Storage and Distribution SOP-For Reference Only

Acronyms
DN-------Delivery Note
GRV------Good Receiving Voucher
HF--------Health facility
IGRV----Inter organizational goods receiving voucher
ISTV-----Inter-store transfer voucher
PSD------Pharmaceutical Storage and Distribution
RIG-------Record of incoming goods
RV--------Receiving voucher
SDP------Service Delivery Point
SOP------Standard operating procedure
SRM-----Stock return memo
STV------Stock transfer voucher

Definition of technical terms
Batch
A defined quantity of pharmaceutical products processed in a single process or series of
processes so that it is expected to be homogeneous (adapted from GMP).
Batch number
A distinctive combination of numbers and/or letters which uniquely identifies a batch, for
example, on the labels, its batch records and corresponding certificates of analysis.
Consignment (or delivery)

The quantity of pharmaceutical products supplied at one time in response to a particular
request or order. A consignment may comprise one or more packages or containers and may
include material belonging to more than one batch.
Container
The material employed in the packaging of a pharmaceutical product. Containers include
primary, secondary and transportation containers. Containers are referred to as primary if they
are intended to be in direct contact with the product. Secondary containers are not intended to
be in direct contact with the product.
Distribution
The division and movement of pharmaceutical products from the premises of the manufacturer
of such products, or another central point, to the end user thereof, or to an intermediate point
by means of various transport methods, via various storage and/or health establishments.
Expiry date
The date given on the individual container (usually on the label) of a product up to and
including which the product is expected to remain within specifications, if stored correctly. It is
established for each batch by adding the shelf-life to the date of manufacture.
Frst expiry/first out (FEFO)

A distribution procedure that ensures that the stock with the earliest expiry date is distributed
and/or used before an identical stock item with a later expiry date is distributed and/or used;
earliest expiry/first out (EEFO) has a similar meaning.
First in/first out (FIFO)

A distribution procedure to ensure that the oldest stock is distributed and/or used before a
newer and identical stock item is distributed and/or used.
Good distribution practices (GDP)

Good distribution practices are that part of quality assurance that ensures that the quality of a
pharmaceutical product is maintained by means of adequate control of the numerous activities
which occur throughout the distribution process.
Good storage practices (GSP)

Good storage practices are that part of quality assurance that ensures that the quality of
pharmaceutical products is maintained by means of adequate control throughout the storage
thereof.
Labeling
Process of identifying a pharmaceutical product including the following information, as
appropriate: name; active ingredient(s), type and amount; batch number; expiry date; special
storage conditions or handling precautions; directions for use, warnings and precautions;
names and addresses of the manufacturer and/or the supplier
Pharmaceutical product
Any medicine intended for human use or veterinary product administered to food-producing
animals, presented in its finished dosage form, which is subject to control by pharmaceutical
legislation in both the exporting state and the importing state (adapted from GMP).
Product recall
Product recall is a process for withdrawing or removing a pharmaceutical product from the
pharmaceutical distribution chain because of defects in the product or complaints of serious
adverse reactions to the product. The recall might be initiated by the manufacturer, importer,
distributor or a responsible agency.
Quality assurance
Quality assurance is a wide-ranging concept covering all matters that individually or collectively
influence the quality of a product. It is the totality of the arrangements made with the object of
ensuring that pharmaceutical products are of the quality required for their intended use.
Quality control
Quality control covers all measures taken, including the setting of specifications, sampling,
testing and analytical clearance, to ensure that starting materials, intermediates, packaging
materials and finished pharmaceutical products conform with established specifications for
identity, strength, purity and other characteristics.
Quarantine
The status of pharmaceutical products isolated physically or by other effective means while a
decision is awaited on their release, rejection or reprocessing (adapted from GMP).
Shelf-life
The period of time during which a pharmaceutical product, if stored correctly, is expected to
comply with the specification as determined by stability studies on a number of batches of the
product. The shelf-life is used to establish the expiry date of each batch.
Standard operating procedure (SOP)
An authorized, written procedure giving instructions for performing operations not necessarily
specific to a given product but of a more general nature
(e.g. equipment operation, maintenance and cleaning, validation, cleaning of premises and
environmental control, sampling and inspection). Certain SOPs may be used to supplement
product-specific master and batch production documentation.
Storage
The storing of pharmaceutical products up to the point of use
Supplier
Person or company providing pharmaceutical products on request. Suppliers include
distributors, manufacturers or traders.
Transit
The period during which pharmaceutical products are in the process of being carried, conveyed,
or transported across, over or through a passage or route to reach the destination.
Validation
Action of proving and documenting that any process, procedure or method actually and
consistently leads to the expected results.
Vehicle
Vehicle refers to trucks, vans, buses, minibuses, cars, trailers, aircraft, railway carriages, boats
and other means which are used to convey pharmaceutical products.
PHARMACEUTICALS FUND AND SUPLLY AGENCY
Standard Operating Procedure
Revision: 1 Receiving, recording and reporting of new arrivals on

