WAR-025_sample(Warehouse Inventory Management)

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Standard Operating Procedure Title: Warehouse Inventory Management ______________________________________________________________________________________

Department

Warehouse

Document no

WAR-025

Prepared by:

Date:

Supersedes:

Checked by:

Date:

Date Issued:

Approved by:

Date:

Review Date:

Document Owner Warehouse Manager

Affected Parties All warehouse staffs

Purpose To outline the steps involved in the procedures of conducting inventory stocktake.

Scope To be followed by all authorised Warehouse staff.

Definition DR

Deviation Report

GRS

Goods Receipt Slip Form

MTO

Material Transfer Order Form

Laboratory Batch No.

Unique number assigned to each incoming material before laboratory testing

BPN

Batch Production Number

Related Documents Form-020

Bin Sheet

Form-055

Material Transfer Order Form

Form-075

Goods Receipt Slip

Form-050

Warehouse Periodic Inventory Count Sheet

Form-045

Bin Sheet Reconciliation Form

Form-040

Physical Inventory Count Form

WAR-030

Warehouse Locations and Storage Area

WAR-005

Receipt of Incoming Goods

QMS-035

Deviation Report System

EHS Statement If using the Forklift cage to conduct the Stock Count, ensure the Pins are securely in place.

This is not an approved copy unless stamped in red File Location:

Date Printed:

Page 1 of 8

Standard Operating Procedure Title: Warehouse Inventory Management ______________________________________________________________________________________ production consumables and goods which are not related to production processes can be classified as C and counted annually. 2.3.

Counting by Material Code 2.3.1. At the beginning of each month all raw materials are counted for the previous month. Warehouse authorised staff print out a copy of Warehouse Periodic Inventory Count Sheet (Form-050). Write the month and year for which the counting will be done. Write the balance of the material brought forward from the previous month and the corresponding Laboratory Batch Number for the material as shown in the example below. 2.3.2. Collect all the GRS, MTO, MTO-Return forms generated during the month from the warehouse office cabinets. Collect the Warehouse Periodic Inventory Count Sheet (form-050) for the previous month. 2.3.3. For the particular material code pick the quantity received, date received, GRS number and the Lab. Batch number from the GRS forms and start to fill up from the second row of the Warehouse Periodic Inventory Count Sheet. Write the date of the material issued, quantity issued, MTO number and Lab. Batch number from the corresponding MTO forms. 2.3.4. While filling up the form special attention should be given to ensure the logical sequence of date and Lab. Batch number is maintained throughout the form. GRS number can be cross checked from the MTO reference. 2.3.5. On each row determine the balance by using the equation “Available stock plus received qty. minus Issued qty.” In no time the balance can go negative. Determine the balance of the material and corresponding Lab. Batch number at the end of the month and write on the sheet. Print the person’s name who prepared the form, sign and date. Note: Since the inventory system in Sydco follows FIFO (First in First Out) rule the earliest batch number will be issued first and the month end balance will be from the latest batch available.

This is not an approved copy unless stamped in red File Location:

Date Printed:

Page 3 of 8

05/05/06

07/05/06

07/05/06

10/05/06

12/05/06

15/05/06

15/05/06

17/05/06

17/05/06

20/05/06

22/05/06

24/05/06

24/05/06

999

999

999

999

999

999

999

999

999

999

999

999

999

-

2000

-

Return 500 kg

-

-

-

5000 kg

-

-

-

5000 kg

-

Qty. received

File Location:

This is not an approved copy unless stamped in red

-

-

-

06.05.000110

-

06.05.000080

-

-

-

06.05.000080

-

-

-

06.05.000050

Date Printed:

06000115

06000105

06000115

06000105

06000105

06000105

06000100

06000100

06000105

06000100

06000100

06000060

06000100

06000060

GRS #

Balance Brought Forward To June: 1000 KG

-

issued

Date received/

999

Material code

Date:

Receiving Lab. Batch no

Sign:

Prepared By:

