SOP for Incoming Materials related to Service in the Warehouse

1. **Purpose:**

The purpose of this Standard Operating Procedure (SOP) is to outline the systematic process for
receiving incoming materials related to service in the warehouse to ensure accurate inventory
management and efficient service operations.

2. **Scope:**

This SOP applies to all warehouse personnel involved in receiving incoming materials for service-
related operations.

3. **Responsibilities:**

- Warehouse Incharge: Overall responsibility for overseeing the receiving process and ensuring
compliance with SOP.

- WH Team: Responsible for physically receiving incoming materials, inspecting them, and updating
inventory records.

- Service Personnel: Responsible for inspecting the quality of incoming materials to ensure they
meet specified standards. Service Personnel is responsible for requisitioning specific materials for
service tasks with WH and providing feedback on material quality.

4. **Procedure:**

**4.1 Pre-Arrival Preparation:**

- Warehouse Incharge has to review service orders to anticipate incoming materials and Ensure
receiving area is clean, organized, and ready for material inspection.

**4.2 Material Arrival:**

- WH receives notification of incoming materials from the logistics department.

- WH Team verifies the accuracy of the delivery against the packing list and purchase order.

- Materials are physically inspected for any visible damage or discrepancies.

**4.3 Quality Inspection:**

- Service Personnel inspects the quality of materials based on predefined criteria.

- If materials meet quality standards, they are accepted for service use.

- If materials do not meet quality standards, they are rejected, and the vendor is notified for
replacement or refund.
 **4.4 Documentation and Record-keeping:**

- WH Team updates inventory records in the SAP to reflect the receipt of materials.

- Any discrepancies or damages observed during inspection are to be documented.

**4.5 Storage and Organization:**

- Accepted materials should be properly labeled and stored in designated locations within the
warehouse.

**4.6 Notification to Service Technicians:**

- Service Technicians are notified of the availability of required materials for service tasks.

- Requisition forms are filled out for materials needed, and inventory levels are adjusted
accordingly.

**4.7 Reporting:**

- Regular reports are generated to track incoming materials, inventory levels, and any issues
encountered during the receiving process.

- Reports are shared with relevant stakeholders for review and decision-making.

5. **Safety Considerations:**

- All personnel involved in the receiving process must adhere to safety protocols, including proper
handling of materials and use of personal protective equipment (PPE).

- Hazardous materials must be handled and stored in accordance with safety regulations.

6. **Training:**

- Warehouse personnel are trained on this SOP and provided with appropriate training on handling
incoming materials safely and efficiently.

7. **Continuous Improvement:**

- Feedback from service technicians and quality control inspections is collected to identify areas for
process improvement.

- Regular reviews of the SOP are conducted to ensure its effectiveness and relevance to changing
business needs.
8. **Revision History:**

- Any updates or revisions to this SOP are documented, with clear indication of the changes made
and the date of revision.

This SOP ensures a systematic and standardized approach to receiving incoming materials related to
service in the warehouse, promoting efficiency, accuracy, and compliance with quality standards and
safety regulations.