sop for Generation of Goods Receipt Note

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sop for Generation of Goods Receipt Note

1.0 Objective
To lay down a procedure for generation of goods receipt note.
2.0 Scope
This Standard Operating Procedure is applicable for generation of goods receipt note to be followed

at formulation plants of ABC Company.
3.0 Responsibility
3.1 Officer/Executive warehouse shall be responsible for generation of goods receipt note.
3.2 Head Warehouse is responsible for implementation of this SOP.
3.3 Head QA or his designee shall be responsible for compliance of this SOP.
4.0 Abbreviations and Definitions
SOP : Standard Operating Procedure
i.e. : That is
No. : Number
GRN : Goods Receipt Note
WH : Warehouse
HOD : Head of Department
5.0 Procedure
5.1 Preparation of Goods Receipt Note:
5.1.1 Warehouse officer / executive shall be cross check the Invoice detail in receipt material for following details:
5.1.1.1 Name of material
5.1.1.2 Batch No
5.1.1.3 Mfg.Date
5.1.1.4 Exp.Date
5.1.1.5 Mfg By
5.1.1.6 Supplier By
5.1.1.7 Invoice No.
5.1.1.8 Pharmacopoeia Status (IP/BP/USP)
5.2 Check the Purchase Order in master resources planning system
5.2.1 Warehouse Officer / Executive shall checking the Purchase order and prepare the ‘Goods Receipt Note”

GRN (as per Annexure- 1) of each consignment and assign a GRN No. to each consignment separately.

This number is non-repetitive and not to be allotted to any other consignment at any time.
5.2.2 If the consignment consists of more than one batch a separate GRN No. to be allotted to identify the material

of each batch number.
5.3 Procedure for GRN No.
5.3.1 GRN number are generated in (Master Resources Planning) Software e.g. for

Raw Material KPCR/1213/00000 and Packing Material KPCP/1213/00000. where,

First 04 digits stands for type of material e.g. Raw material denotes the KPCR and Packing material denotes the KPCP.
05 digit for slash /.
06 to 10 digits for financial year e.g. 1213 financial year of 2022 and 2023.
11 digit for slash /.
Last 05 digits for serial no. of consignment material starting from 00001.
5.3.2 In case of material transfer plant to Roorkee plant give the GRN number of that material RMIK0000001213.
RMIK 04 digits for material
05 to 11 digit for serial no. of transfer material starting from 000001.
Last 04 digits for financial year e.g. 1213 financial year of 2022 and 2023.
5.3.3 Warehouse officer GRN sent to Q.C department and affix ‘QUARANTINE’ label on the containers.
5.3.4 QC department draw the samples from the consignment against each GRN and affix

‘Under Test’ & ‘Sampled’ label on the container.
5.3.5 Transfer the materials into ‘Under Test’ area.
5.3.6 Material is released / rejected by QC department after analysis and Analytical report Number

is allotted separately batch wise. QC department affix ‘Approved’ label on the consignment of released

materials and ‘Rejected’ label on the consignment of rejected materials.
6.0 Forms and Records
6.1 Goods Receipt Note – Annexure -1

7.0 Distribution
7.1 Master Copy – Documentation Cell (Quality Assurance)
7.2 Controlled Copy – Warehouse Department.

8.0 History