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1. Purpose:
The procedure defines a system for handling, preservation, storage and delivery of finished products of (Company Name)
2. Scope :
This procedure applicable to all activities related to handling, preservation, storage and delivery of products.
3. Reference and Attachments:
3.1. References: In-House
3.2. Attachments:
3.2.1. Attachment – 1: Loose Label.
3.2.2. Attachment – 2: Environmental Monitoring Record.
4. Responsibilities:
4.1.Store Officer
4.1.1. To ensure proper stacking of boxes in the pallets/racks, product wise, and batch wise.
4.1.2. To check receive quantity of finished product
4.1.3. To check “LOOSE” label on loose Box.
4.1.4. To ensure proper storage condition of finished product.
4.2. Depot In-charge
4.2.1. To take physical verification of stock with stock statement of ERP Metis.
4.3. Distribution Manager
4.3.1. To monitor the overall activities.
4.3.2. Any discrepancies appear, investigate and submit the report to Quality Dept.
4.4 Head–Quality
4.4.1 To review and approve the investigation report.
4.4.2 Corrective action taken by providing CAPA
4.4.3 To implement the SOP
5. Distribution
5.1. Quality Assurance(Master copy)
5.2. Production
5.3. Plant Head
5.4. Head-Quality
5.5. Distribution
6. Definition of Terms:
6.1. FIFO:First In First Out
6.2. BSR:Bonded Store Room
6.3. ERP:Enterprises Resource Planning
6.4. STN:Stock Transfer Note
6.5. CAPA:Corrective Action and Preventive Action
7. Procedure:
7.1. Handling Of Finished Products At Receipt Stage:
7.1.1. On receipt of the stocks from the BSR through Challan and STN, storage of the same has been done in the store following FIFO system at a segregated area.
7.1.2. In Transfer Note concern person should check Product name, Mfg. & Expiry date, Batch No. Unit and Qty. Language.
7.1.3. All materials and products shall be handled carefully to avoid contamination /Mixup and prevent damage.
7.1.4. Verify the actual received qty. against transfer note. Number of show boxes of loose carton need to be checked. Label must be stick on loose shipper carton as per attachment-1
7.1.5. If any discrepancy and information of damaged of products, it shall be immediately reported to Distribution Manager. Distribution Manager will inform to written to Plant Manager or designee & Quality Head
7.2 Storage and Preservation of Finished Products:
7.2.1 Store Officer ensure proper stacking of boxes in the pallets/racks, product wise, and batch wise. Store the pallets/racks in such a manner that earlier stocks are more easily accessible than last ones.
7.2.2 Store room area should well ventilated and Store Officer shall ensure that All products shall be stored in warehouse in closed room as it protected from sunlight.
7.2.3 All products shall be stored in warehouse in ambient temperature and humidity. Maintain the record of temperature & humidity on day to day basis.
7.2.4 Dispatch the stock on FIFO and batch number basis.
7.2.5 Record the receipt & issue in ERP Metis system as per product wise.
7.2.6 Dispatch the stocks in vehicles that are clean & dry, sufficiently protected and are suitable to withstand the weight of load to be carried.
7.3 Assessment of Finished Products In Storage Area:
7.3.1 Distribution Manager or Depot In-charge shall monthly assess products stored in warehouse/depots to detect conditions, which might lead to damage or deterioration.
7.3.2 Storage area and conditions of storage shall be assessed on a periodic basis; at a minimum of six months interval in a year.
7.3.3 Stock condition shall be assessed by the DIC and result shall be reviewed by the Distribution Manager.
7.3.4 If any improvement will be required, Quality Head /Distribution Manager brings to the notice of the Management for its implementation. If any abnormality will be found corrective action and preventive action shall be implemented, followed up where required, identified by the Quality Head
7.4 Handling During Dispatch From Central Warehouse:
7.4.1 After having the stock requisition from the sales depots and Warehouse, the dispatch of the same has been arranged as per stock, order & requisition statement.
7.4.2 Packaging of the products for Physical dispatch has been done with care & alertness, to keep intact the shape & size of the products including carton/boxes.
7.5 Precautions:
7.5.1 Precautions must be taken to prevent unauthorized persons from entering storage areas.
7.5.2 Storage areas should be clean, and free from accumulated waste and vermin.
7.5.3 Broken or damaged items should be separated from usable stock.
7.5.4 Storage areas should provide adequate lighting to enable all operations to be carried out accurately and safely.
7.5.5 Periodical checking of the stocks is being done with physical stock and ERP Metis stock.
7.5.6 Ensuring & keeping of complete and accurate inventory, financial records and statements, constant monitoring, checking & controlling the system network.
7.6 Environmental Monitoring Frequency:
7.6.1 Temperature and relative humidity shall be recoded two times in a day as per attachment -2
