SOP FOR INCOMING MATERIAL DURING LOCKDOWN

Objective: Receiving of store goods/material during lockdown period.

Scope: SOP should be followed during lockdown period.
Responsibility: Store & Safety Head
Accountability: Respective Head of Department
Procedure: 1. Before taking the supply of any construction material; convinced the
vendor for any kind of possible delay due to Covid -19.
2. Do not allow any construction material directly into the camp premises.
3. Driver & helper entering the site area/campus with delivery challan/document
should mandatorily wear a face mask, gloves on hand.
4. Gutka, Tambaku & Paan etc. had not taken/consumed by them if so , should not
be allowed to enter inside of the premises by safety personnel.
5. Ask them to wash the mouth properly.
6. Do the thermal scan of the driver as well khalasi & keep separate record for future.
If found ok , allow them to wash the hand.
7. Send them to spray chamber for sanitization.
8.After all above process , the security personnel checks the delivery documents and
ensures that consignment is meant for APCO RVNL site only ; during checking the
document , precaution of social distancing , mask on face & gloves on hand is
mandatory.
9. After confirmation of the address, the documents related to the consignment shall
be sent to store Head for verification before making entries into “Security Register for
Incoming RM/PM.
10. Store Personnel shall collect the documents with having gloves in hand & proper
mask to cover the nose and check the following in the delivery documents (delivery
Challan / invoice) & examined the material in the following manner:
a. All shipments are properly sanitized before sending product into designated
locations.
b. Whether the vendor is approved as per current version of Approved
Manufacturer / Supplier List, including address including MTC etc
c. Whether reference of purchase order number mentioned on the delivery
documents.
d. Description of the material (Material name, grade & quantity) in purchase order
tallies with that mentioned in delivery document.
11. In case of any discrepancies observed in the above mentioned points, shall be
informed to HOD Purchase for corrective action, and vehicle should not be allowed
to enter if applicable.
12. After ensuring the adequacy of the received documents; the store personnel
shall send back the documents to security personnel to make entries in the “Security
Register for Incoming RM/PM”.
13. Security personnel shall make entries in the “Security Register for Incoming RM
(Received Material)/PM (Procured Material)” after receiving the consignment
documents from Store Head.
14.After entering the required details, the security personnel shall stamp on the back
side of the Invoice / Delivery Challan with serial number as per “Security Register for
Incoming RM/PM”, and received date with signature.
15. Enter in the gate Entry format with serial number.
16. Allow the vehicle to enter in to the plant premises.

Pre-unloading activities
Upon arrival of the vehicle of material at unloading area, carry out the following
activities.
a. Ensure that the vehicle is covered properly to protect the material.
b. Instruct the vehicle driver to stop the engine to avoid carbon spillage from
silencer(precaution) till completion of unloading and transfer of material into Material
Receiving Area.
b. Ensure the sanitization of the vehicle.
c. Keep vehicle idle for few days if material coming from red zone.
d. Check the consignment to ensure absence of material other than mentioned in the
delivery documents, in order to avoid mix-ups.
e. Ensure the material receiving area is clean before unloading the material.
f. Ensure the cleanliness and sanitisation of the area is up to date.
g. Ensure that at a time only one consignment is unloaded with following the social
distancing.

Unloading activities
a. The material shall be unloaded from the vehicle under supervision of safety &
store personnel.
b. Open the door of material receiving area to receive the material.
c. Ensure that the other door of the room is closed.
d. Transfer the loaded material into material receiving area and keep the proper
marking cleaning/ de-dusting of received materials.
e. The store personnel shall verify each Container, Bag, Box or Drum Identification
integrity in terms of physical appearance of the consignment against the
“Consignment Check List for Raw Material & Packaging Material’ The following
details shall be verified.
 Material Name (To match with CODE and Label on the received pack)
 Supplier/ Manufacturer Address. (To match with Approved Vendor list)
 Batch Number (where ever applicable).
 Manufacturing date (if available)
 Expiry date
In case of any shortage, damaged, broken or tampered materials (occurred due to
the fault of transporter) is received, the same nature of remarks shall be mentioned
on all copies of delivery documents and sign of the driver should be taken as a
confirmation.
Pass this information to Quality Assurance department by raising the “Material
Discrepancy Report” to review the impact, and to initiate further action.

De-Dusting/Sanitization Procedure
De-dusting of the containers / packs / bags
1. Clean the external surface of the container one by one by using the vacuum
cleaner
2. Rotate the container sideways and ensure the vacuum suction cleans all external
surfaces, top and bottom of containers during the de-dusting.
3. After de-dusting and cleaning in lots or packages , sanitize all the boxes
containing the material, affixing quarantine label.

