WORK INSTRUCTIONS

WI-TM-051

WAREHOUSE CONTROL

Originator: SM of Warehouse & Internal Distribution

14 July 2021
 WORK INSTRUCTION

WAREHOUSE CONTROL No.: WI-TM-051

RECORD OF REVISIONS

WI NO. & REVISION DESCRIPTION OF ISSUE / DATE SUPERSEDED

ISSUE REVISION
WI-TG-004 0 New 14 December WI-TM-007 Issue C Rev. 0
Issue A 2018 4-April-2008

WI-TM-017 Issue C Rev. 0

3-April-2008

WI-TM-009 Issue C Rev. 0

4-April-2008

WI-TG-004 1 - Adding range time to 22 January WI-TG-004 Issue A Rev. 0

Issue A follow up expired 2020 14 Dec 2018
material
- Adding range time to
follow up material at
quarantine area
WI-TG-004 2 - Adding information 16 July 2020 WI-TG-004 Issue A Rev. 1
Issue A regarding document 22 January 2020
need to attached with
PDL
WI-TM-051 0 - Revised the WI 25 June 2021 WI-TG-004 Issue A Rev. 2
Issue 2 number 16 July 2020
- Revised and/or the
related responsibility
unit
- Revised the flow
process of shelf life
material by removed
the pending
disposition tag usage
- Revised warehouse
personnel term to be
Personnel of Plant
Store
Form No.: GMF/Q-036 R2

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WAREHOUSE CONTROL No.: WI-TM-051

1. GENERAL INFORMATION

1.1 Originator
Senior Manager of Warehouse & Internal Distribution

1.2 Applicability
Warehouse & Distribution Function

1.3 References
AMOM / RSQM / MOE Section 1.8, 2.1, 2.3, 2.6, 2.7, 2.19, 2.20

1.4 Purpose
This document describes activity control of shelf life, material preservation, withdrawal of
material due to SB or AD note, cycle counting, warehouse condition and equipment to
maintain quality and quantity of the material stored in the warehouse is always in well
condition and ready to use.

1.5 Associated Procedures

QP-202-02 Bonded Logistic Center Process
QP-601-14 AD Parts Control Management
QP-601-17 Unserviceable Components Movement

1.6 Quality Records and Forms

N/A

2. DEFINITIONS

Airworthiness Directive Are legally enforceable rules that apply to the aircraft, aircraft
Notification engines, propellers and appliances, issued by an authority when
(AD Note) an unsafe condition exists in the product and the condition is
likely to exist or develop in other products of the same type
design.
Component Any component part of an aircraft up to and including a
complete power plant and/or any operational/emergency
equipment such as rotable or repairable component.
Delivery Note (DN) A document used for shipping material.
Engineering Order Is an Engineering Publication issued by Engineering Department
contains instruction of inspection; repair and or modification of
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Aircraft, Engine, Component and or Appliances refer to SB, SL, AD,

Material
Movement Type (Mvt.)
Own Stock Material
Plant Store
Pooling Material
Preservation
Proper Packaging
Repairable
Rotable
Satellite/Local Store
Service Bulletin (SB)
FAR/CASR/EASA, Manufacture letter or other regulation
/references as requested by customer.
Is any hardware, A/C parts, raw material, self-life material, part,
component, warranty period and complete assembly.
A type of movement code of SWIFT transaction.
Is a material asset owned by GMF AeroAsia.
Plant area location which determined in SWIFT system such as
GADC as main store, CGK3, GAH2, GAH4 SUB, SRG, etc.
Component which its repair based on exchange basis and
covered by special agreement.
Is a preventive maintenance action to maintain the condition of a
component from deterioration, including the completing all
holes of the components with plugs or caps
Packaging which refer to ATA 300 specification, maintenance
manual or manufacture recommendation.
Items with detail parts breakdown. It is economically repairable
and, in the normal course of operations, is continuously
rehabilitated to a fully serviceable condition by an authorized
repair.
An item that can be economically restored to a serviceable
condition and, in the normal course of operations, can be
repeatedly rehabilitated to a fully serviceable condition over a
period approximating the life of the flight equipment to which it
is related. Almost without exception this is the type of item,
which for controlling purposes, bears a separate individual serial
number. They are assemblies which are subject to, and are
capable of, replacement on the aircraft or engine based on ''time
between overhaul, or ''on condition''.
Material storage except central store where located at plant store
which determined in SWIFT system such CGK3, GAH2, GAH4 SUB,
SRG, etc.
is notices to aircraft operators from a manufacturer notifying
them of a product improvement.

