FAFA ADHESIVE LABELING INDUSTRY

FAFA ADHESIVE LABELING INDUSTRY

INTEGRATED MANAGEMENT PROCEDURE

(BASED ON IMS ISO 9001:2008 AND HACCP CODEX ALIMENTARIUS)

PROCEDURE FOR DISPATCH

Procedure No: - FQM-IMS-P07 Copy Number:-

Prepared and Reviewed by Title Signature

Management
Representative

Approved By Title Signature

Vice President
 FAFA ADHESIVE LABELING INDUSTRY

0.1 Index

Section Section Description Pages

0.1 Index 2
0.2 Amendement Record Sheet 3
Procedure for Dispatch Departement.
0.3 4

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FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 2 of 9

 FAFA ADHESIVE LABELING INDUSTRY

0.2 AMENDMENT RECORD SHEET

S/N Para No./Section Changes Reasons New Date Remarks

Description Incorporated for change Revision if any.
No.
02

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Prepared By Approved By
FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 3 of 9

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0.3 Procedure for Dispatch Department

This procedure in FAFA Adhesive and labeling industry explains and deals with the following.

 Customizing the Field

 Dispatch Planning and Scheduling

 Logistics and Transport Economy

 Receiving Finished goods from Production, Preparing

 Documents for Dispatch

 Risk coverage and Claims

 Storage, Dispatching & Delivery of Goods

 Product Safety and Security

 Records & Management Information

Objective:

Safe, Economic and Timely Delivery of Produced Items to Ensure Total Satisfaction of Customers.

References:

Job Orders given by the customer service department, product identity, quality certificates from
quality control department, instructions and intimations from CSD regarding urgency and
emergency and records of finished goods stocks in the stores are references to be used by the
department.

1. Customizing the Field

1. It is very essential for the dispatch department to customize the field of their operation with regard
to the total dispatch requirement of the company/organization as follows.

2. Addresses and warehouse locations of all customers should be organized.

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FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 4 of 9

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3. Delivery acceptance timings of the customers must be known.

4. It is a must to know the procedures to be followed at places of each customer to give delivery of
goods.

5. Contact numbers, persons and designations to be contacted at customer’s end should be known.

6. Availability of multimode transportation and reliability of each system should be known.

7. Shortest route, the distances, road maps, road category and conditions to all delivery destinations
should be known.

8. Time and fuel requirements, when safe limits of speed are followed, should be worked out.

2. Dispatch Planning and Scheduling

1. Dispatch planning should be done based on the delivery dates and dispatch instructions given on
the Job Orders entered in the production plan of the production department. Dispatch Planning Sheet
(P0-01-DP-02) should be used for planning.

2. Likewise the dispatch scheduling must be done based on the delivery dates and dispatch
instructions given on the Job Orders entered in the ‘production schedules’ of the production
department. Format (P07-02-DS-02) should be used for dispatch scheduling.

3. Copies of production plan and production/job schedule must be collected from the production
department and the copies of the job orders given by the CSD should be treated as first information.

3. Logistics and Transport Economy

1. The volume and weight of every manufactured product should be known. The packing dimensions
also play a major roll in utilizing the capacity of carriers and containers.

2. So it is very essential to understand these factors and to correlate it with the updated field
information systematically to be efficient in the transportation and delivery of goods.

3. In addition to the above, clubbing of consignments (without causing product mix-ups and other
hazards) for same customer, same location, consecutive locations in the same rout, and collection of
previously supplied (recyclable and reusable) packaging materials and purchased materials and
stores items from the ‘suppliers’ in return journeys can help achieving transport economy.

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FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 5 of 9

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4. The vehicles/ fleet and containers selected should be in good condition and also should ensure that
they are hygienic. And free from debris, traces, powders, and dust of previous loads.

5. Necessary precautions should be taken against all possible transport hazards and damages.

6. Material handling should be proper and if possible, transshipment should be avoided. Time and
energy utilization for loading and unloading should be controlled.

4. Receiving Finished goods from Production, Preparing Documents for Dispatch.

1. Collect finished goods details from the stores and production. Also collect Q.C. certificates from
the quality control department.

2. Prepare delivery notes (P07-04-DN1-02 format attached.) and get the invoice prepared from the
accounts.

3. Give acknowledgement in the register for finished goods maintained by the production department
(or make necessary data entry in the computerized system) for the produced items, certified and
passed by quality control department, received (should be collected) for dispatch.

4. Dispatch the consignment together with necessary documents.

5. The dispatch register must be maintained. (P07-03-RD-02) format attached.

5. Risk Coverage and Claims

All vehicles used for transportation should have valid insurance. Marine insurance for the goods
must be ensured as it is necessary as per customer’s terms of purchase and or the company’s policy
regarding the same. In case of any transport/transit damage and claims thereof, it should immediately
be brought to the notice of the accounts department.