Quarantine Procedure
1. After affixing a “Quarantine Label” on the packs, transfer the material to respective
Quarantine area and store the material as per recommended storage conditions.
2. Ensure the cleanliness of the storage racks.
3. Stack the materials in designated storage racks.
4. The store personnel shall enter the material details in “Incoming Material Register
(Raw material) & prepare the GRN (Goods Received Note)
5. GRN Numbers shall be given as explained below.
a. The Goods Received Note (GRN) for Raw Material and Packaging Material shall
be in duplicate copies.
b. The white copy – for store record,
c. The red copy – for QC record,
g. Send Goods Received Note (GRN) to Quality Control Department.
7. Quality Control Department shall initiate for material sampling.
8. Co-ordinate with Quality Control chemist for batch wise sampling.
9. Quality Control personnel shall do the sampling from the received material, and
affix “Sampled” labels duly filled & signed on the containers/ packs which have
sampled for testing.
10. Ensure the sampled containers/packs are re-sealed properly and repacked back
and send them to its respective location for testing.
11. Quantity of sample withdrawn by Quality control personnel shall be recorded in
GRN and warehouse personnel shall transcribe the quantity into “Material Stock
Card”, after final approval of GRN from QC Head.
12. Keep material untouched 72 hours if it is made of or packed in plastic & stainless
steel, keep less than 4 hours for copper made item.
14. If material is packed with card board ;it should be kept for 24 hours untouched or
reach from any people. Always clean your hands with an alcohol-based hand rub or
wash them with soap and water during this time avoid touching your eyes, mouth, or
nose.

Approval/ Rejection
1. After analysis, Quality Control shall send back the Goods Receipt Report (GRN) to
store indicating the material status (Approved or Rejected) along with the Certificate
of Analysis.
2. After Testing and Release of the materials by QC, each container with
“Quarantine” label shall be affixed with “Approved” label duly filled & Signed by
Quality Control Personnel.
3. Store shall transfer the Approved material from “Quarantine area” to the
respective Approved material Storage areas. Transfer shall follow “Labelling and
Storage of Raw and Packaging Material”.
4. Rejected material (If any, by QC) it shall be labelled as “REJECTED” and shall be
transferred to Rejected material room.
5. The details of the rejected material shall be informed to the Purchase department
for further action.
6. Store personal shall raise MRIN (Material Receipt and Inspection Note), for
sending to the accounts department indicating the material receipt and acceptance
status for further commercial proceedings.
Handling of shortages/ Improper labelling (Identification)/ damaged
consignment:
Shortages
1. If number of packs received is less than that indicated in the documents and
Purchase Order note the details of shortage on the Transporter Bill.
2. Take signature from the driver.
3. Inform HOD-Purchase by telephone/ e-mail.
4. Upon approval by HOD Purchase and/ or Plant Head the material may be
accepted with a shortage note in the “Material Discrepancy report “.
5. Further action on commercial aspects with the Vendor shall be taken up by
Purchase Department.

Improper labeling/ Identification:

1. Any discrepancy in terms of improper labelling/ Identification of the
containers/packs against the PO and documents shall be immediately inform to HOD
– Store & Head-Purchase.
2. If the discrepancy is confirmed that material received shall be kept in the Rejected
state & inform to vender.
3. Further action on commercial aspects with the Vendor shall be taken up by
Purchase Department.

Damaged Goods:
1. If the received material is physically in damaged condition:
2. Inform to HOD-Purchase, If Raw material containers/ packs received in damaged
condition:
3. Minor damages can be acceptable but major damages are not acceptable and
should be rejected.
4. Transfer them to rejected material room after affixing the “INPROCESS
-REJECTED” label.
5. Transfer them to rejected material room after affixing the “INPROCESS
-REJECTED” label.
6. Inform the purchase department.
If primary packaging material is received in damaged condition.
a. Damaged packs shall be segregated from the good packs.
b. Good packs may be acceptable after QC and QA verification.
c. In case of damage in the consignment of Raw Material and Packaging Material
except printed packaging material, as explained above, shall be sent back to the
manufacturer/ supplier, along with ‘Gate Pass Returnable / Non-Returnable’ as
detailing the reason for return appropriate transport system.

Handling of Material
a. Raise GRN and obtain Quality Control consent for issuing of materials for batches
or trials.
b. QC shall provide permission in the “Consent for use of material in construction
work”.
However in such cases, the consignment status may be decided by routine sampling
and testing by Quality control or the material may be released by Quality Control
Department.