Title:
RIG at Central and branch Warehouses
Lead Author: Directorate approval: Management Document no: SOP/PSD/001

approval:
Name: Effective Date:
Title: Place: Central /Branch Warehouses
Date:
1. Introduction/background
Recording of new arrivals is an important activity to clarify for any interested body of what kind and
quantities items received by the warehouse and the time of receipt. It also makes it easier for the follow
up of preparation of receiving vouchers.
2. Purpose
 To facilitate the preparation of receiving voucher for newly arrived items.
 To have full record of issues related to the new arrival ( time of arrival, Carrier’s or driver’s name,
number of cartons or pallets delivered)
 To identify place of receipt/warehouse
3. Scope
This SOP is used at the time of receiving of new items from any source (Supplier, Central or branch
warehouses).
4. Responsibilities
Title Responsibility
Storage and Distribution officer
Warehouse manager Receiving, recording and reporting of new arrivals on RIG.

5. Process map/Flowcharts
New arrival
Receive freight documents from

driver/carrier
Unload items at receiving area
Verify type and quantities against freight

document
Yes
Discrepancy File a discrepancy report
No
Record the particulars in the format “Record A copy of the format

should be given to Storage
of Incoming Goods “
and Distribution and
Procurement Directorates
A copy of the form may be given to the

driver/carrier.
6. Procedures
6.1 The Receiving Store Keeper receives bill of lading/AWB, packing list, invoice, or other freight documents
from driver/transistor/ carrier.
6.2 Warehouse Manager arrange warehouse space before the arrival of items
6.3 Items are unloaded at receiving area. While unloading, isolate a different pack (damaged, loose pack)
and place separately.
6.4 Driver and the Receiving Store Keeper verify the quantities against the bill of lading, invoice, etc. If there
are no variation the Receiving Store Keeper will sign the delivery document/invoices.
6.5 When a discrepancy exists, the Receiving Store Keeper and Storage & Distribution Officer will verify
whether the driver/carrier is accountable or not. If the driver is accountable, a discrepancy verification
report is filled in and an appropriate measure will be taken.
6.6 The Receiving Store Keeper enters the particulars of the received items in the format “Record of
Incoming Goods” and signs for approval of receipt. The particulars of “Record of Incoming Goods” are
mentioned in the format. Record of Incoming Goods is prepared in triplets immediately (Annex 1).
6.7 A copy of Record of Incoming Goods is given to the driver/deliverer if requested.
6.8 A copy of the format should be given to Stock and Distribution and Procurement Directorates.
7. Amendment History
Revision: Effective Date: Changed By: Reason

Revision: 1 Title: Physical inspection and arrangement of new arrivals

approval:
Date:
Physical inspection is the inspection which is performed on the newly received item after handover is
completed between the driver/carrier and the receiving store keeper. For branch warehouses and local
suppliers physical inspection will be performed before handover is completed.
2. Purpose
 To identify missing quantities and items.
 To separate damaged items from sound ones.
 To indicate damage and missing quantities in receiving vouchers
 To separate items by their expiry date and batch number and make a record on goods receiving
voucher accordingly
 To ensure products are delivered according to the contract document and sample submitted.
 To identify items which are not mentioned in supply list if any.
3. Scope
This SOP is used after a product is received from a supplier at central or branch warehouses and before a
receiving voucher is prepared.
4. Responsibilities.
Storage and Distribution Officer Get copies of invoices and packing lists of newly received items and
conduct physical inspection with warehouse manager
Warehouse Manager Notify responsible transit worker the result of the inspection in terms
of quantity.
Record any missing and damaged quantities in the invoices and send
too store clerk for preparation of receiving voucher
Warehouse Operative Arrange products on pallets according to batch number and expiry
date
Start
Arrange items on pallets or other location

according to the expiry and batch number.
Get copies of invoices and packing lists (PO) of

the newly received items
Separate damaged items from usable ones.
Put damaged items in separate place, if any
Put the “loose cartons ‘’ in separate place
Calculate total quantities of the usable and

damaged items
Verify the total received quantity against the

invoice quantity
Local
Send the invoice and packing list to store
Source clerk for preparation of receiving voucher
Foreign
Notify responsible transit worker the result of the

