sop for Receipt and Storage of Packing Materials

1.0 Objective
To lay down a procedure for receipt and storage of packing materials.n
2.0 Scope
This Standard Operating Procedure is applicable for receipt and storage of packing materials to be followed at formulation plants of A B Pvt. Ltd.
3.0 Responsibility
3.1 Officer / Executive Warehouse is responsible for receipt and storage of packing material.
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
No. : Number
QA : Quality Assurance
WH : Warehouse
HOD : Head of Department
5.0 Procedure
5.1 Security shall inform to warehouse about the receipt of material with delivery documents.
5.2 Stores Officer / Executive shall verify the party’s delivery challan, purchase order & verify the entry stamp of security on delivery documents.
5.3 Store Officer / Executive shall ensure that all incoming consignment documents should bear the purchase order number. Also check the documents of consignment for the followings:
5.3.1 Consignor and consignee name
5.3.2 Approved Vendor as per approved vendor list
5.3.3 L R Copies i.e. (Consignee Copy & Driver Copy)
5.3.4 Freight Charges i.e. (To Pay or Paid or TBB)
5.3.5 Delivery Challan
5.3.6 Duplicate for Transporter copy i.e. Cenvat Copy of Invoice
5.3.7 Certificate of Analysis
5.3.8 Road Permit if Applicable
5.3.9 Security Inward
5.4 At a time, only one vehicle shall be allowed to enter inside. The vehicle shall be aligned with

the receiving bay of respective block.
5.5 Check the cleanliness of the vehicle before unloading the consignment.
5.6 Warehouse Staff shall ensure that Fly-O-Cide is “ON”.
5.7 Warehouse Officer / Executive shall ensure that the materials shall be unloaded on clean

pallets lot wise, material wise, Invoice Wise (if any) and Party Approved label is deface.
5.8 At the time of unloading Warehouse Officer/Executive shall check the consignment.
5.8.1 Packing Seal
5.8.2 Material Physical Condition
5.8.3 Material Name:
5.8.4 Batch No.:
5.8.5 Mfg Date:
5.8.6 Exp. Date / Re-Test Date / Re-Valuation Date / Re-Certification Date/ Best Before Date/ Use Before Date

(If applicable)
5.8.7 Name of Manufacturer
5.9 Warehouse Officer / Executive shall check the consignment as per respective SOP No. BBL/WH/SOP/
5.10 Check and ensure the physical appearance of the material packs is normal. The damaged, oiled / soiled packs

(if any) shall be identified and such packs shall be kept aside with status label.
5.11 Any observed discrepancy shall be informed to Q.A. department.
5.12 Incase containers label is not legible or tear during transportation Warehouse person shall make

the labels as per documents/ COA after approval from QA Department and paste the label in presence

of IPQA person.
5.13 At the time of receipt, if only a part quantity of the consignment is found damaged following action

shall be taken.
5.13.1 Exp. Date/ Re If the consignments is covered under Excise duty, then receipt of the full consignment

shall be taken and the quantity of damaged consignment shall be rejected by Q.C. and Rejected quantity

shall be informed to Purchase department.
5.13.2 If the consignment is without Excise duty, then remarks shall be made on the vendor’s challan

and the damaged part of the consignment shall be informed to Purchase department and QA department.
5.14 The consignment shall be checked for:
I) Critical defects- The outer box / packet is damaged there by soiling the packing material.
II) Major defects- Outer box is deformed / de-shaped.
5.15 If the damage is of
Category-I: Inform to Purchase department and after getting approval from Purchase department in writing,

return the material back to the supplier. (Applicable only fo non- printed packing materials).
Category-II: Receive and repack the packing material with due care.
5.16 Make the note on the challan and inform the supplier about the discrepancy.
5.17 De-carton the plain and printed foil container packs.
5.18 The pallets and the unloaded material shall be taken inside the de-dusting area and cleaned using

vacuum Cleaner from all sides of pallet.
5.19 The shutter and inside door shall be closed while cleaning the material.
5.20 Weigh all rolls (in case Aluminum Plain / printed foils) and √n+1 rolls (in case of PVC and PVDC Films)

shall be checked from the received consignment and observations shall be recorded in respective

RM/ PM Receipt Check List.
5.21 The printed packing materials shall be stored in lock and key under safe & secure area.
5.22 Remarks shall be made on the supplier’s challan, if the received quantity does not tally with the

challen quantity, inform the discrepancy to purchase department.
5.23 The limit to accept additional printed packing materials than the ordered quantity should not exceed 10%.
5.24 Materials shall be de-dusted as per SOP No. BBL/WH/SOP/007 in De-dusting area and transfer to

the ‘Day’s Store’. The details of receipt shall be entered in Goods Receipt Note in MRP Software.
5.25 The “Quarantine Label” as per respective SOP shall be printed from the MRP Software.
5.26 The ‘Quarantine Label’ shall be affixed on each container of the consignment in case Printed Packaging

Material and √n +1 for Shrink Sleeves, Shippers, Measuring Cup, Bottles, Vials, Rubber Plugs,

Flip Off Seals, P.P. Caps, Droppers WFI etc.
5.27 Material shall then be transferred to the respective “Quarantine Area” (Blue Marked).
5.28 Warehouse Officer / Executive shall inform QC by sending GRN for sampling.
5.29 Q.C. Officer / Executive shall sample the lot and paste ‘Under Test Label and Sampled Label’.
5.30 Material shall then be transferred to the respective “Under Test Area” (Yellow Marked).
5.31 QC department shall issue ‘Approved / Rejected label’ as per analysis. QC Officer / Executive

shall affix these labels on the consignment.
5.32 The approved material shall be transferred to the predefined Approved area (Green Marked).
5.33 In case of bulky items like bottles, shippers, partition, plates, materials shall be fenced with ribbon

as per their status i.e. Blue Colour for Quarantine, Yellow Colour for Under Test, Green colour for

approved and red colour for rejected etc.
5.34 The material shall be stacked and shifted with the help of stacker or the pallet trucks.
5.35 All plain and printed aluminium foil and PVC rolls shall be stored in a controlled area.
5.36 All cut labels / sticker labels shall be placed in lock and key areas.
5.37 The Rejected goods shall be stored in reject area under intimation to purchase department.
6.0 Forms and Records
6.1 RM / PM Receipt Check List – Annexure-1
6.2 Quarantine Label – Annexure-2
7.0 Distribution
7.1 Master Copy – Documentation Cell (Quality Assurance)
7.2 Controlled Copy – Warehouse Department.