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
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