STANDARD OPERATING PROCEDURE

INBOUND PROCEDURE

Name Designation Signature Date

Prepared by:

Reviewed by:

Approved by:
 LLM-DC/OPS/SOP-
DOC ID
01 Standard Operating Procedure Khawaja Fareed Gul & Co
VERSION 05
Issue Date: 11-July-2019
TITLE Inbound Procedure Next Review Date: 11-July-2022
HEAD OF DEPT: DEPARTMENT: Operations

Table of Contents

Procedure Clauses Page #

1.0 DOCUMENT HISTORY…………………………………………….. 03

2.0 PURPOSE……………………………………………………………. 04

3.0 SCOPE………………………………………………………………... 04

4.0 RESPONSIBILITIES………………………………………………… 04

5.0 PROCEDURE………………………………………………………… 04

4.1. GENERAL………………………………………..…….……... 04

4.2. INBOUND PROCESS ………………..…………….…..…… 04

6.0 RELATED DOCUMENTS…………………………………………......11

6.0 Safety & Quality requirements………………………………………12

7.0 Environment related issues………………………………………….12

8.0 Annexure 1 Vehicle Inspection Check List………………..……..12

© KFG LLM-DC Internal Use Only Page: 2 of 10

 LLM-DC/OPS/SOP-
DOC ID Khawaja Fareed & Co
01 Standard Operating Procedure LLM-DC
VERSION 05
Issue Date: 11-July-2019
TITLE Inbound Procedure Next Review Date: 11-July-2022

DOCUMENT HISTORY

VER. PAG DCR

DATE SECTION NATURE OF AMENDMENT
# E# #
1 1st time issuance

3 20-01-2018 1 & 12 Title Page &  To update hierarchy & add annexure
Annex 1

4 31-05-2018 10 4.2.9  Addition of handling expiry stock

 Temporary incident location added

5 08-07-2019 1, 11 4.2.10
 Document Approval Box changed

* All changes made in the document are notified in the Document History. For details of
amendments, please refer to relevant DCR (Doc. Change Request).

© LLM-DC Internal Use Only Page: 3 of 10

1. PURPOSE
The purpose of this document is to define a system for

1.1 Receiving inbound, sequence wise and keeping a record in system.

1.2 Off-loading vehicles sequence or priority wise and make available stock for sales.

1.3 Wrapping the pallets of Put-away on define location.

1.4 Ensuring safe offloading and storage of stock.

1.5 Ensuring inbound vehicles would park as per SOPs

2. SCOPE
The procedure is applicable to operations and activities related to Warehouse Operations that
includes Inbound transactions, Transport logistics etc.

3. RESPONSIBILITIES
3.1 Manager Operations.

3.2 Assistant Manager Warehouse.

3.3 Warehouse Executive.

3.4 Business processing Officers (BPO)

3.5 Floor Supervisor.

3.6 Record Keeper / Store Officer.

4. PROCEDURE

4.1General
At KFG LLM-DC Warehouse Operations are segregated in four main areas, Inbound,
Out bound, Reverse Logistics and Inventory Management. This procedure covers all
the inbound activities and processes to ensure that our quality and OHS parameters
are meet.

4.2 Inbound Process

At LLM-DC Supply Chain Services, the Operations Department performs activities
which are given bellow.

4.2.1 Vehicle Arrival and Inspection

All vehicles arrive at main gate and park just outside. Security Supervisor ask
the driver to switch off the engine outside the facility. Gate officer goes
outside for vehicle inspection according to the given check list. After
inspection documents are submitted at the Gate Office for record keeping.
After vehicle inspection and data entry in system is completed, vehicles are
allowed to enter. After entering the gate vehicles are parked in queue and
wait for their turn to load/unload, at open yard. If vehicle entered for loading it
will go out from gate after loading and getting its gate pass. If vehicle entered
in warehouse for unloading it will go out from gate after offloading and gate
 out time will be entered in system and punch on POD/ Shipment for
reference.

Gate Officer hands over the document to BPO for further processing and
takes receiving on a register.

4.2.2 In-Queue

All vehicles that are to be offloaded will be displayed in the WMS Dashboard,
sequence wise. After receiving the documents BPO/Executive Officer
prepare vehicle offloading plan and print out the Put-away Sheet from the
WMS system. Offloading is conducted based on the priority of sales or the
dedicated vehicles.

Floor Officer is responsible to call on the vehicles for offloading at particular

Pit. On duty security staff will ensure that there must not be any person in
behind the vehicle while docking on the bay.

Store Officer collects the Offloading document from BPO.

4.2.3 Offloading, Pallet Making & Pallets QC

BPO is responsible to make offloading plan in WMS as per sequence or

priority. he retrieves the record by entering the unique document number.
The Dash Board displays those vehicles in the tab “Offloading in process”.
After proper parking at bay, Labor person cut the seal and Store Officer
Matches seal number with documents before start offloading. The store
officer verifies the item Code, description, batch number, manufacturing
/expiry date & total no of units/cases and also ensures the pallet QC by visual
inspection to segregate the affected pallet i.e. wood boring, oily pallet, and
broken pallet. Expire, damage, quarantine or leak cases are offloaded on
separate pallets and remain under the custody of Floor Supervisor until
reversed or issue is resolved by QC Person. Cases will be physically verified
for manufacturing and expiry against label bar code by receiver at the time of
inbound. Store Officer will make sure that vehicles are parked priority wise on
the bay or follow the sequence. All items must be offloaded with proper
monitoring and ensuring the quantity by Store Officer.
 All Offloading is System directed, for that reason Floor Supervisor must
ensure following procedure.