inspection in terms of quantity
The transit worker issues a formal transit transfer

voucher to the receiving storekeeper
Missing and damaged quantities are then
described in the invoices by the receiving
storekeeper and sent to store clerk for preparation
6. Procedures of receiving voucher
Physical inspection for local or central PFSA shipment should be done within 30 minutes. For foreign products it
must be performed within 48 hours.
6.1 The store keeper should get copies of invoices and packing lists of newly received items. The packing lists
describe whether there are "Loose cartons".
6.2 Conduct preliminary physical inspection by using a check list (attached as annex 2).
6.3 Arrange the items on pallets or other location according to the expiry and batch number. Use the packing list
for easy reference of batch number and expiry dates.
6.4 Look for damaged/defective packages while arranging and open the packages to separate the damaged from
the good ones.
6.5 Put damaged items in separate place.
6.6 Put “Loose cartons ‘’ in separate place.
6.7 Calculate total quantities of the usable and damaged items. Do not forget to account for "Loose cartons".
6.8 Verify the figure in 6.7 against invoice quantity and check whether there is a difference in received quantity
and invoiced quantity by filling a discrepancy report, if any.
6.9 Notify responsible transit worker the result of the inspection in terms of type and quantity.
6.10 By referring the Record of Incoming Goods, bill of lading, invoice, packing list etc, the transistor will verify the
correctness of the inspection in terms of quantity and issues a formal transit transfer voucher to the receiving
storekeeper. The transfer voucher indicates the missing quantities and other relevant remarks. Copy of
transfer voucher is attached to this SOP (annex 3).
6.11 Missing and damaged quantities are then described in the invoices by the receiving storekeeper; the invoices
together with packing lists are sent to the store clerk for the preparation of receiving voucher.
6.12 If the item received is from local source where there is no need for transit involvement, the receiving
storekeeper sends the invoice and packing list with appropriate remark to the store clerk for preparation of
receiving voucher.

PHARMACEUTICLALS FUND AND SUPLLY AGENCY
Revision: 1 Title: Preparation/filling of Receiving Voucher

approval:
Date:
Once physical inspection and arrangement of newly arrived items is completed, the items must be recorded in
Good Receiving Voucher. Receiving Vouchers are of two types:
 Goods receiving voucher, this is used to record the receipts of new arrivals the source of which is a foreign
supplier or a local supplier.
 Inter organizational Goods Receiving Voucher: this is used to record receipts from the agency
warehouses. The steps involved for both recordings are the same.
2. Purpose
To record usable, short landed and damaged quantities of newly received items.
3. Scope
This SOP is used after physical inspection and arrangement of items by batch number and expiry date is
completed; and when the item source is foreign a transit transfer voucher is issued.
Storage and Distribution Officer Approving the GRV
Warehouse Manager Providing relevant documents and information
Store clerk recording of the receiving voucher
Start
Send Invoice/ STV/packing lists and transit transfer

voucher to Store Clerk with remark, if any
Clerk verifies invoices/STV against relevant

documents (PO, Transfer Voucher, etc)
Enter the particulars from invoice/STV in the RV

(Description, unit, inv. Qty, received qty, Supplier,
manufacture, Batch number, invoice/STV No, expiry
date)
Indicate damage, missing, and overage in appropriate

place (if there are any).
After completion of RV send the original and copies for

approval and signing by the receiving storekeeper along
with the invoices /STV and other documents
Storage and distribution officer approves the GRV
The original receiving voucher is sent to costing unit,

copies are distributed to finance, procurement and
documentation follow up clerk.
6. Procedures
6.1 The warehouse clerk receives invoices/ STVs/Packing lists from receiving store.
6.2 The clerk verifies the particulars on the invoices and STVs against relevant documents (P/O, transfer
voucher, etc).
6.3 The clerk will record each entry carefully (Description, Unit, Supplier, Batch no, Expiry date, invoice
quantity, Received quantity ...etc) on receiving voucher.
6.4 Note: If the unit of issue on the invoice is not fit for distribution it should be converted in to
appropriate unit of issue and entered on the GRV (Annex 4).
6.5 Indicate missing, damage and overage in the appropriate entry.
6.6 Send the original and copies of the receiving voucher to the Receiving Storekeeper for approval and
signature.
6.7 The GRV shall be approved by storage and distribution officer.
6.8 Send the original copy of the receiving voucher for costing unit, and distribute copies to finance and
procurement.
Note: The format for “Goods Receiving Voucher ‘’ and “Inter organizational Goods Receiving Voucher ’’ is attached
to this SOP (annex 4 and 5 respectively).
Revision: 1 Title: Put away new arrivals at storage area