Shelf Life Length of time from Date of Manufacture (DOM) that material
can be held at storage conditions without concern for material
performance or after which a material can be re-tested or
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WAREHOUSE CONTROL No.: WI-TM-051

rejected.
Subcontractor or Means any person or organization (i.e.: Approved Repair Station,
Outside Contractor Approved Maintenance Organization, etc.) where a contract has
been made with, to subcontract maintenance tasks and or
services.
Transfer Order (TO) A document as evidence of material movement.
Unserviceable Tag Identification of unserviceable components due to shelf life of
the components expired date in store.

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WAREHOUSE CONTROL No.: WI-TM-051

3. RESPONSIBILITY AND PROCEDURES

3.1 Process Flow
3.1.1 Shelf Life Control

Process / Activity Flow Form / T-Code Responsibility

Start

Download shelf life data in every first week of SWIFT (BMBC) Personnel of Plant
the month from the system and select the data Store
refer to material category

No
Consumable?

Yes A

Check material expiry date Personnel of Plant

Store
Remove the material from storage bin and Personnel of Plant
record in Pending Disposition Log
Store
Block stock the material in the system and add
Personnel of Plant
reason of block stock information in Text SWIFT (MB1B) Store
column

Segregate the material into awaiting disposition

Personnel of Plant
or quarantine area completed with the Store
accompanying document (ARC, MRT or Serv
Tag)
Personnel of Plant
Store
Send the Pending Disposition Log through email
to Engineering Unit

Personnel of Plant
No Enter the material back to storage bin Store
Scrapped? and Unblock the material in the system

Yes
Personnel of Plant
SWIFT (MB1B) Store
Propose Condemned Tag to Material Inspector
through email or official letter Informed to material inspector to Personnel of Plant
extend the shelf life ref PDL from
Engineering Store
Attach the condemned label into material

Personnel of Plant
Deliver physical consumable material to
scrapped area with accompanying documents Store

Personnel of Plant
Inform to Inventory Control Function for Store
followed up

End

Shelf Life Control (Continued)

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Process / Activity Flow Form / T-Code Responsibility Unit

Check the components expiry Personnel of Plant Store

date

Remove the components from Personnel of Plant Store

storage bin and record in
Pending Disposition Log

Block stock the component in

the system and add reason of Personnel of Plant Store
block stock information in
Text column
SWIFT (MB1B)
Personnel of Plant Store
Segregate the components
into awaiting disposition or
quarantine area

For own stock material : Send the Pending Disposition Log to Personnel of Plant Store
Engineering Unit completed with the accompanying document
(Certificate, MRT or Serv Tag)
For customer stock : inform to related production or CSSM
For pooling or consignment stock : inform to related purchaser

Enter the components

No
Scrapped?
Yes
Propose Condemned Tag to
Material Inspector ref PDL or
customer information
Attach condemned label into
material
- For own stock, physical
components will be delivered
to scrapped area
- For customer stock/pooling/
consignment, physical
components will be delivered
scrapped area or back to
Customer (ref customer
request)
Further No back to storage bin and Personnel of Plant Store
Inspection? Unblock the components
in the system Personnel of Plant Store
Yes
SWIFT (MB1B) Personnel of Plant Store
Unblock the components in Informed to material
the system inspector to extend the
Create D8 Notification in
shelf life ref PDL from SWIFT (IW21) Personnel of Plant Store
Engineering
system
SWIFT (MB1B) Personnel of Plant Store
Declare unserviceable of the
components
- For own stock, physical
components will be delivered
to Workshop
- For customer stock/pooling,
physical components will be
delivered to Store GADC 3000