 After completing the Offloading FS post the vehicle after GRN

exception if any, BPO must post the record in SAP system & WMS
and ensures that it is being displayed on the Dash Board for Put-
away.

4.2.4 Put-Away

Floor Supervisor and HPTs operator moves the stock side by side to
complete Put-away activity. Pallets are moved by power pallet operator to its
designated location mentioned on the bin cards. After successful scanning of
pallet bar codes and location ID through HHD store officer called upon the
location to HPT operator for its placement to assigned location.

Store officer ensures that pallet is moved to its proper location by visual
inspection. After HPT places pallet on its proper location Store officer
reconfirms and scan all pallets and location within a LOT. BPO posts the
document into WMS & SAP system after completion of put away being
display at pick list. Pallets are moved as system directed, pre-defined in
WMS as per weight capacity or racks and sensitivity of the product. Put-away
must be done in sequence, as displays in WMS system.

After verifying all locations record is posted in WMS system and made
available for GRN posting. Location, pallet code, batch, Item Code must be
matched with defined system. BPO ensures the all locations must be verified
before posting the document. After posting an auto generated email goes to
origin for receipt confirmation.
4.2.5 Goods Receipt Note (GRN) & Exception
At time of offloading concerned store officer must offload the damaged
quantity on separate pallet. If there is only outer damage, concern store
officer must fill outer replacement form and hand over to Quality Controller.
All damages, expire, short, excess and less weight cases are entered in
system and informed to BPO. Such items are moved immediately from
unloading dock to its designated area to avoid any contamination. GRN
exception is issued and
 4.2.6 Handling expired stock in storage / Communication for
Blocked stock:
All information about near quarantine, quarantines, near expiry and expired is
available on Dashboard of WMS. Aging activity is done at start of every
month to identify above mentioned queries by & to LLM-DC staff and
according to details in email, warehouse quality team holds the stock in
system. Intimation of hold stock is then generated to client through EDI in
their SAP. Communication of any blocked / hold stock from client to DC or
from DC to client is done through quality notification form (QNF). Physical
blockage is done immediately. Monthly reports for the same are also shared
with client of all quarantine and expired stock according to which write off
details are received from the client.

4.2.7 Temporary Incident Location

At the time of inbound, damaged and expiry stock will be placed in temporary
storage. UPL QC person will be asked to inspect and advise warehouse staff
for further movement. Sorting out activity is done after DMs approval and
further action is taken. All damaged and expiry stock will be tagged.

5. Related Documents:

 Pre- Inward gate Pass (System Generated)

 Inward gate Pass (System Generated)
 Goods offloading Plan (System Generated)
 Goods Receive note (System Generated)
 Goods Receive note Exception (System Generated)
 Shipment Document related to Inbound (System Generated)

6. Safety & Quality requirements:

 Don’t open the container door speedy it may cause of fall of stock.
 Ensure that all offloading team is wearing the uniform & safety shoes.
 In case of any quality/safety related concern do inform the DC Manager/Incharge.
 Do not over-stack the product.
 Do not over- stack the product directly on floor, Use pallets or in case of emergency
use mat sheets.

7. Environment Related Issue(s) if any, regarding spill control, disposal

of waste:
 In case of any spillage collect as much product as possible and wash the area with
water & detergent.

Annexure 1
 Vehicle Inspection Check List

VEHICLE INSPECTION CHECK LIST

TRANSPORTER/
VEHICLE CHECK IN TIME: Date:
  SUPPLIER:
#------------------- ---------------------- --------------------------
-------------------------
DRIVER NAME:
  ------------------------------        
--------
  SAFETY REQUIREMENTS Yes No

1 General visual check lights, indicators wiring with protective conduit    

2 Check all lights, indicator are functionally correct    

3 Check battery is fully covered    

4 Check reverse buzzer by apply reverse gear    

5 Check the tires, the spare tires are in good condition    

6 Check all wheels visually for broken or missing studs or nuts etc.    

  Wheel Chocks    

7 Check the condition of hand and foot brake by application    

8 Check brake accelerator and clutch paddies are provided with rubbers    

9 Check steering wheel for free play    

10 Check the fire extinguisher last inspection date appearance    

11 Fire extinguisher fitted with quick release strap (not to be bolted/leaked)    

12 Vehicle registration certificate    

13 Route permit    

14 side mirrors are in place    

15 Insurance certificate    

16 National identity card (NIC)    

17 Driver License    

18 Driver seat shoes    

19 Seat belts    

20 Vehicle horns working fine, not exceeding noise level    

21 Wind screen to be free of stickers to give driver maximum outside view    

22 Check wipers are working properly with good condition rubber    

23 Side and rear guards to protects cyclists from getting under the vehicle    

24 Check oil fuel and water leakage    

25 No ignition source like match box, lighter    

 26 Safety and quality induction of driver    

27 Wooden block under wheel    

  QUALITY REQUIREMENTS    

1 Overall General vehicle condition (outer/inner body/gate etc.    

2 Cleaning Condition are appropriate    

3 No Smell/Odor    

4 No dust/dirt/rubber/wood/plastic/metal piece    

5 No insect/pest contamination    

6 No spillage of chemicals/grease & oil stains    

7 No wet floor/base/floor should be dry    

8 No Nails/Sharp edges    

9 Appropriate flat Bed/surface    

10 No holes in base    

11 No leakage points from top and sides    

12 Vehicle touching platform    

13 Vehicle locks and seals available    

14 cases not damaged    

15 Vehicle covering with Tarpaulin (In case of open vehicles)    

16 No Cigarette/drugs evidence inside    

17 Stacking pattern and height    

18 Vehicle door was sealed upon arrival    

Visa Inspector at
Depot/Factory: ACCEPTED REJECTED