approval:
Date:
After a receiving voucher is prepared for newly received items ( and after a QC approval is obtained when
applicable) , the items have to be moved to storage area and put away appropriately by following good storage
practice. Depending on whether the receiving and storage warehouses are managed by same or different
responsible person/s, the need for an inter-store transfer voucher is decided. If the same person handles the
management of both warehouses, there is no need for issue of an inter-store transfer voucher. However, if the
receiving warehouse and storage warehouse are managed by different persons then an inter-store transfer
voucher is mandatory.
2. Purpose
 To place items on their preferred location.
 To follow good storage practice.
3. Scope
This SOP is used after the completion of the preparation of receiving voucher and when the movement of the
items from receiving to storage area is required.
4. Responsibilities
Warehouse Manager Confirm quantities transferred from receiving to storage area.
Warehouse operatives Placing products in their preferred location
Start
Move items arranged by category, type, batch and expiry

from receiving area to storage area
No Put products away at

Receiving and storage appropriate storage
warehouses managed by area.
different persons
Yes
Inter-store transfer voucher is prepared which indicates all the

particulars of the items transferred including cost.
Confirm quantities transferred from receiving to storage section by

counting the items and verifying against the inter-store transfer
voucher
The inter-store transfer voucher is signed by both the storekeepers
Copies of the inter-store transfer voucher are distributed to finance,

receiving and storage sections and Document follow up clerk.
Product received will be put away to their specific locations

6. Procedures
6.1 Items arranged by category, type, batch number and expiry date are moved from receiving area to
storage area.
6.2 If the receiving store and the storage warehouse are managed by different responsible persons, an
inter-store transfer voucher is prepared which indicates all the particulars of the items transferred
including cost.
6.3 Confirm quantities transferred from receiving to storage section by counting the items and verifying
against the inter-store transfer voucher
6.4 The inter-store transfer voucher is signed by both the storekeepers of receiving and storage sections.
6.5 Copies of the inter-store transfer voucher are distributed to finance, receiving and storage sections
and Document follow up clerk.
6.6 Product received will be put away to their specific locations.
6.7 When the receiving and storage sections are managed by same responsible person, there is no need
for inter-store transfer voucher and the products are simply put away at appropriate storage area.
Note: The format for “Inter –Store Transfer Voucher” is attached to this SOP (annex 6).
Revision: 1 Title: Transfer of items between stores of central or branch

warehouses
approval:
Date:
Transfer of items between stores of a central or branch warehouses occur for various reasons. Some of which are:
 When there is shortage of space in one of the stores and wider space in the other,
 To facilitate customer service. When there is an overload of work in one of the stores, the service can be
made more efficient by transferring the items to another store and make the customer being served
there.
2. Purpose
 To efficiently utilize storage space
 To enhance customer service
3. Scope
This SOP is used to transfer items between stores within central warehouses and branch warehouses.
4. Responsibilities
Storage and Distribution Officer Receive transfer request and prepare issue order for items to be
transferred
Warehouse Manager Prepare Inter-store transfer voucher by referring to the issue order
Arrange warehouse space for incoming items
Start
Receive transfer request/order for items to be transferred.
Issue order is prepared for items to be transferred
Inter-store transfer voucher is prepared by referring to the

issue order
Transferor store arranges items by batch and expiry based on

ISTV.
Receiver store arrange storage space for the items
Items are moved from transferor to receiver store and put

away to their specific locations.
Inter-store transfer voucher is signed by both the storekeepers
Copies of the inter-store transfer voucher are distributed to

finance; Storage and Distribution Directorate and Document
follow up clerk.
6 Procedures
6.1 Receive transfer request/order for items to be transferred. The request for the transfer can be initiated by
receiver store, transferor store or the Storage and Distribution officer.
6.2 Issue order is prepared for items to be transferred
6.3 Inter store transfer voucher is prepared by referring to the issue order
6.4 Transferor store arranges items by batch and expiry based on ISTV.
6.5 Receiver store arrange storage space for the items
6.6 The items are moved from transferor to receiver store and put away to their specific locations.
6.7 The inter-store transfer voucher is signed by both the storekeepers.
6.8 Copies of the inter-store transfer voucher are distributed to finance; storage sections and Document follow up
clerk.
7 Amendment History

