Receiving the raw materials and packaging materials

Objective:
To lay down a procedure for receiving the raw materials and packaging materials.

Scope:
This SOP is applicable for receipt of Raw and Packing material to warehouse of
formulation plant at (Pharmaceutical Company Name).

Responsibility:
Raw Material and Packing Material warehouse personnel is responsible for receipt of raw
materials and packing materials.

Accountability:
Concerned department head shall be responsible for compliance and implementation of
SOP.

 Abbreviations and Definitions

QA                 :     Quality Assurance

SOP               :     Standard Operating Procedure

RM                 :     Raw Material

PM                 :     Packaging Material

GRN              :     Goods Receipt Note

MRN              :     Material Received note

A.R.No           :     Analytical Report Number

P.O                 :    Purchase Order

INR                :    Indian Rupees

CST                :   Commercial Sales Tax

LST                :   Local Sales Tax

DTC               :   Duplicate Transporters copy

LOD               :   Loss on Drying

L.R.No           :   Lorry Number

Inv.No            :    Invoice Number

UOM              :    Units of Mode

Procedure:
o Security personnel shall receive and make entries in ‘Security
Register for Incoming RM/PM’ as per Annexure –I and shall stamp at
the back side of the Invoice / Delivery Chelan with serial number,
date and signature.
o The security personnel shall inform the concerned warehouse
personnel regarding the receipt of material.
o Warehouse personnel shall verify the following against the purchase
order and delivery Chelan / invoice.
 Name of material
 Quantity of material
 Delivery Location
o The material shall be unloaded from the vehicle under supervision of
warehouse personnel to material receipt area
o The Warehouse personnel shall perform checking for received
material in terms of physical appearance as per Annexure – X.
o The received materials shall be stored on pallets.
o In addition to above the following checks shall be performed
 In case, the raw material and packaging material are found
shortage after verification, Intimation shall be generated
from the Officer or above-warehouse related to shortage of
received material intimating to Head-Warehouse.
o Head-Warehouse shall further forward the same to purchase
department after due authorization.
o Any discrepancy in terms of improper labeling, documentation and
condition of material / container shall be intimated to the Head-
Warehouse
o If there is any abnormality in the consignment of RM/PM (Except
printed packaging material, the same shall be sent back to the
manufacturer/supplier, along with ‘Gate Pass Returnable / Non-
Returnable’ as per Annexure – II detailing the reason for return.
o The materials received in open condition shall not be accepted.
o In case of printed packaging material, the material shall be destroyed
in the presence of the manufacturer/supplier or prior information shall
 be forwarded to manufacturer / supplier in case of non-availability of
manufacturer / supplier.
o A partly damaged or fully damaged consignment during transit shall
be received only after reviewing the extent of damage on material
quality and quantity by Quality Control Department as per “Request
to Quality control for Verification of Received Material” as per
Annexure – III.
o For damaged consignment, a damage certificate or any appropriate
document shall be obtained from the transporter before receiving the
material.
o A copy of the document shall be sent to purchase department for
settlement of claim, if applicable, from the insurance or supplier.
o Clean and de-dust all the received material.
o After cleaning, the material shall be shifted to Quarantine area and
kept storage after verifying the required storage conditions as
mentioned on the manufacturer label or as per in-house specification.
o Ware house personnel shall prepare and affix Quarantine label to each
container.
o Officer or above-Warehouse shall inspect the consignment and
prepare the Goods Received Note (GRN) as per Annexure – IV.
o A request shall be forwarded to QC department i.e. “Test Request for
Raw / Packaging Materials” as per Annexure – IX notifying the
specification reference for sampling and testing of the received
material along with GRN.
o On receipt of Requisition and GRN from ware house, QC personal
shall check the GRN and sample the Raw material and Packing
material respectively.
o On completion of received material analysis by QC, the Head-QC
shall approve the received material in Test Request for Raw /
Packaging Materials.
o After approval by QC, first copy (White colored) of a GRN and a
Test Request for Raw/packing material shall be retained with Ware
house, second copy (pink colored) to QC  and third copy forwarded
(yellowish green) to Purchase department.
o Ware house personal shall initiate MRN as per Annexure – XI.
o The warehouse personnel shall enter the details in “Incoming
Material Register for Raw material and Packing material as per
Annexure – V and as per Annexure-VI correspondingly.
o Subsequently the approved material issuance for manufacturing,
reconciliation and exact stock (final stock) details shall be entered in
“Stock Register of Raw Material” as per Annexure – VII and “Stock
Register Packaging Material” as per Annexure – VIII for packaging
material.