LABORATORY

LOGISTICS
MANAGEMENT
 Process of receiving
equipment/instrument and
supplies in health facilities
Learning Objectives

By the end of this session students should be able to:

1. Explain criteria to consider when receiving

equipment/ instrument and supplies
2. Explain the process for receiving supplies
3. List down documents required for receiving lab
equipment/instrument and supplies
4. Describe the criteria for visual inspection of
received products (expiry date, quality, quantity,
leakage, specification etc)
 Criteria to consider when receiving
supplies (verification and documentation
process)

Verification is the process of making sure or

demonstrating that supplies received is true,
accurate and justified as per requested.
Verification process for received supplies
with requisition

Verification process is independent procedures that

used for checking that the supplies meet requirements
and specifications and that it fulfils its intended
purpose.
This is critical components of a
quality management system such as ISO 15189.
In verification process the following items are
checked:-

Integrity of supplies
 Check the quality of supplies in its condition and

consistency so as to meet requirements and

specifications as specified in order. The quality
sample can be used to compare.
Check Date each item was received
 Date of received item should be marked on the outer

pack of the items, this is to assist to control expire of

these items and prevent loss.
Note expiration date
Cont…
 The criteria for receiving the supplies includes;
 Place
 Time
 Integrity
 Right commodity
 Quality of supplies
 Expiration of Supplies
 Quantity of Supplies ordered
At the laboratory after verification of the supplies,
then they are recorded in the following document
 Store ledger book
Process for receiving supplies
The following should be done:
• Inspect delivery of supplies, packing list, order form,

invoice, delivery note,

• Verify packing slip with the label on the item(s)

received (Conduct visual inspection, including

expiration dates, quality of the product, Quantity).
• Sign and record date and time on the copy of the

delivery slip.
• Return a copy of the signed delivery slip to the

delivery personnel.
Cont…
• Sign and record date and time on the copy of the
packing slip and leave it with the supplies or if the
packing slip is not visible label the box with date
and time received and initial.
• Place supplies in the appropriate holding area:
• Room temperature supplies – in front of the wall
• In refrigerator
• Check for damages and correct supplies
• Update stock-keeping records.
Cont..
NB: The SOP for receiving Supplies should be followed.
Make sure that the number of cartons received is the
same as indicated in the delivery note (DN) and then
sign it.
Cont..
• For all laboratory supplies, procedures should be in
place to monitor and document the movement of
supplies from the upper levels to the lower levels.
• At the Laboratory the technician should have the
copies of necessary documents used to order the
items. (Quotation)
 Essential document required for receiving
laboratory equipment/instruments and supplies
• When supplies arrive at your health facility, they
should be accompanied with all necessary documents
like:
• Order form
• Parking list
• Sales Invoice/ receipt
• Verification and claim form
• Goods Received Note (GRN) or delivery note
(DN)
Visual inspection
Upon the receipt and during storage, inspection of the
lab supplies must be done. The lab personnel should
conduct a visual inspection.

 Visual inspection is the process of examining

products and their packaging by eye to look for
problems in product quality.
Inspection of delivered supplies
Criterial for visual inspections of received products are:
 Verify contents

 Check integrity

 Check quantity

 Check quality

 Check leakages

 Check expiration date

 Check specifications
Inspection of delivered supplies
 A system should be established so when supplies are
received, personnel know what is expected. All
supplies and reagents should be inspected as they
arrive in the laboratory to be sure that they are in
good condition, and to verify that what is received is
what was ordered.
Inspection of delivered supplies
 In addition, the person receiving supplies should:
• Sign their name verifying receipt of goods;
• Date each item received;
• Note expiration date;
• Store new shipment behind existing shipment;
• Create or update logbook records.
Evaluation

• Why it is important to adhere on the SOP of receiving

supplies