Revision: 1 Title: Allocating and notifying break down to branches

approval:
Title: Place: Central Warehouses
Date:
For every newly received item a break down allocation to branches should be made at central level. To decide on
allocation of break down, the supply plan prepared by the forecasting team should be consulted with central and
branches.
2. Purpose
 To allocate break down of new arrivals to branches.
 To notify the break down to branches by letter, e-mail, fax, telephone or other communication
means.
3. Scope
This SOP is used after completion of the preparation of receiving voucher.
4. Responsibilities
Storage and Distribution Officer Preparation of distribution breakdown and communicating to
branches.
Start
Get a copy of the Receiving Voucher (GRV/IGRV) or

commercial invoice for the newly received item.
Refer to the Supply plan to get information on quantities

allocated to each branch by forecasting team
Check up on current inventory, consumption and demand

at each branch
Prepare allocation break down of the new item for each

branch
Communicate allocation break down to branches, transport

routing and scheduling
Obtain feedback from branches related to allocation of

break down and adjust as necessary
6. Procedures
6.1 Get a copy of the Receiving Voucher (GRV/IGRV) and commercial invoice for the newly received item.
6.2 Refer to the Supply plan to get information on quantities allocated to each branch by forecasting team.
6.3 Check up current inventory, consumption and demand at each branch.
6.4 Prepare adjusted allocation break down of the new item for each branch (refer for the attached format
for allocation of break down). The Storage and Distribution Directorate Director or process owner should
be consulted whenever deemed necessary while preparing break down.
6.5 Communicate allocation break down to branches, Transport routing and scheduling.
6.6 Obtain feedback from branches related to allocation of break down and adjust as necessary.
Note: A format for allocation of break down is attached to this SOP (annex 7).
Revision: 1 Title: Preparation of issue order (wish order)

approval:
Date:
Once the allocation of break down for branches is completed/or all requests from branches or SDPs received,
the next step would be to prepare issue order. Issue order is prepared for a particular branch in accordance
with the delivery schedule. The source for the preparation of issue order is the allocated breakdown to
branches or SDPs.
2. Purpose
This SOP is used to prepare issue order for items to be transferred to branches and SDPs.
3. Scope
This SOP is used at the time when items are to be transferred from central stores to branches and
SDPs.
4. Responsibilities
Storage and Distribution follow-up officer Preparation of issue order.
Storage and Distribution Officer Approving issue order
Start
Get copies of the allocation breakdown
Prepare issue order for items to be delivered to

particular branch or SDP (refer the breakdown if
necessary).
Send issue order to storage warehouse
Arrange vehicle with General

Estimate volume/weight of the items to transport
Service Directorate.
Convert quantities to appropriate packing size.
The storage warehouse prepare pick slips from the

issue order/ or utilize the issue order as pick slip.
6. Procedures
6.1. Get copies of allocation break down.
6.2. At the time of delivery to a particular branch issue order is prepared for the items to be delivered
to the branch by referring to the break down. Issue order is prepared in four copies
6.3. Make sure the quantities described on the issue order are of appropriate package convenient for
distribution. As much as it is possible original sealed cartons are preferred for issue.
6.4. Communicate issue order to storage warehouse and approximate volume/weight of the items to
6.5. The storage warehouse prepare pick slips from the issue order/ or utilize the issue order as pick slip
and fleet management unit arranges transport with General Service Directorate.
Note: A format for issue order should be attached to this SOP (annex 8).
Revision: 1 Title: Picking, dispatching and verification of dispatch

approval:
Date:
After issue orders are communicated to storage warehouse for Items to be delivered to a branch/health facility, a
picking slip is prepared and given to warehouse operatives, for picking items from storage area and move them to
the dispatch area. Verification of the items picked against the picking slip is carried out on the dispatch area.
2. Purpose
This SOP is used to pick, dispatch and verify the right items, in the right quantity, right expiry, right batch
number, right manufacturer, from the right location of storage area.
3. Scope
This SOP is used at the time when items are to be transferred from central/branches stores to
branches/SDPs. It is also used when items are transferred between central and branch stores.
4. Responsibilities
Warehouse Manager Verification of items against the issue order and STV.
Dispatch officer Verification of items against the issue order and STV.
Warehouse operatives Picking and dispatching of pharmaceuticals
Start
Provide picking list to warehouse operatives.
Warehouse operatives pick items from the storage

area as exactly mentioned on the picking slip.
Picked items are placed on dispatch area; arranged

by category convenient for count.
The storekeeper counts the dispatch and verifies

against picking slip/ issue order and sign on the
picking slip
Dispatch checker confirms the correctness of the

dispatch count and sign on the picking slip
Send picking list/issue order to store clerk/invoice

clerk for the preparation of STV/DN
6 Procedures
6.1 Prepare picking list from the issue order and hand over to the warehouse operatives.
6.2 Warehouse operatives pick items from the storage area as exactly mentioned on the picking slip or
issue order, including checking expiry dates and batch numbers.
6.3 Picked items are placed on dispatch area and arranged by category convenient for count.
6.4 Storekeeper counts the dispatch and verifies against picking slip/ issue order and sign on it the
picking slip.
6.5 Dispatch checker confirms the correctness of the dispatch count and sign on the picking slip.
6.6 Picking slip/issue order is then sent to store clerk for the preparation of STV/DN