End

3.1.2 Withdrawal of Consumable Material due to SB or AD Note

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Process / Activity Flow Form / T-Code Responsibility Unit

Start

Receives information from

Engineering / Material Personnel of Plant Store
Planner

Check details instruction on

the disposition
Personnel of Plant Store

Check available stock in

storage bin Personnel of Plant Store

Pick up the material from

storage bin, then record in
Pending Disposition Log Personnel of Plant Store

Block stock the material in

the system SWIFT (MB1B) Personnel of Plant Store
Segregate the material into
awaiting disposition or Personnel of Plant Store
quarantine area

No Unblock the material in

Scrapped ?
the system
Personnel of Plant Store
SWIFT (MB1B)
Located to specific area
Yes
separately Personnel of Plant Store
Propose Condemned Tag to
Material Inspector Personnel of Plant Store

Attach condemned label into Personnel of Plant Store

material

Deliver physical consumable Personnel of Plant Store

material to scrapped area
or back to Customer with
accompanying documents

Inform to Inventory Control

Personnel of Plant Store
Unit for followed up

End

3.1.3 Withdrawal of Component due to SB or AD Note

Process / Activity Flow Form / T-Code Responsibility Unit

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WAREHOUSE CONTROL No.: WI-TM-051

Start

Receives information from

Engineering / Material Planner Personnel of Plant Store

Check details instruction on the Personnel of Plant Store

disposition

Check available stock in storage

bin Personnel of Plant Store

Pick up the components from

storage bin, then record in Personnel of Plant Store
Pending Disposition Log

Block stock the components in

system SWIFT (MB1B) Personnel of Plant Store

Segregate the components into Personnel of Plant Store

awaiting disposition or
quarantine area

Personnel of Plant Store

Personnel of Plant Store

No Limited No
Scrapped?
basis usage?

Yes
Propose Condemned Tag to
Material Inspector
Attach condemned label into
material
A
Yes
Unblock the components in
the system and located to
specific area separately
Personnel of Plant Store
SWIFT (MB1B)
Personnel of Plant Store

Deliver physical components to Personnel of Plant Store

scrapped area or back to
Customer
Personnel of Plant Store
Inform to Inventory Assets
Management Function for
followed up

End

Withdrawal of Component due to SB or AD Note (Continued)

Process / Activity Flow Form / T-Code Responsibility Unit

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Unblock the components in

SWIFT (MB1B) Personnel of Plant Store
the system

Create D8 Notification in SWIFT (IW21) Personnel of Plant Store

system

Check master data in the

system to determine
whether the unserviceable SWIFT (MM03) Personnel of Plant Store
components can be repaired
in Workshop or Outside
Contractor

Declare unserviceable of the SWIFT (MB1B) Personnel of Plant Store

components

Deliver the
Repaired to No Personnel of Plant Store
components to store
Workshop?
GADC 3000
Yes

