel will ensure the containers are labelled with RELEASED stickers and Bin Sheet is attached at the front of the corresponding pallet.

3.3. Ensure all items on each pallet, (e.g. box, drum, roll) have Site labels attached.

3.4. Ensure all pallets or goods are free from dust or dirt before moving into the Bulk Store.

3.5. Warehouse personnel will move each pallet to the available Bulk Store location and Storage bin. Then update the movement item 4 on the GRS.

3. Appendix- Flowchart for Warehouse Receiving Goods

4. Summary of Changes