Revision: 1 Title: Packing, labeling and handover of items from central

stores to driver/receiver
approval:
Date:
Handover of items to the driver/recipient is carried out after the STV/DN is prepared. The packing of loose cartons
is performed after the receiver counts the contents of the cartons.
2. Purpose
This SOP is used for packing, labeling and handing over of items to receiver with due diligence.
3. Scope
This SOP is used when items are ready to be delivered to branches.
4. Responsibilities
Warehouse Manager and Handing over of items to receiver.
Dispatch officer Collect STV from store clerk and distribute to warehouses
Prepare get pass for driver/receiver
Warehouse operatives Packing, labeling and loading of cartons.
Driver/receiver Counting and verification with documents before signing for
approval of receipt.
Storage and Distribution Officer Notify the departure of truck to destined branch
Start
Get the original and all copies of the STV /DN from
the store clerk
Call driver/receiver to dispatch area and give a

copy of the STV/DN
.
Driver/receiver counts dispatched items and verifies

against the STV/DN
Seal loose cartons after being count and verified by

driver/receiver.
Driver/receiver signs on the original and all copies of

STV/DN for approval of receipt.
Give an original and a copy of the STV/DN to

driver/receiver and load items on the vehicle
Give get pass to driver/receiver
Vehicle departs
Notify the departure of truck to destined branch

6. Procedures
6.1. The store keeper should get original and all copies of the STV /DN from the store clerk.
6.2. The driver/receiver is called to dispatch area and given a copy of the STV/DN.
6.3. The driver/receiver counts the dispatched items and verifies against the STV/DN.
6.4. Loose cartons after being count and verified by driver/receiver are sealed right away.
6.5. The driver/receiver put his signature on the original and all copies of STV/DN for approval of
receipt.
6.6. The driver/receiver is given an original and a copy of the STV/DN to be submitted to the
destined branch and the items are loaded on the vehicle.
6.7. The driver collects gate pass from the store keeper and departs.
6.8. Storage and distribution officer should notify the departure of truck to destined branch.
Note: The formats for “Stock Transfer Voucher” and “Delivery Note” are attached to this SOP (annex 9 and 10).
Revision: 1 Title: Handover of items from Driver/Deliverer to Branch

warehouses
approval:
Title: Place: Branch Warehouses
Date:
Handover of items from driver/deliverer to branch warehouses is carried out by counting the items
and verifying with the accompanying documents. Discrepancies (item discrepancy, overage and
shortage) should be described in the place located on the documents. Damages should be handled in
accordance with the PFSA distribution manual and in accordance with PFSA SOP no PSD/SOP/16)
2. Purpose
The purpose of this SOP is to facilitate handover of items from driver/deliverer to branch warehouses
with due diligence.
3. Scope
This SOP is used during hand over of items from driver/receiver to branch warehouses, the sender being
the central warehouse. It is also used during handover of items directly to PFSA branches from local
suppliers or manufacturers.
4. Responsibilities
Warehouse Manager Counting and verification with documents before signing for approval
of receipt.
Driver/deliverer Transfer the items to the receiving storekeeper by availing himself
when all items are unloaded, counted and verified with documents.
Warehouse operatives Arrange product during handover
Storage and Distribution Officer Confirm the delivery and discrepancies if any.
Arrival of truck at destined branch
Provide two copies of STVs or delivery notes to

the receiving store keeper and unload the items
Count each item by description and verify with

quantities described on the STV or delivery note.
. No Receiving warehouse manager

Discrepancy signs original and copy of
delivery documents
Yes
Missing items or items with defect have to be

mentioned on the appropriate place on the STV or Driver/deliverer receives a signed
DN and be signed by both the receiving warehouse and sealed copy of the STV or DN
manager and driver or deliverer
Submit copies to documentation

