Handling of rejected materials in warehouse

Table of Contents

1.0 OBJECTIVE

1.1 To lay down a procedure for handling of rejected materials in warehouse.

2.0 SCOPE

2.1 This procedure is applicable to the Warehouse Department of <Company Name>

3.0 RESPONSIBILITY

3.1 Warehouse personnel are responsible for storage and control of rejected materials.

3.2 Head - Warehouse or the designee is responsible to ensure the compliance.

4.0 PROCEDURE

4.1 Handling of Rejected Raw Materials During Testing.

4.1.1 Any raw material that does not conform to approved specifications shall stand for rejection.

4.1.2 Enter the quantity rejected and reason for rejection in the GRN by QC personnel.

4.1.3 Quality control head or the designee shall reject the material by signing the respective GRN (Annexure-01).

4.1.4 QC personnel shall label all the Containers / Packs with “Rejected” label and handover the GRN to warehouse.

4.1.5 Warehouse personnel shall verify the quantity of the rejected materials and enter quantity rejected in the respective “Material In-ward Register” as per Annexure-03.

4.1.6Rejected material shall be transferred, from Quarantine area to “Rejected Room” and it should be under lock and key.

4.1.7 Warehouse personnel shall intimate the rejected material details to Purchase Department.

4.1.8 Purchase Department shall inform to the Supplier / Manufacturer about the rejection of the material and reasons for rejection.

4.1.9 After receiving appropriate information from the purchase department, rejected materials shall be sent back to the Manufacturer / Supplier or to be disposed after getting necessary permission from central excise / customs department.

4.1.10 Details about rejected materials shall be entered in “Rejected Raw Materials Control Register” (Annexure-01).

4.1.11 Material shall be destroyed after getting the permission from Central Excise / Customs Department, if required send the rejected material to the vendor.

4.2 Handling of rejected raw materials during retesting of approved raw materials.

4.2.1 If the material is not meeting the specification QC shall reject the material and affix the rejected label, forward the “Retesting Material Note” (Annexure-02) to warehouse.

4.2.2 For further procedure follow the point numbers from 4.1.7 to 4.1.11.

4.3 Handling of rejected raw materials upon expiry.

4.3.1 Expired raw materials shall be transferred to “Rejected Room”.

4.3.2 Warehouse personnel shall prepare “Expired Material Intimation Note” (Annexure-03) in duplicate and send to Head QA.

4.3.3 Expired Material Intimation Note number shall consists of 10 characters.

4.3.4 First five characters OEMIN indicate “Unit VI expired material intimation note”, 6th and 7th characters denotes calendar year and last three characters denotes the serial number for the calendar year.

Example: OEMIN10001 is the first expired material intimation note number for the year 2023

4.3.5 Head QA shall authorize to approve the disposal activity.

4.3.6 Warehouse personnel shall receive copy of EMIN duly signed by Head QA for disposal.

4.3.7 Warehouse personnel shall deduct the expired material quantity in the Material Issue Card (Annexure-06) and send the material for destruction.

4.4 Handling of Damaged Materials Rejection During Receipt.

4.4.1 If any materials received in damaged condition raise the “Materials Damage Report” (Annexure-02) and intimate to QC and QA for disposition.

4.4.2 If the Material is rejected follow the point No. from 4.1.2 to 4.1.11

4.5 Handling of Rejected Packaging Material During Testing.

4.5.1 Any packaging material that does not conform to approved specifications shall be rejected.

4.5.2 Enter the quantity rejected and reason for rejection in the GRN by QC personnel

4.5.3 Quality Control Head or the Designee shall reject the material by signing the respective GRN as per (Annexure-01).

4.5.4 QC personnel shall label the containers / packs with “Rejected” label and handover the GRN to Warehouse.

4.5.5 Warehouse personnel shall verify the quantity of the rejected packaging materials and enter the rejected quantity in the respective “material In-ward register” as per (Annexure-03).

4.5.6 Rejected packaging material shall be transferred from Quarantine area to “Rejected Room” it should be under lock and key.

4.5.7 Warehouse personnel shall intimate the rejected material details to purchase department.

4.5.8 Purchase Department shall inform to the Supplier / Manufacturer about the rejection of the material and reason for rejection.

4.5.9 Printed packaging materials shall not be returned to the Supplier/Manufacturer. The same shall be destroyed after authorization by Head Warehouse in presence of QA after getting necessary permissions from Central Excise/Customs department.

4.5.10 Details about Rejected Packaging Materials shall be entered in “Rejected Packaging Material Control Register” as per (Annexure-2).

4.6 Handling of rejected packaging materials during retesting of approved/ obsolete / Out Dated Packaging Materials.

4.6.1 If the material is not meeting the specification QC personnel shall reject the material and affix the rejected label, forward retesting material note (Annexure-02) to warehouse.

4.6.2 Production department / R&D shall send a note to Warehouse through QA for destruction/disposition of Obsolete or Outdated packaging materials with details like Material code, description, A.R. No., Quantity and Batch No. etc,.

4.6.3 After receipt of note from Production Department / R&D, QC personnel shall affix rejected labels for those containers/packs which are Obsolete or Outdated and the same shall be transferred from “Approved Packaging Materials Storage Area” to “Rejected Room”.

4.6.4 Warehouse personnel shall intimate to the purchase department with rejected material details.

4.6.5 After receiving appropriate information from the purchase department, unprinted packaging materials shall be sent back to the Manufacturer/ Supplier or to be disposed in presence of QA after getting necessary permission from Central Excise

/ Customs department, The Destruction details shall be entered in “Rejected Packaging Materials Control Register” (Annexure-02) and also in Material Issue Card.

4.6.6 All printed packaging materials shall be destroyed in the presence of QA personnel, after getting necessary permission from Central Excise / Customs department, The Destruction details shall be entered in “Rejected Packaging Materials Control Register” (Annexure-02) and also in Material Issue Card.

4.7 All the rejected materials shall have Materials for Destruction (Annexure-04) label before send to destruction.