Receipt And Storage Of Raw And Packaging Materials

Table of Contents

1.0 OBJECTIVE

1.1 To lay down the procedure for the receipt and storage of raw and packaging materials.

2.0 SCOPE

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

3.0 RESPONSIBILITY

3.1 Warehouse personnel are responsible for receipt and storage of raw and packaging materials.

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

4.0 PROCEDURE

4.1 Documents verification:

4.1.1 The warehouse personnel shall receive the documents like Invoice/Delivery challan, lorry receipt and test certificate ….etc from the transporter and ensure the material is <company Name>

4.1.2 Ensure that the consignment is not mixed with other materials during transit and there is no contamination.

4.2 Receipt of materials:

4.2.1 Unload the materials in de-dusting area. Check the containers for any damage and integrity of seals.

4.2.2 De-dust the packs in the De-dusting area by using vacuum cleaner / Lint free cloth.

4.2.3 Check each container label against the materials invoice for details like material name, manufacturer's name, batch number, manufacturing date, expiry date (if any) and quantity,.. etc.

4.2.4 Warehouse personnel shall verify the consignment as per the “Check List For Receipt of materials” (Annexure: 06) along with Approved and Provisional Approved Vendor List. In case of new vendor intimate to quality assurance department.

4.2.5 Weigh all the containers and ensure that the quantities of materials are received as per the documents. Record the same in “Check List For Receipt of materials” (Annexure: A06).

4.2.6 In case of Empty Hard Gelatin capsules, weighing shall be done on Manufacturer’s weight basis.

4.2.7 In case of solvents, weighing shall be done as per Weight / ml basis

4.2.8 In case of any damaged container/packs observed, raise the “Materials Damage Report” (Annexure:A02) in triplicate and get the signature of transporter. Inform to QA for physical verification. Based on the observation & the nature of the material Head - QA shall decide the disposition of the damaged materials.

4.2.9 Materials Damage Report shall be identified with GRN number and attach first two copies with GRN and last copy with invoice / DC.

4.2.10 On completion of the materials receipt warehouse personnel shall acknowledge the duplicate copy of the DC / invoice and hand over the same to the transporter.

4.3 Storage:

4.3.1 Transfer the consignment lot/batch wise to the respective quarantine areas. Required number of quarantine labels (Annexure: A04) shall be generated by warehouse personnel and same shall be affix on each pack.

4.3.2 Supplier / Manufacturer's status labels shall be crossed / defaced to avoid too many status labels.

4.3.3 In case of shippers/plates quarantine labels (Annexure: A04) shall be affixed / tied for bottom bundle of each pallet.

4.3.4 In case of foil and film rolls quarantine label shall be affixed both inside the core and outside carton.

4.3.5 Received materials shall be transferred to the designated storage area with respect to storage condition as specified by manufacturer.

Example: Solvents in “Solvents storage area”, EHG Capsules in “Capsules Storage area”, PVDC/PVC/Foil to “PVC/PVDC/Foil storage area” and Printed materials to “Printed packaging materials storage area”.

4.3.6 Printed packaging material shall be stored in controlled area with lock and key. In case of printed labels shall be stored in a locker/ Cup boards.

4.3.7 Any raw materials which required to store in humidity controlled area, same shall be stored in capsule storage area with proper segregation.

4.4 Preparation of GRN:

4.4.1 Enter the details in "Materials Inward Register" as per (Annexure-A03).

4.4.2 Prepare the "Goods Receipt Note” (GRN) in Quadruplicate as per Annexure: A01.

4.4.3 Each GRN shall be identified with 9 characters.

4.4.4 First character “O” represents “Unit VI” 2nd and 3rd character for Raw Materials and Packaging materials, 4th and 5th characters denotes calendar year next four characters are serial numbers in sequential order starting from 0001 on every calendar year.

Example: ORM090001 is the GRN Numbering pattern for the first raw material received in the year 2009 in Oncology facility. OPM110001 is the GRN Numbering pattern for the first Packaging material received in the year 2011 in Oncology facility

4.4.5 Handover the first two copies of GRN to QC with Certificate of Analysis (if any) and Check List For Receipt of materials” (Annexure: A06), if material received under ARE or BOE third copy to be given to excise/SEZ department and attach the fourth copy of GRN with DC / Invoice.

4.4.6 On receipt of the GRN from warehouse QC Personnel shall sample the materials. "Sampled" label shall be affixed duly signed with date on the containers from which sample is drawn.

4.4.7 Update the same GRN in SAP as per SAP USER MANNUAL.

4.5 Storage and documentation of released materials.

4.5.1 QC Personnel shall affix the Approved or Rejected label on the packs and forward the released GRN copy (Original) to warehouse.

4.5.2 Warehouse personnel shall check the individual containers of raw materials for the “Approved” or “Rejected” labels. If any, discrepancy is observed, shall inform to Quality Control personnel for corrective action.

4.5.3 Released quantity of the materials shall be entered in the “Material Inward Register” as per (Annexure: A03) and Approved quantity in ‘Material Receipt Card’ as per (Annexure:A05).

4.5.4 If materials are rejected, the details of rejected quantity shall be recorded in the Rejected raw material control register (Annexure:A01) but not in material receipt card and transfer the materials to “Rejected Materials storage area”.

4.5.5 Clean the containers of approved materials, externally by using vacuum cleaner / lint free cloth (if required) and transfer the materials to the respective approved storage area and store batch/lot wise in a segregated manner.

4.6 General Instructions:

4.6.1 No fiber shedding packages (jute bags, jute ropes etc.,) shall be allowed into the Warehouse.

4.6.2 No bag shall be tied with jute or fiber shedding ropes / tapes. Plastic tape of suitable size and thickness shall be used for tying the bags.

4.6.3 Rejected materials storage area should be keep under lock and key.

4.6.4 If required, materials procured to R&D shall be transferred to warehouse. During transfer ensure that only sealed (unopened) containers are transferred.

4.6.5 If required, materials received for trails/Cleaning purpose shall be released based on vendor COA.