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SOP on Receipt Materials Bill Realization and Deviation

1.0 Objective: 1.1 To describe the procedure for Bills Realization.

2.0 Scope: 2.1 This procedure applies to the Purchase department in Pharmaceuticals.

3.0 Responsibility: 3.1 Asst. Manager- Purchase

4.0 Accountability:4.1 General Manager – Purchase in coordination with respective Department Heads like QC and Stores.

5.0 Procedure for Bill Realization

5.1 The nature of deviations may be as follows:
5.1.1 Deviation in Documents
5.1.2 Deviation in Physical Quantity – Shortages
5.1.3 Deviations in weight
5.1.4 Deviation as Damage to the containers and materials.
5.1.5 Deviations may be observed in processes
5.1.6 Wrong Deliveries

5.2 Deviations in Documents:
5.2.1 Arrange for corrections in documents for typographical mistakes observed at the time of material receipt.
5.2.2 Arrange when documents like Certificate of Analysis are not available along with the consignment
5.2.3 Send back when the Original Bills are not prepared as per the terms and conditions of the Purchase Order, and get corrected Bills.

5.3 Deviations in Physical Quantity – Shortages.
5.3.1 Confirm the shortages of physical quantity by comparing Material Receiving Report, Deviation Report Received from the suppliers, and Declaration submitted by the Approved vendor.
5.3.2 If the Approved Vendors supply the shortage materials within the specified time settled in Purchase Order, confirm the full quantity or else set payments proportionately.

Related: Adit checklist Point warehouse

5.4 Deviations in Weight
5.4.1 Confirm the Quantity in weight by comparing Material Receiving Report, Deviation Report Received from the suppliers, and Acknowledgment submitted by the Approved vendor.
5.4.2 If the Approved vendor supplies Balance Quantity within the prescribed time agreed in Purchase Order, confirm the full quantity or else set payments proportionately.

5.5 Deviations as Damage Containers and Materials
5.5.1 If the damage is observed to only in material containers advise the vendor to take proper actions not to repeat it in future supplies.
5.5.2 If the material inside the container got damaged or contaminated confirm the partial quantity by comparing Material Receiving Report, Deviation Report, and acknowledgment.
5.5.3 If the Approved vendor supplies Balance Quantity within the stipulated time agreed in Purchase Order, confirm the full quantity or else arrange payments proportionately.

5.6 Damaged may be observed in Processes
5.6.1 If any damage is observed in Processes QA and QC department investigates the problem.
5.6.2 QA-Head is fully responsible for authorizing material destruction/rejection.
5.6.3 Receive the copy of the materials Destruction Report and report to the Approved Vendor.
5.6.4 Approved vendors may visit the premises to ensure deviation and material destruction. In the case of Printed material, the destruction shall be taken place within the premises.
5.6.5 If the material is Other than a Printed material vendor can make arrangements to take back the online rejections.
5.6.6 The amount implicated in “online rejections” can be decided either in future vendor supplies or in terms of excess supplies.

5.7 Wrong Deliveries
5.7.1 Wrong materials deliveries shall be shipped back in the same vehicle to the vendor with a “Deviation Report.”
5.7.2 Confirm the material Quantity by comparing it to the Receiving Report, Deviation Report Received from the suppliers, and Acknowledgment submitted by the Approved vendor.
5.7.3 If the Approved vendor supplies Balance Quantity within the specified time agreed in Purchase Order, confirm the full quantity or else arrange payments proportionately.

6.0 Abbreviations:
QA: Quality assurance
QC: Quality Control

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