Create STO SWIFT (ME21N) Personnel of Plant Store

SWIFT
Create Delivery Note (DN) (VL10B/ADSUBCON) Personnel of Plant Store

Create TO Picking SWIFT (LT03) Personnel of Plant Store

Conform TO Picking SWIFT (LT12) Personnel of Plant Store

Distribution Team
Deliver the components to
Workshop

End

3.2 REQUIREMENTS
3.2.1 Shelf Life Control
Personnel of Plant Store will perform as follows:
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1. Download shelf life data in every first week of the month from SWIFT system
using transaction BMBC (for all stock) and MB5M (for own stock only), and select
the data refer to material category;
2. The consumable/expendable material:
a. Check the material expiry date. If it is found the shelf life will be expired;
b. Remove the material from storage bin and record in form no. GMF/Q-108
“Pending Disposition Log”;
c. Block stock in SWIFT system using transaction MB1B mvt. 344 in the SWIFT
system, and add reason of block stock information in “Text” column;
d. Segregate the material into quarantine area;
e. For own stock material : send the “Pending Disposition Log” completed with
the related document (MRT and/or certificate) through email to Engineering
Unit for evaluated and decided; For customer stock material : inform to
related production or CSSM for further action; For pooling/consignment
stock material : inform to related purchaser for further action.
f. When the engineering disposition decide the material is not scrapped or the
shelf life is extended, Personnel of Plant Store will enter the material back to
storage bin and ensure the appropriate computerized system transactions
(unblocked) is performed, using transaction code MB1B mvt. 343 in the
SWIFT system; Personnel of Plant Store will inform material inspector to
extend the shelf life into system ref PDL from Engineering
g. When the engineering disposition decide the material is scrapped, refer to
Engineering Disposition result:
- Propose “Condemned Tag” form no. GMF/Q-013 through email to
Material Inspector, completed with copy of “Pending Disposition Log” or
customer request information;
- Attach “Condemned Tag” form no. GMF/Q-013 into material;
- Deliver physical consumable material complete with: Condemned Tag,
Copy of Pending Disposition Log or customer information request, and
Shipping Document to scrapped area or back to Customer;
h. Inform to Inventory Control Function for followed up (stock adjustment)
regarding material scrapped list and completed with Engineering
Disposition result.

3. The rotable/repairable material (components):

a. Check the components expiry date. If it is found the shelf life will be expired;
b. Remove the components from storage bin and record in form no. GMF/Q-
108 “Pending Disposition Log”;

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c. Block stock in SWIFT system using transaction MB1B mvt. 344 in the SWIFT
system, and add reason of block stock information in “Text” column;
d. Segregate the components into awaiting disposition or quarantine area;
e. For own stock material : send the “Pending Disposition Log” completed with
the related document (MRT and/or certificate) through email to Engineering
Unit for evaluated and decided; For customer stock material : inform to
related production or CSSM for further action; For pooling/consignment
stock material : inform to related purchaser for further action.
f. When the engineering disposition decide the material is not scrapped or the
shelf life is extended, Personnel of Plant Store will enter the material back to
storage bin and ensure the appropriate computerized system transactions
(unblocked) is performed, using transaction code MB1B mvt. 343 in the
SWIFT system; Personnel of Plant Store will inform material inspector to
extend the shelf life into system ref PDL from Engineering
g. When the engineering disposition decide the components need further
inspection/checks, before send the components to Workshop or Outside
Contractor through Store GADC 3000 (Cardex), ensure the appropriate
computerized system transactions is performed:
- Components unblocking, using transaction code MB1B mvt. 343 in the
SWIFT system;
- Create D8 Notification in SWIFT system using transaction code: IW21;
- Declare unserviceable of the component, using transaction MB1B mvt.
911 in the SWIFT system. Unserviceable Tag and Transfer Order (TO) will
be created automatically;
- For own stock, physical components will be delivered to Workshop
through Internal Distribution Unit complete with: Unserviceable Tag and
Delivery Note, or;
- For customer stock/pooling, physical components will be delivered to
Store GADC 3000 (Cardex) complete with: Unserviceable Tag, and/or
Provider/Customer Tag (especially for pooling item)
h. When the engineering disposition decide the components are scrapped,
refer to Engineering Disposition result:
- Propose “Condemned Tag” form no. GMF/Q-013 through email to
Material Inspector completed with copy of “Pending Disposition Log”;
- Attach “Condemned Tag” form no. GMF/Q-013 into material;
- For own stock, physical components will be delivered to scrapped area
complete with: Condemned Tag, Copy of Pending Disposition Log and
Shipping Document, or;
- For customer stock/pooling/consignment, physical components will be
delivered scrapped area or back to Customer through GADC 3000 ref
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customer request/information, complete with: Condemned Tag, Copy of

Pending Disposition Log, and/or Provider/Customer Tag (especially for
pooling item), and Shipping Document;
i. Inform to Assets Management Function for followed up regarding
components scrapped list and completed with Engineering Disposition
result.
Note:
- Material must segregate at quarantine area at least at the date of expiration.
- Material at quarantine area must be followed up within 30 days from the
expiration date, otherwise material must send to scrap process

