SOP- Finished Goods Receipt and Dispatch

This Document describes (Standard Operating procedure) Sop for Receipt and Dispatch of Finished Goods

Sop for Receipt and Dispatch of Finished Goods.

I. Purpose & Scope:

• The purpose of this Sop for Receipt and Dispatch of Finished Goods.
• This Standard operating procedure shall be applicable for Receipt and Dispatch of Finished Goods.

II. Responsibilities:

• All warehouse personnel shall be responsible to follow and implement this SOP.

III : Introduction and Procedural Part:

Procedure for Receipt of Finished Goods:

• On completion of packing and batch documents, production officer shall prepare the Finished Goods Transfer Note (FGTN) in triplicate as per Annexure-I.
• Production officer shall intimate to QA department for verification of FGTN. QA shall verify the adequacy of Batch record for online entries, material reconciliation, yield and Rejection destruction etc before verifying the physical consignment.
• After adequacy of batch documents, QA officer shall verify finished goods against FGTN for batch number, quantity, number of shippers, as mentioned in finished goods transfer note and then FGTN shall be approved by QA Officer.
• If there is discrepancy in finished goods the QA officer shall inform head of production and Head QA for their action.
• On completion of verification of finished goods, production officer shall transfer the finished goods with FGTN to finished goods quarantine area and stacked on pallets and arranged.
• Production officer shall intimate to Stores officer for verification of finished goods with FGTN. Store officer shall verify finished goods with FGTN in respect of batch number, quantity, number of shipper as mentioned in approved finished goods transfer note.
• After verification, store officer shall sign FGTN and keep one copy of the FGTN. Second copy of FGTN to be kept with batch record and third copy with QA.
• If any batch / quantity of finished goods are unsuitable, the stores Officer shall provide information to Head QA & Head Production for further investigation & course of action.
• After batch release, QA officer shall release the batch to shift finished goods from quarantine area to finished goods area (Bonded Storage Room) by putting “QA approved” stamp on FGTN with sign and date, and submit to Store department.
• Store officer shall transfer the same and record the details in “Finished goods Register”
• Production shall maintain the FGTN sequential number as per calendar year starting from 001 (i.e., from 1st January of every year).

Procedure for Storage of Finished Goods:

• Finished Goods shall be stored in FG Quarantine as per batch number in separate racks to avoid mix-ups at temperature NMT 25ºC.
• After getting the COA and Batch Release Note, finished goods dispatch formalities are completed from commercial department.

Procedure for Dispatch of Finished Goods:

• On completion of testing of the products, Head QA shall evaluate the batch records and release the batch & provide COA of the batch as well as Batch release note for dispatch of the product.
• Packing list shall be prepared by Production Officer, Checked by IPQA, Verified by Production Head / Designee and Approved by QA head for ready information after that production officer shall hand over to FGS head for the packed Quantity as per Annexure – II
• FGS head shall forward “Approved Packing list” to Corporate (Marketing) for further dispatch activity of the same.
• After getting approval from corporate (Marketing) Bar code shipper label shall be printed  and after that the Invoice shall be prepared by FGS head for dispatch of the same and dispatch details shall be recorded in “Finished Goods Register” as per Annexure – III,

IV) Creation of Bar Code Shipper Label during consignment Dispatch:

After receiving the Consignee details along with packing list from Head office, Store Executive/ Officer shall prepare the bar code as follows:

• Use the Warehouse computer Number  for Bar code printing as required for the consignment.
• Warehouse officer prepare barcode label.
• Connect the printer to the computer with the provided printer cable.
• Plug one end of the power cord into the power connector at the rear of the printer, and then plug the other end into a properly grounded wall outlet.
• Ensure that printer roll is placed in the ribbon rewind spindle.

Loading the Ribbon:

• Open the printer cover and front panel.
• Place an empty paper core onto the ribbon rewind spindle.
• Insert the left side first. Mount the ribbon rewind paper core on the front nubs. Please be noted that the bigger hub side with 4 ribs must be installed toward the right side of ribbon mechanism.
• Insert the left side first. Install a ribbon on the ribbon supply spindle.
• Mount the ribbon supply spindle on the rear hubs.
• Please be noted that the bigger hub side with 4 ribs must be installed toward the right side of ribbon mechanism.
• Disengage the printer carriage by pulling the print head release lever.
• Follow the direction of the Ribbon label; pull the transparent ribbon leader to the front from under the ribbon mechanism.
• Attach the ribbon leader to the empty paper core on the ribbon rewind spindle (with a tape).
• Rotate the ribbon rewind spindle until the ribbon overlaps the ribbon leader and stretches tight.
• Open the shortcut created for the program “Bar Tender 9.4 Ultralite”.
• New template to be created for the Product Name, size of the label, font size, type of font, Qty of shipper etc.
• Once the template is ready, save the details for each master.
• Open the template of First Barcode that requires to be edited to create the 1D bar code (First Barcode) as per the following sequences and save for each batch number for the full shipper quantity as well as loose shipper if any.
• AI code (01)
• GTIN (14 Digits), Data Structure shall be defined below e.g.,:

Indicator Digit	Company Prefix	Product Codes	Check Digit
5	12345678	12345	7
As per the requirement of DGFT portal, only “5” can be used as an indicator digit.	Assigned by GS1 India	Product codes assigned by the company	Check Digit generated based on Module-10 algorithm.