Follow up Clerk of sender warehouse
The driver receives a signed and sealed copy of the and collect a receipt from the clerk
STV and/ or delivery note for proof of delivery of the
documents.
Submit copies to documentation Follow up Clerk of

sender warehouse and collect a receipt from the
clerk for proof of delivery of the documents.
6 Procedures
6.1 On arrival at a branch, the driver/deliverer handover the two copies of STVs or delivery notes to the receiving
store keeper and unload the items.
6.2 The receiving storekeeper counts each item by description and verify with the quantities described on the STV
or delivery note.
6.3 If there are no discrepancies or defects between the count and STV/delivery note the receiving storekeeper
signs the original and copy of delivery documents for approval of receipt in good condition.
6.4 If there is missing or defect, same have to be mentioned on the appropriate place on the STV or delivery note
and be signed by both the receiving store keeper and the driver.
6.5 The driver/deliverer receives a signed and sealed copy of the STV and/ or delivery note.
6.6 The driver/deliverer submits copies to the Documentation Follow up Clerk of sender warehouse and collects a
receipt from the clerk for proof of delivery of the documents.
7 Amendment History
Note: The formats for “Discrepancy reporting format” and “Receipt for documents” (annex 11 and 12)” is
attached to this SOP.
Revision: 1 Title: Customer Request handling for RDF supplies

approval:
Date:
The main categories of customers for RDF/program supplies are public health facilities. This procedure focuses on
the procedure for handling the request from public health facilities.
2. Purpose
 To facilitate the process of handling of customer request
 To ensure customer satisfaction.
3. Scope
This SOP is used when the requests of public health facilities are collected, processed and ready for delivery.
4. Responsibilities
Storage and Distribution Officer Handling customer request and preparation of issue order.
Store clerk Preparation of invoices for the items described on the issue order
Start
PFSA branch collect and Receive requisition/report

from health facilities by mail, fax, and telephone.
Record date and time of arrival and assign a

request number for the requisitions.
.
Enter customer request in the system
Check out standing balance for RDF commodities
Allocate items and quantities to be delivered to SDPs.
Reconcile quantities with the available fund of the

customer by proration for RDF commodities.
Adjust the request when there is an additional need

from the health facility or considering allocated
fund of the health facility. Store clerk prepares invoices for the items
described on the issue order and sends the original
and all copies of the invoice to the storekeeper.
Prepare issue order and communicate to warehouse
manager
Send issue order/picking slip to the store clerk for

invoicing (cash or credit invoice).
Prepare pick slip or use the issue order as a pick list
and hand it over to warehouse operatives
Warehouse operatives pick items as they are Warehouse Manager and dispatch officer will verify
described in the issue order/pick list (bin dispatched items against the issue order/pick slip
location, description, unit, expiry date, batch and both sign on issue order/ pick slip.
number, and manufacturer).
If item is not found as described on the issue Warehouse operatives will move all picked items to
order/pick slip, the warehouse operative has to the dispatch area and signs the issue
inform the warehouse manager. The warehouse order/picking slip.
manager will provide direction to operatives.
6 Procedures
6.1 PFSA branch will collect and receive requisition/report from SDP by mail, fax, and telephone.
6.2 Record date and time of arrival and assign a request number for the requisitions.
6.3 Enter customer request in the system.
6.4 Allocate items and quantities to be delivered to the health facilities.
6.5 Reconcile quantities with the available fund of the customer by proration, if there is
shortage of fund.
6.6 When there is an additional need from the SDP or when the Storage and Distribution officer observes the
need for adjusting the request of the health facility, the request can be adjusted, considering the allocated
fund of the health facility.
6.7 Issue order will be prepared and communicated to warehouse manager.
6.8 Warehouse Manager will prepare pick slip/ or use the issue order as a pick list and give it to Warehouse
Operatives.
6.9 Warehouse operatives pick items as they are described in the issue order/pick list (bin location, description,
unit, expiry date, batch number, and manufacturer).
6.10 When an item is not found as described on the issue order/pick slip, the warehouse operative has to inform
the warehouse manager. Warehouse Manager will instruct the Warehouse operatives what options to pursue.
6.11 Warehouse operative moves all picked items to the dispatch area and signs the issue order/picking slip
handled by him/her.
6.12 Warehouse Manager and dispatch officer will verify dispatched items against the issue order/pick slip and
both sign the issue order/ pick slip.
6.13 The issue orders/pick slips are sent to the store clerk for invoicing (cash or credit invoice).
6.14 The store clerk prepares invoices for the items described on the issue order and sends the original and all
copies of the invoice to warehouse manager.
Note: The format for “issue order” and “Cash and credit delivery invoices (annex 13 and 14)” is attached to this
SOP.
PHARMACEUTICLALS FUND AND SUPLLY AGENCY
Revision: 1 Packing and Handover of health facilities’ supplies to

