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DBTLI-QAD-PR-003

DAVAO BIOSKIN TECH LABORATORIES, INC.


Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 1 of 6

Document History:

Revision
Issue Date Description
No.
00 12 November 2018 New Document

Distribution/Acknowledgement

Department/Area/Functions Name/Signature Date Name/Signature Date


Operations As Current As Obsolete
Quality Assurance Dept.
R&D Dept.
Sales Dept.
Accounting Dept.
Purchasing Dept.
Logistics Dept.
Manufacturing Manager

Hard Copy Distribution Issued to Returned by

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer
DBTLI-QAD-PR-003
DAVAO BIOSKIN TECH LABORATORIES, INC.
Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 2 of 6

1.0 Purpose

This document shall describe the Company’s procedure in receiving incoming materials and its inspection prior to
use.

2.0 Scope

This procedure is applicable to all materials such as raw and packaging materials and outside products purchased
by the company.

3.0 Responsibility and Authority


QC Inspector : Shall be responsible in inspection and evaluation of incoming materials
: Shall be responsible in reporting non-conformances and recommends correction
QA Supervisor : Shall be responsible in checking evaluation reports and reports to Warehouse in-charge
and Accounting results of evaluation
: Shall be responsible in replacing Materials Description/Name with Material Code prior
receipt of Warehouse In-charge.
Research and Development : Shall be in-charge in initial receipt of the raw materials if materials are received at the
Head Office only by replacing the Materials Description/Name with Material Code prior
delivery to the factory.
: Shall be responsible in evaluation Raw materials placed on Quarantine after QA
Supervisor evaluation and shall provide disposition whether for production use of to be
rejected.
Warehouse In-charge : Shall be in-charge in receiving all in-coming materials and ensure accuracy of delivered
items versus Delivery Receipt
: Shall be in-charge in checking accuracy of documents received from supplier; Delivery
Receipt, Purchase order from Company, Certificate of Analysis,
Warehouse Supervisor : Shall be in-charge in validating Receiving Report filled in by Warehouse In-charge
: Shall attest that the Receiving Reports are accurate and conforms with Delivery Reports
and Purchased order.

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer
DBTLI-QAD-PR-003
DAVAO BIOSKIN TECH LABORATORIES, INC.
Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 3 of 6

4.0 Procedure Outline


Process Flow Procedure
4.1 Raw Materials
4.1.1 Receipt
4.1.1a All incoming raw materials are to be delivered in the
Head Office.
4.1.1b Research and Development Team shall initially
receive the said raw materials and replace Materials
Description/Name with assigned Material Code by attaching
a sticker with the code. Replacement should not tamper any
valuable information attached to the same label such as
Manufacturing and Expiry Date, Lot number/Batch Number,
Net Weight and Tare Weight among others.
4.1.1c Raw Materials are then forwarded to factory.
However, if suppliers insist that the raw materials are
delivered direct to the factory, the above policy shall be
performed by QA Supervisor.
4.1.1d Warehouse in-charge shall inform QA Supervisor of
the Incoming Materials for inspection.
4.1.1e Actual weighing of received raw materials is done.
This should be attested by Warehouse Supervisor.
4.1.1f Warehouse in-charge shall fill-in Receiving Report per
supplier. Actual weight shall be indicated on the Receiving
Report. Warehouse Supervisor shall counter sign receiving
report.
4.1.1g Receiving Report shall be forwarded to Accounting In-
charge for encoding to SAP system.

4.1.2 Raw Materials Inspection and Release


4.1.2a Warehouse In-charge shall provide copy of Receiving
report to QA Department for QA Supervisor to inspect all
incoming raw materials.
4.1.2b QA Supervisor shall check availability of documents
such as Certificate of Analysis (COA), Material Safety Data
Sheet and Allergen Declaration for new raw materials (one
time only).
4.1.2c QA Supervisor must also identify the supplier of the
raw materials and must counter-check if it’s suppler is
accredited supplier of that particular raw material.

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer
DBTLI-QAD-PR-003
DAVAO BIOSKIN TECH LABORATORIES, INC.
Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 4 of 6

4.1.2d QA Supervisor to check COA if it corresponds to


actual products received by comparing declared information
on COA and that of the label may it be Lot or batch number,
Manufacturing or Expiry Date.
4.1.2e Raw Materials physical and chemical properties are
then inspected based on Raw Materials Specification Sheet
and retained sample. Inspection may be physical or COA
checking.
4.1.2f Raw Materials that conforms to standards are then
RELEASED for production use.
4.1.2g RELEASED Sticker shall be attached to the container
indicating the following information; Name of material,
Quantity received, Manufacturing and Expiry Date and
signature of the QA/QC Staff who inspected.
4.1.2h Those that did not pass set specification and needs
further evaluation shall be put on QUARANTINE and
corresponding tag shall be attached to container. Report
shall then be forwarded to Research and Development Team
for further evaluation and disposition.
4.1.2i Disposition may either be RELEASED for production
use or REJECTED and returned to supplier. Corresponding
tag shall be attached to container. Those that will be
released for production are those that only physical
attributes are in question and sampling may also be done
prior full production but not chemical properties.
4.1.2j Results of evaluation shall be indicated on Raw
Materials Inspection Sheet (DBTLI-QAD-FRM-006).