Balance brought forward from April: 1000 kg

Year: 2006

Month: May

Page 5 of 8

1000

1000

-

2500

-

2000

500

2500

-

1000

1000

1000

-

-

Qty. issued

Material Code: 999

06.05.000110

06.05.000080

-

06.05.000080

-

06.05.000080

06.05.000050

06.05.000050

-

06.05.000050

06.05.000050

06.04.000040

-

06.04.000040

Issuing Lab. Batch no

Lab Batch No.: 06.05.000110

L1.000320

L1.000320

-

L1.000300

-

L1.000290

L2.000260

L2.000250

-

L1.000227

L1.000225

L1.000220

-

-

MTO #

Lab. Batch No: 06.04.000010

Warehouse Periodic Inventory Count Sheet

EXAMPLE: Warehouse Inventory Count for material 999 in the month of May 2006

______________________________________________________________________________________

Title: Warehouse Inventory Management

Standard Operating Procedure

1000

2000

3000

1000

3500

3000

5000

5500

8000

3000

4000

5000

6000

1000 kg

Balance

Standard Operating Procedure Title: Warehouse Inventory Management ______________________________________________________________________________________ EXAMPLE: Bin Sheet Reconciliation for material 999 in the month of May 2006. Warehouse Bin Sheet Reconciliation Form Material Code: 999 Month: May

Year: 2006

Prepared By:

Sign:

Date: Qty. returned

Bin sheet no.

Storage Type

Storage Bin

Date

Lab Batch No.

1

BS

A-01-01

07/05/06

06.04.000040

1000

0

2

BS

B-04-05

07/05/06

06.05.000050

1000

4000

BS

B-04-05

10/05/06

06.05.000050

1000

3000

BS

B-04-05

15/05/06

06.05.000050

2500

500

BS

B-04-05

15/05/06

06.05.000050

500

0

BS

C-04-08

17/05/06

06.05.000080

2000

3000

BS

C-04-08

17/05/06

06.05.000080

BS

C-04-08

20/05/06

06.05.000080

2500

1000

BS

C-04-08

24/05/06

06.05.000080

1000

0

BS

A-02-07

24/05/06

06.05.000110

1000

1000

3

4

Qty. issued

Remaining on the bin sheet

500

3500

A. Quantity brought forward from April: 1000 B Total quantity received for the month (count all GRS): 12000 C. Total quantity returned for the month: 500 D. Total quantity issued for the month: 12500 Remaining Balance (A+B+C-D): 1000 2.5.

Conducting the Physical Count The count is a physical check of the stock quantities in each bin/compactus space, etc. 2.5.1. From the Warehouse Periodic Inventory Count for material 999 and Bin Sheet Reconciliation for material 999, it was found that our current stock for the material

This is not an approved copy unless stamped in red File Location:

Date Printed:

Page 7 of 8

Quantity after sampled:

Form-020 Issue date:

Bin Sheet (Ref. SOP WAR-005; WAR-015) After finishing the Bin Sheet for this pallet keep the form in the warehouse office Bin Sheet folder for the month. The form will be used for Monthly warehouse inventory counting.

Material Code: Start Date: Finishing Date:

Storage Type: Storage Bin: Lab. Batch No.:

DATE

ISSUED

RETURNED

BALANCE

Please ensure you update quantities every time you issue from here

File Location:

Date Printed:

Page 1 of 1

Form-045 Issue date:

Warehouse Bin Sheet Reconciliation Form (Ref. WAR-025)

Warehouse Bin Sheet Reconciliation Form Material Code: Year:

Month: Prepared By: Bin sheet no.

A. B C. D.

Storage Type

Sign: Storage Bin

Date

Lab Batch No.

Date: Qty. issued

Qty. returned

Qty. remaining on the bin

Quantity brought forward from previous month: Total quantity received for the month (count all GRS): Total quantity returned for the month: Total quantity issued for the month:

Remaining Balance (A+B+C-D):

File Location:

Date Printed:

Page 1 of 1

File Location:

Assembled by: Production checked by:

8.

7.

6.

5.

4.

3.

2.

1.

XXX Paracetamol BP

YY.MM.000000 DD-MM-YYYY

Expiry date

Material Description

i.e.

Lab. Batch number

Material Code

Process Line:

PRODUCTION TO FILL UP Transfer Order Number: LX.YYYYYY Created Date / Time: Created By: Batch Production No. (BPN): XXXXXX

Date Printed:

Pallet qty:

25 KG

Target Qty. 25 KG

Assembler count

Warehouse checked by: QA reviewed by:

Destination storage type BS PW

Source storage bin Destination storage bin A-01-01 WIP area 1

WAREHOUSE TO FILL UP

Source storage type

Page: Date: Assembler name: Sign:

MATERIAL TRANSFER ORDER

(Ref. WAR-015; MAN-080)

Material Transfer Order

Page 1 of 1

YYXXXXXX

Reference GRS no.

Form-055 Issue date

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