3.2.2 Material Preservation Control

1. Personnel of Plant Store will check the material preservation according to
preservation tag / record and cap/plug completeness.
2. If it is found preservation of the component has been overdue or cap/plug is
missing during checking, Personnel of Plant Store will inform the related unit to
performed complete the missing item.
3. If not possible, Personnel of Plant Store will send the component to workshop for
performed preservation and create notification “please do preservation” in the
text column using transaction IW21 type D9 in the SWIFT system;
4. Personnel of Plant Store declare unserviceable of the component, using
transaction MB1B mvt. 911 in the SWIFT system. Unserviceable Tag and Transfer
Order (TO) will be created automatically.
5. For own stock, physical components will be delivered to Workshop complete
with: Unserviceable Tag, Delivery Note, or;
6. For customer stock/pooling, physical components will be delivered to Store
GADC 3000 (Cardex) through Internal Distribution Unit complete with:
Unserviceable Tag, Transfer Order, and/or Provider/Customer Tag (especially for
pooling item);
3.2.3 Withdrawal of Consumable Material due to SB or AD Note
1. Personnel of Plant Store receives information from Engineering / Material
Planner through email, Engineering Order or official letter;
2. Personnel of Plant Store check details instruction on the disposition as
mentioned above regarding SB AD Note;
3. Check available stock in storage bin, likewise location, part number, batch
number or serial number (if any), quantity, documents completeness;
4. Pick up the requested material from storage bin, then record in form no. GMF/Q-
108 “Pending Disposition Log”;

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5. Block stock in SWIFT system using transaction MB1B mvt. 344 in the SWIFT
system, and add reason of block stock information in “Text” column;
6. Segregate the material into quarantine area;
7. If the SB/AD Note in Engineering Order determines that the material can be used
for limited basis only:
a. Perform unblock stock, using transaction code MB1B mvt. 343 in the SWIFT
system;
b. The material should be attached with copy of the SB/AD Note and located to
specific area separately;
8. If the SB/AD Note in Engineering Order determines that the material is scrapped:
a. Propose “Condemned Tag” form no. GMF/Q-013 through email to Material
Inspector, completed with copy of “Pending Disposition Log”;
b. Attach “Condemned Tag” form no. GMF/Q-013 into material
c. Deliver physical consumable material complete with: Condemned Tag, Copy
of Pending Disposition Log, and Shipping Document to scrapped area or back
to Customer through GADC 3000;
9. Inform to Inventory Control Function for followed up (stock adjustment)
regarding material scrapped list and completed with Engineering Disposition
result.

3.2.4 Withdrawal of Component due to SB or AD Note

1. Personnel of Plant Store receives Information from Engineering / Material
Planner through email, Engineering Order or official letter;
2. Personnel of Plant Store check details instruction on the disposition as
mentioned above regarding SB AD Note;
3. Check available stock in storage bin, likewise location, part number, batch
number or serial number (if any), quantity, documents completeness;
4. Pick up the requested components from storage bin, then record in form no.
GMF/Q-108 “Pending Disposition Log”
5. Block stock in SWIFT system using transaction MB1B mvt. 344 in the SWIFT
system, and add reason of block stock information in “Text” column
6. Segregate the components into quarantine area;
7. If the SB/AD Note in Engineering Order determines that the components can be
used for limited basis only:
a. Perform unblock stock, using transaction code MB1B mvt. 343 in the SWIFT
system;
b. The components should be attached with copy of the SB/AD Note and
located to specific area separately;

