Standard Operating Procedure

SOP-FES-10: Emergency ProceduresRobbery/Theft/Vandalism/Fire/Violence

Date of Issue

25/10/2015

Issued By

Store Manager

Rev. No. & Date

New

Review Authority

Store Manager

Valid Up to

25/10/2016

Implemented By

Store In Charge

Department

Stores

Intended
Audience

Staff Clerk

1. Purpose:
The purpose of this SOP is to ensure scientific and efficient management
of receipts of stocks arriving at the store and facilitate speedy handling.

2. SOP In Nut Shell:

Delivery of
goods to
receiving area

Match challan
to purchase
order

Receipt of
acknowledgem
ent

Intimation of
discrepancy if
any

Material
verification

SOP-SM-02

Move to
storage area

Receipts of stocks at store

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Standard Operating Procedure

SOP-FES-10: Emergency ProceduresRobbery/Theft/Vandalism/Fire/Violence

3. Procedure:

a) The intended stocks are delivered at the receiving area of the store.
b) The Store Clerk shall inward the goods after ensuring the first levels
checks such as
Suppliers Delivery Challan (DC) or Invoice bears the inward
stamp
Suppliers DC or Invoice bears the reference of purchase order
c) In case the consignment of goods (stocks) that arrived had no
documents or any discrepancy was noticed the purchase in charge
shall be notified immediately and only post his/her approval shall
the stocks be inwarded.
d) This is followed by acknowledgement of receipt of consignment and
a stamping on each copy of DC/Lorry (truck receipt)/ Invoice.
e) Any apparent damages/ leaks/ breakage shall be recorded in the
DC/Invoice and intimated to the concern authority.
f) Verify the identity of the items received and ensure that the item
given in the consignment and number of containers / packages
received as per the DC / LR / Invoice.
g) The items shall be delivered on all days only during the working
hours.
h) The verification of goods is done either by counting, measuring or
weighing.
i) All items received shall be taken on a Ledger Charge available as
voucher in the format Form-002- Stores Receipt Voucher
j) A certificate to the effect that the items are received in Good
condition and as per our specifications and taken on our ledger
charge vide Receipt Voucher No _______ and dated _________to be
endorsed on the reverse of the Original copy of Invoice or Delivery
Challan. Receipt vouchers will be serially numbered and filed in a
separate file along with a copy of supplier s Invoice / Delivery
Challan
k) The Stores incharge shall inward the materials within 24 hours of
receipt by way of preparing the Receipt Voucher and sign at the
relevant places.
l) All items will be taken on ledger charge immediately as available in
the format Form-003- Ledger Sheet
m) Signatures of concerned designated official will be obtained. Ledgers
will be maintained separately for each trade and type of materials.
Separate pages will be opened for each item.
n) Note: Over writing / erasing or altering ledger entries is strictly
prohibited. However corrections can be made if required. A single

SOP-SM-02

Receipts of stocks at store

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Standard Operating Procedure

SOP-FES-10: Emergency ProceduresRobbery/Theft/Vandalism/Fire/Violence
stroke will be put across the entry needed correction and fresh entry
will be made on top and should be initialed by the designated
officer.

4. Relevant Forms:
Form-002-Stores Receipt Voucher
RV NO
DATE:
Trade
S.NO.
Description
Quantity
Unit Price
Value
Ledger No or Folio No.
CERTIFICATE OF LEDGER CHARGE Certified that the above mentioned

items have been received in good condition and as per our specifications
from M/s ________________________ Vide their Bill No ______dated________
against our Supply Order No ______________ Dated __________ and have
been taken on our ledger charge vide our receipt voucher No.
RECEIVED BY
Name
Designation
Signature
Date
INSPECTED BY
Designation
Signature
Date
Store Manager

Form-003- Ledger Sheet

Description
Code No.
Unit Price
Receipt Voucher No & Date
Issue Voucher No & Date
Opening Balance
Qty Received
Qty Issued
Closing Balance

SOP-SM-02

Receipts of stocks at store

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Standard Operating Procedure

SOP-FES-10: Emergency ProceduresRobbery/Theft/Vandalism/Fire/Violence

Initials of SK
Initials of Inspecti ng Officer
Remarks

5. Frequency Of Review:
This SOP will be revised once a year. In case the procedure is not adhered
to the staff members under the purview of this process shall be
progressively advised through the below steps:
Verbal warning
First time
Memo for calling explanation Second time
Removal from service
Third time
Not submitting the documents that forms part of the employment
condition amounts to disciplinary action. This review shall happen on 15 th
of January. In case if the review date falls on a holiday, the review shall
happen the next working day.

6. Relevant Reports:
Based on the review conduced every six months, the Store In charge shall
submit a report to the Store Manager regarding the level of compliance
with this SOP.

7. ERP System:
8. Interpretations:

a) For clarifications related to this SOP, please speak to your Store

Incharge.
b) In case of multiple interpretations of any provisions of this SOP then
clarifications can be sought from Store Incharge then Store Manager
in that order.

9. List of Retail SOPs

SOP-SM-01:
SOP-SM-02:
SOP-SM-03:
SOP-SM-04:

SOP-SM-02

Transfer of stocks from Warehouse

Receipts of stocks at store
Loading and unloading
Delivery from vendors

Receipts of stocks at store

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Standard Operating Procedure

SOP-FES-10: Emergency ProceduresRobbery/Theft/Vandalism/Fire/Violence
SOP-HR-05:

Goods return to Vendor

*****

SOP-SM-02

Receipts of stocks at store

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