4.2 Packaging Materials


4.2.1 Receipt
4.2.1a All incoming packaging materials are to be delivered
to the factory.
4.2.1b Warehouse In-charge shall check available documents
such as Delivery Report, Packing List (for internationally
purchased products), Purchase Requisition,
4.2.1c Warehouse In-charge shall count received materials
and identify item description.
4.2.1d Warehouse In-charge shall check accuracy of
products and quantity declared on such documents versus

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer
DBTLI-QAD-PR-003
DAVAO BIOSKIN TECH LABORATORIES, INC.
Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 5 of 6

actual items received. Actual counting shall be done to do


so. Damaged products shall be accounted and reported.
4.2.1e Receiving report shall then be filled in by Warehouse
In-charge. Only actual items and quantity shall be included
on the Receiving Report.
4.2.1f Items in the Delivery Report but no actual items are
received are reported to Warehouse Supervisor and
Purchasing In-Charge.
4.2.1g Deliveries with no corresponding documents shall still
be received but will be reported to Purchasing for
verification.

4.2.2 Packaging Materials Inspection and Release


4.2.2a Warehouse In-charge shall provide copy of receiving
report to QA department.
4.2.2b QA Supervisor or QC Inspector shall inspect packaging
materials received. Physical attributes of materials shall be
compared to retention sample or previously received items.
4.2.2c Results of evaluation shall be reported using
Packaging Materials Inspection Sheet (DBTLI-QAD-FRM-008)
4.2.2d For conforming materials, a RELEASE tag shall be
attached indicating the following information; Name of
Materials, Supplier, Quantity and Delivery Date.
4.2.2e For non-conforming Packaging materials, please refer
to Handling of Non-conforming Products DBTLI-QAD-PR-001.

4.3 Outside Products


4.3.1 Receipt
4.3.1a Outside Products are products sold and/or used as
raw materials by Davao Bioskin Tech Laboratories, Inc. that
are outsourced from other Manufacturer. All incoming
materials are to be delivered to the factory.
4.3.1b Warehouse In-charge shall check available documents
such as Delivery Report, Packing List (for internationally
purchased products), and Purchase Requisition.
4.3.1c Warehouse In-charge shall count received materials
and identify item description. Damaged products shall be
accounted and reported.
4.3.1d Warehouse In-charge shall check accuracy of
products and quantity declared on such documents versus

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer
DBTLI-QAD-PR-003
DAVAO BIOSKIN TECH LABORATORIES, INC.
Barrio of Darong, Sta. Cruz, Davao del Sur Effective Date: November 12, 2018
Tel.No: (082) 285-1812
Issue No.: 00 Revision: 00

Document Title INCOMING MATERIALS RECEIPT AND INSPECTION Page 6 of 6

actual items received.


4.3.1e Receiving report shall then be filled in by Warehouse
In-charge. Only actual items and quantity shall be included
on the Receiving Report.
4.3.1f Items in the Delivery Report but no actual items are
received are reported to Warehouse Supervisor and
Purchasing In-Charge.
4.3.1g Deliveries with no corresponding documents shall still
be received but will be reported to Purchasing for
verification.

4.3.2 Product Inspection and Release


4.3.2a Warehouse In-charge shall provide copy of receiving
report to QA department.
4.3.2b QA Supervisor or QC Inspector shall inspect the
products received. Physical attributes of materials shall be
compared to retention sample or previously received items.
Condition of items must also be checked if it is intact,
tampered or damaged.
4.3.2c Results of evaluation shall be reported using Outside
Products Inspection Sheet (DBTLI-QAD-FRM-008)
4.3.2d For conforming materials, a RELEASE tag shall be
attached indicating the following information; Name of
Materials, Supplier, Quantity and Delivery Date.
4.3.2e For non-conforming Packaging materials, please refer
to Handling of Non-conforming Products DBTLI-QAD-PR-001.

Prepared by: Checked by: Approved by:

Ian Vincent M. Malaque Marie Joy C. Bonilla Gerardo C. Evangelista Maria Victoria C. Evangelista
Quality Assurance Supervisor Manufacturing Manager Chief Operations Officer Chief Executive Officer