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8. If the SB/AD Note in Engineering Order determines that the components need
further inspection/checks:
a. Perform unblock stock, using transaction code MB1B mvt. 343 in the SWIFT;
b. Create D8 Notification in SWIFT system using transaction code: IW21;
c. Check master data using transaction code MM03 in the SWIFT system to
determine whether the unserviceable components can be repaired in
Workshop or Outside Contractor (listed on Workshop capability list or not);
d. Declare unserviceable of the component, using transaction MB1B mvt. 911
in the SWIFT system. Unserviceable Tag and Transfer Order (TO) will be
created automatically;
e. When the components should be repaired to Workshop, Personnel of Plant
Store will perform:
- Create Stock Transfer Order (STO) using transaction code ME21N in the
SWIFT system;
- Refer to its Stock Transfer Order (STO) number, create Delivery Note (DN)
in the SWIFT system using transaction code VL10B with order type: ZU (for
own stock) or ADSUBCON (for pooling/customer stock), then Delivery
Note (DN) will be created automatically in the system;
- Based on Delivery Note (DN) number, create TO Picking in the SWIFT
system using transaction code LT03, then TO Picking will be created
automatically;
- Do conform Transfer Order (TO) Picking in the SWIFT system using
transaction code LT12, then Posting Goods Issue using transaction code
VL02N. Delivery Note (DN) will be printed automatically;
- Deliver the components to Workshop, complete with: Unserviceable Tag,
Delivery Note (DN);
f. When the components should be repaired to Outside Contractor, Personnel
of Plant Store will deliver the physical components to Store GADC 3000
(Cardex) complete with: Unserviceable Tag, Transfer Order, and/or
Provider/Customer Tag (especially for pooling item);

9. If the SB/AD Note in Engineering Order determines that the components are
scrapped:
a. Propose “Condemned Tag” form no. GMF/Q-013 through email to Material
Inspector, completed with copy of “Pending Disposition Log”;
b. Attach “Condemned Tag” form no. GMF/Q-013 into material
c. Deliver physical components complete with: Condemned Tag, Copy of
Pending Disposition Log, and Shipping Document to scrapped area por back
to Customer through GADC 3000;

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10. Inform to Inventory Assets Management Function for followed up regarding

components scrapped list and completed with Engineering Disposition result.

3.2.5 Warehouse Condition and Equipment Control

3.2.5.1 Warehouse Condition Control
Personnel of Plant Store will perform as follows:
1. Periodic control (daily), although the cleaning service has been subcontracted by
third party to keep cleanliness of warehouse area from dust and any other
airborne contamination. If it is found the area is not clean, they will inform to
janitor or facility unit for clean the area;
2. Check lighting, air conditioning, ventilation and storage racks condition of
warehouse area. If it is found any discrepancies, make report to concerned unit
for corrective actions;
3. Check temperature and humidity indicator once a day in every morning and
record the value on the temperature and humidity sheet.
4. Ensuring the material is well segregated in the designated area.

3.2.5.2 Warehouse Equipment Control

Personnel of Plant Store will perform as follows:
1. Check periodic maintenance and expiry date of Hand Jack, Fork Lift, Baggage
Towing Tractor, Pallet, Pickers, Humidifier, Hygrometer (Temperature and
Humidity Indicator) and other equipment at least once a month;
2. If there are any discrepancies, they make report to unit in concerned for
rectification.
3. Monitor the rectification process and make reminder to unit in concerned until
rectification finished.

3.2.6 Cycle Counting

Personnel of Plant Store will perform as follows:
1. Cycle counting will perform every day on normal working days;
2. Download data on the day before the cycle counting implementation
3. Download data using transaction code LT22 to find out Transfer Order (TO)
which has been conformed on that day, input storage type:
a. 902, 905 for TO Putaway and Cross dock;
b. Z02 for TO Material Returned to Warehouse (RWS);
c. 916 for TO Picking;
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d. Export the data to Microsoft Office Excel;

4. Then, using transaction code LX02 (Warehouse Management Stock / WM Stock)
with the following steps:
a. Click on the “dynamic selections”;
b. Select “Quants”, then click on “Material” and “Batch”;
c. In the “Material” and “Batch” column filled with the data (Material and Batch)
from Microsoft Office Excel in part 3.2.6 point 3 (d) above;
d. Export the data to Microsoft Office Excel;
5. Refer to Microsoft Office Excel data in part 3.2.6 point 4 (b) above, check the
quantity on “Bin Loc”, “Stock Putaway” and “Pick Quantity” column;
6. If any deviations found:
a. Verify by checking actual quantity in storage bin, in and out material
movement;
b. Inform to related unit for take further decision;
c. Report to Inventory Control Unit or Asset Management for further actions;
7. Make cycle counting report as information about the comparison between
material deviation and no deviation for management needs.

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