Standard Operating Procedure (SOP)

Title
Receiving of materials
QA Signature Area Manager
Signature
Date of signature Date of signature
Introduction: This document describes procedures to receive materials that will
be stored in the warehouse.
Objective: To receive the incoming raw, printed and packaging materials.
Responsibility: eceiver, Q!"QA, #roduct Development !oordinator, #urchasing
Manager.
Section 1: Receiving General
The shipper"receiver will:
$.$%nspect all incoming trucks for the following:
The trucks must be covered and closed.
&loorboards are dr' and clean.
(o evidence of chemical spills, garbage, waste or
spoiled foods.
%nsect and rodent activit'.
)ad odor.
Make a note of the truck license plate or trailer
number.
(otif' the Supervisor and QA of an' issues.
$.*+nload the shipment and inspect the condition of the shipment
to ensure:
All products are on clean pallets.
(o damaged cases or packages.
(o evidence of an' non,food items or items that could
contaminate the products being received.
-n receipt of damaged goods follow section ..
$./!heck the drivers slip to ensure the compan' states 0our
compan'1
$.2Tag each skid with the product name and )3 code and notif'
the Supervisor and QA of an' issues.
$..!ount the goods and compare the 4uantit', name, and lot
numbers to the information stated on the shipping documents
and compan' purchase order 5#-6. %nvestigate an'
discrepancies.
$.7!omplete the 8eceiving 9og: with the following information:
#roduct %nformation:
eceived date
#- number
A,!ode
Description
;eight in kg 5if applicable6
9ot number
Quantit' received
Shipment Supplier
Shipment !arrier
3ehicle %nspection:
3isual inspection
-dor inspection
#est " odent activit'
Truck"trailer number
eceiver1s initial
$.< -nce Q! has applied the Q! approved green stickers store
product in the designated area.
$.=&or raw materials follow section *.
$.> &or printed materials follow section /.
$.$? &or packaging components follow section 2.
Section 2: Receiving Raw Materials
The shipper"receiver will:
*.$&ollow section $.
*.*#lace on hold labels on the skid"bo@es.
*./#ass the #- with all relevant information to the Q! department.
*.2Q! will take sample as per sampling procedure S-# (ew aw
Material Approval.
*..-nce the goods are acceptable, Q! will:
#lace a 8Q! Approved sticker: on the product.
Tag the product with lot number, date received, product name, A,
code, purchase order number and 4uantit'.
!omplete the 8eceiving 9og: with the following information:
Q! !heck
!ertificate of Anal'sis
Q! Approval
A@piration Date
Date of eBection
Date sample taken
Q! inspector initial
*.7 Material deemed unacceptable 5out of specification6 will be tagged
b' Q! as 8on hold: and should be moved to the Q! hold area.
*.<&urther testing would be done b' Q!"CD supervisor and if the
material is still out of specifications, it will be tagged with 8Q!
eBected: tags and noted as reBected in the receiving log.
*.= #urchasing Manager will contact the supplier as to the action
re4uired for the reBected material i.e. to be returned, replaced,
destro'ed, etc.
*.>#urchasing Manager will inform the eceiver and Q! with the
status of reBected material. Q! will record the status of raw
materials on original #- and return the original #- back to
#urchasing Manager
*.$? Q! will file the cop' of #- in Q! eBected Material binder.
Section : Receiving !rinted Materials
#rinted materials include labels, printed bags, sleeves, printed bo@es 5not
shippers6, etc.
The shipper"receiver will:
/.$ &ollow section $.
/.* #lace on hold labels on each side of the skid"each bo@.
/./ #lace labels out side the label room and all other printed
materials in the printed materials area.
/.2 #lace the #- and associated documentation in the label room
door holder for sampling and Q! checking.
9abel control will:
/.. emove . samples from each batch of
labels"sleeves"bags"bo@es"etc, write the new count on the
roll"bo@"etc, attach the samples to the #- and receiving paperwork
then pass to Q! for inspection.
/.7 Q! and the #roduct Development !oordinator will review the
printed materials as per S-#: 9abel !ontrol.
/.< -n receipt of the 8approved green stickers: from the #roduct
Development !oordinator, appl' the 0approved1 stickers over the 0on
hold1 stickers and store product in the designated area 5i.e. label
room or printed materials area6.
&or printed materials stored on skids in the warehouse 5outside
of the label room6 the #roduct Development !oordinator will
also suppl' bo@ tags containing the product name and code.
These should be applied to the bo@es 5after the 8approved
green stickers:6 and the 4uantit' in each bo@ should be written
on the tag.
/.=Material deemed unacceptable 5out of specification6 will be
tagged b' #roduct Development !oordinator as 8reBected: and
moved to the ;DS >> or returned to the printer for replacement.
Section ": Receiving !ac#aging components
The shipper"receiver will:
2.$&ollow section $.
2.* #ass the #- to the #urchasing Manager.
2./Store the materials in the designated area.
Section $: Receipt of %amaged Goods
-n receipt of a damaged shipment the shipper"receiver will:
..$Take a photo of the damaged product 5camera in supervisors
office6 and ensure the truck driver signs the receiving document as
evidence.
..* (otif' Q!.
-n being notified of a damaged shipment Q! will:
../ %nspect the damaged product and note the damage on the #-.
..2 #lace the damaged product in sterile plastic bag 5if re4uired6 in
Q! Detention Area, until notification is received from the
#urchasing Manager to return or destro'.
...9abel damaged product with all information: name, lotE,
4uantit', report E, purchase order E and date.
..7Attach the picture to the signed #urchase -rder and pass to the
#urchasing Manager 5or e,mail photo to the #urchasing
Manager6.
-n receipt of a #- with damaged product the #urchasing Manager
will:
..<%nstruct Q! to save for supplier1s inspection or for disposal.
..= !ontact the supplier for a claim.
..>%f product is to be disposed, follow S-# #roduct Disposal.
%ocumentation
eceiving 9og F:G#roductionGeceiving 9og
Q! eBected tags
Q! -n Dold tags.