 

• AI code (17)
• Expiration Date – (Expiry date as per BPR).
• AI code (10)
• Batch/Lot – (Batch No. as per BPR).

• Open the template of Second Barcode that requires to be edited to create the 1D bar code (Second Barcode) of 18 digits for each Shipper Identification Code as per the following sequences:

AI Code	Extension Digit	GS1 Company Prefix											Serial Reference Number					Check Digit
Fixed	Variable	Fixed											Variable					Variable
(00)	0 – 9	1	2	3	4	5	6	7	8	0	0	0	0	0	0	0	1	8

• AI code (00)
• Extension Digit (It can be any number ranging from 0 – 9, It provides flexibility to increase the serialization capacity of the serial reference within the “Serial Shipping Container Code”. With each extension digit a fresh set of serial reference numbers shall be generated).
• GS1 Company prefix
• Serial Reference Number as per the packing list – (5 digits start from 00001 and onwards).
• Check digit (8 is the check digit calculated based on preceding 17 digits using check digit calculator).
• Any remaining of the batch quantities shall be stored in the finished goods as per storage condition.
• Finished goods shall be transported through authorized Transport services as per storage condition requirements.
• Check that the stock of finished goods is available as per the dispatch advice.
• Ensure the availability of vehicle for dispatch of finished goods.
• Stores officer shall segregate the goods to be dispatched as per product and batch wise.
• Load the segregated goods in the vehicle in presence of security guard who shall cross check the quantity loaded in the vehicle.
• Loading of vehicle shall be done from platform provided at Finished Goods loading Bay.
• During loading of the finished goods, each and every case of finished goods shall be verified in respect of Batch Number, Product Name and case number by the store officer.
• Store officer shall prepare invoice in three copies for the product / quantity being dispatched.
• Ensure that the Invoice / delivery challan are signed by an authorized signatory before the vehicle is allowed to exit.
• Ensure that the loaded goods are covered properly.
• Record the time of removal on the invoice.
• Stores officer shall prepare delivery challan for the goods loaded in the vehicle and get it signed by an authorized person.
• Stores officer shall hand over the transporter copy of the invoice along with delivery challan to the driver for the said consignment of finished goods.
• Finished Goods Dispatch details shall be recorded in FG Dispatch Register as per Annexure – III,
• Partial batch to be dispatch as per customer requirement and remaining quantity of same batch shall be dispatch for same country.

V) Procedure for Dispatch of Finished Goods as per MAH requirement

• Arrange the shippers on the pallet.
• Ensure that total height of consignment does not exceed 1.10 meter.
• Cover the consignment with the stretch film covering all sides except bottom.
• Cover the consignment, wrapped with stretch film, with the thermal blanket.
• Tie the consignment from all sides along with the pallet with the strapping cord.
• Put the product label in the front.
• Put the label of the sample at the location.
• Check the condition of container for its temperature.
• Place the consignment inside the container.
• Cut the thermal blanket from the front and place the prequalified data logger inside the blanket and seal the cello tape, placing a label over it.
• Any other requirement shall be followed as per MAH.

VI) ANNEXURE:

Annexure No	Format Name
Annexure I	Finished Goods Transfer Note
Annexure II	Packing List
Annexure – III	Finished Goods Register

 

 

ANNEXURE- I

WAREHOUSE DEPARTMENT

 

FINISHED GOODS TRANSFER NOTE

 

FROM: EXTERNAL PREPARATIONS/TABLETS/CAPSULES/INJECTION

TO : F.G. STORE

TRANSFER TICKET No.        : ……………………………………………………………….

DATE                                         : ………………………………………………………………

PRODUCT NAME                     : ………………………………………………………………

COUNTRY CODE                     : ………………………………………………………………

PRODUCT PACK                      : ……………………………………………………………

MARKET                                    : ……………………………………………………………

PRODUCT CODE                       : ……………………………………………………………

BATCH No.                                : ………………………………………………………………

MFG. DATE                                : ……………………………………………………………

EXPIRY DATE                           : ……………………………………………………………

QUANTITY TRANSFERRED   : ……………………………………………………………

SAMPLES TO QC                      : ……………………………………………………………

……………………….. FULL SHIPPER CONTAINING …………… PACKS.

….…………………… LOOSE SHIPPER CONTAINING ……..….. PACKS.

REMARKS ………………………………………………..

 

 

TRANSFERRED BY	APPROVED BY	RECEIVED BY
PRODUCTION	QA	STORE

 

ANNEXURE – II

PACKING LIST

 

	Product Name	B. No.	Mfg.	Exp.	Pack Size	Qty. / Shipper	No. of Shipper	Gross wt. (In Kg)	Net wt. (In Kg)	Shipper Dimension	Remarks
Total =

 

 

Prepared By Production Officer	Checked By IPQA	Verified By Production Head/ Designee	Approved By Head QA	Received By Head FGS
(Sign. / Date)		(Sign. / Date)		(Sign. / Date)

 

 

 

 

 

ANNEXURE – III

FINISHED GOODS REGISTER

Product Name:                                                                                                         Page No.: 01 of 01

Inward

Outward

Sr. No.

Date

B. No.

Mfg.

Exp.

Unit Pack

Received Qty.

Available Qty.

Date

Invoice No.

Dispatch Qty.

Country / Consignee Name

Balance Qty.