6. Storage, Dispatching & Delivery of Goods

1. Dispatch is an area of product safety & security and the dispatcher should ensure that the finished
goods in stock and transit is continuously under close monitoring and observation to ensure safety &
security of products.

2. Wrapping and covering of all received goods at all stages must be ensured to protect it from dust
and other contaminations.

3. Presence of pests, if observed, must be notified on the spot to the quality control department to
enable them to take appropriate corrective and preventive actions.

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FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 6 of 9

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4. Dispatch department should ensure the cleaning and sanitizing of the finished goods warehouse
and all other places of their operations and activities as per requirements of the systems of food
safety implemented.

5. All goods in stock, in hand and being prepared and kept ready for dispatch must be identifiable
(from a distance of 30 foot) by appropriate marking, coding and labeling. The size of labels and the
text and type sizes used for this purpose must be selected accordingly. The labels must provide all
information required for the customer and also for product traceability.

6. Sample (minimum one piece) of the product must be displayed on every corrugated boxes or the
outer packing, which contain the products in stock, prepared and kept ready for dispatch. (It can be
pasted or taped outside the as it is visible from distance)

7. Pallets used for dispatch must be clean and strong enough and must be without scales and chips of
wood likely to fall from it.

8. Stacked pallets kept ready for dispatch and remain in the warehouse must be fully stretch wrapped
and must be with product sample displayed at least on two sides of the pallet as it is a visible
identity.

9. Stacked pallets kept ready for dispatch and remain in the warehouse must be with appropriate
Pallet Labels at least on two sides visible from a distance of minimum 30 foot. The size of labels and
the text and type sizes used for this purpose must be selected accordingly. The labels must provide
all information required for the customer and also for product traceability.

10. All goods in stock, and being prepared and kept ready for dispatch must always be Traceable.

11. All goods in stock and kept ready for dispatch must always be in sealed corrugated boxes / outer
packing.

12. If any boxes / outer packing in stock is found unsealed / open / tampered, in storage or after
preparation for dispatch, then the whole lot of that product must be re-inspected for product mix-up
and re-packed with proper notification to the quality control department to allow them to on any
hazard analysis and further action if is necessary.

12. Product mix-up must be avoided while stacking and preparing the jobs for dispatch and also
when the finished goods are in storage.

13. Forklifts and pallet trucks must be in good working condition which allows smooth operations
and the operator must be careful to avoid jerks, shakes and vibration and shock happening to the
palletized goods when lifting, lowering and stacking it for loading the dispatch vehicles and for
warehousing purposes.

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MR Vice President Page 7 of 9

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14. The dispatch checklist form (P07-06-CL-02) must be used and duly filled up by the dispatcher
to ensure that each and every consignment are well attended before dispatch to avoid customer
complaints.
15. The department must be up-to-date with customer wise, item wise and quantity wise stock details
and statements.

16. Getting receipt/acknowledgement (proof of delivery) for all consignments delivered is a must.
Food safe products should be loaded only in vehicles/ trucks/ containers properly cleaned and
sanitized with approved cleaning and sanitizing chemicals. All dispatch vehicles should be sealed
before leaving the premises to ensure security of products (as applicable).

17. The attached summary of responsibilities (P07-07-DR-02) of the dispatch department must be
observed and followed by the Dispatchers.

7. Product Safety and Security.

1. Employees should follow the current GMP practices and they should be trained in current GMP
and HACCP

2. All hazard controls implemented should be followed (as per hazard and risk analysis applicable
for the department)

3. Traceability of finished goods received, dispatched and in stock should be ensured.

4. Correct and complete details of finished goods received, dispatched, and stock balance of finished
goods (all job order wise) should be recorded on a continual basis as it can ensure total product
recovery at any time.

8. Records & Management Information

1.Records of dispatch plans and schedules, dispatch checklists, copy of delivery notes, dispatch
register, acknowledged copy of delivery notes (proof of delivery), feedbacks on transport damage
and packaging of items delivered, and explanations for late deliveries (if any) should be available
with the dispatch department.

2. Required computer data entries must carried out to enable the electronic data processing for
management information.
(Forms / Formats)Attached:
1. Dispatch Planning Sheet (P07- 01- DP-02)
2. Dispatch Scheduling (P07- 02- DS-02)
3. Dispatch Register (P07-03- RD- 02)
4. Delivery Note (P07-04- DN1-02)
5. Delivery Note (P07-05- DN2-02)

1.
Prepared By Approved By
FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 8 of 9

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FAFA ADHESIVE LABELING INDUSTRY

6. Checklist Form to be filled up before Dispatch (P07- 06- CL-02)

7. Responsibilities of Dispatcher Department (P07-07-DR-02)

Notes:
1. This procedure is incorporated to FAFA quality manual as Procedure P 07
2. No separate work instructions necessary to follow this procedure.

1. By
Prepared Approved By
FQM/IMS/ P-07/R/02/04.09.2006

MR Vice President Page 9 of 9