Title:
driver/ Receiver

approval:
Date:
Both central and branch warehouses can supply pharmaceuticals to health facilities and other customers. The
procedure for handing over of both RDF and program supplies is the same.
2. Purpose
To properly carry out the handover of items from central or branch warehouses to drivers/receivers for delivery to
health facilities.
3. Scope
This SOP is used at the time of hand over of items from central/branch warehouses to drivers/deliverers.
4. Responsibilities
Warehouse Manager and Handover of items to driver/receiver
dispatch officer
Driver/receiver Counting and verification with the documents before signing for
approval of receipt.
Start
Call driver or authorized receiver into dispatch

area and give invoices for items to be delivered
The receiver/driver counts dispatched items and

verify against the invoices.
Loose cartons are packed, sealed and labeled,

after count, in front of the driver/receiver
Driver/deliverer,
. warehouse manager and dispatch
officer sign the invoices.
Give one original and a copy of the invoices to the

driver/deliverer
Load items on the vehicle. Loading on vehicle

should be arranged in such a way that items for
the nearest HF are loaded last and for the
remotest first
Provide get pass for driver/deliverer
Give two copies of the invoice to driver/deliverer

and one copy for finance and documentation
follow-up officer.
6. Procedures
6.1 The driver or the authorized receiver is called into dispatch area and given the invoices for the
items to be delivered.
6.2 The receiver/driver counts the dispatched items and verify against the invoices.
6.3 Any partially filled cartons are packed and sealed, after count, in front of the driver/receiver.
6.4 Both the driver/receiver and storekeeper sign the invoices.
6.5 One original and one copy of the invoices are given to the driver/receiver to be submitted to the
health facilities.
6.6 Items are loaded on the vehicle. Loading on vehicle should be arranged in such a way that items for
the nearest HF are loaded last and for the remotest first.
6.7 Distribution of invoices: Storekeeper, finance, documentation follow up and two copies for driver.
Note: The formats for “Delivery invoices (annex 15)” is attached to this SOP
Revision: 1 Title:
Handover items from driver/ Receiver to Health
facilities
approval:
Date:
Drivers or any authorized person who received items on behalf of health facilities has the obligation to deliver the
items and accompanying documents and bring back proof of delivery.
2. Purpose
Purpose of this SOP is to ensure delivery of supplies to health facilities.
3. Scope
This SOP is used at the time of hand over of items to health facilities at their location.
4. Responsibilities
Driver receiver Handover of items at health facilities.
Bring proof of delivery from the health facility.
Start
Pass the invoice to responsible person at HF
Unload items from vehicle.
Count and verify items against invoice.
Yes
Mention the discrepancy or damage on
the location provided on the invoice
Discrepancy and sign by both the driver and the
No HF’s recipient
The responsible person from HF will sign and put a

seal on the invoices for approval of receipt. The
HF is also required to give receiving voucher
(model 19)
Driver/ deliverer receive one original and a copy of

receiving voucher (model 19)
Up on return Driver/ deliverer submit the invoices

and receiving vouchers to documentation follow up
clerk.
6 Procedures
6.1 The driver/deliverer passes the invoice to responsible person at HF.
6.2 Unload the items from vehicle. The health facility is responsible for unloading of items.
6.3 The driver/deliverer together with the HF responsible person count and verify items against invoice.
6.4 If there is no discrepancy or defect the responsible person from HF signs and put a seal on the invoices for
approval of receipt. The HF is also required to give model 19 (receiving voucher).
6.5 If there is discrepancy (overage/shortage) or defect the HF is required to specifically mention the same on the
location provided on the invoice and signed by both the driver and the HF’s recipient.
6.6 Driver/ deliverer receives a copy of stamped invoice, original model 19 (receiving voucher) of HF).
6.7 Up on return Driver/ deliverer submits the invoices and receiving vouchers to documentation follow up clerk
of sender branch/central warehouse.
7 Amendment History
Note: The format for “Delivery invoices (annex 15)” is attached to this SOP.
Revision: 1 Title: Put away new arrivals at storage area

approval:
Date:
Pharmaceutical products with known or suspected quality problems must be collected from customers when
authorization to do so is obtained.
2. Purpose
 To stop the distribution and use of pharmaceutical products with known or suspected quality
problem.
 To collect products with known quality problem.
3. Scope
This SOP is used when there is authorization for product recall from concerned body or regulatory authority.
4. Responsibilities
Distribution process owner Ascertain that all customers are communicated and the products are
collected in time.
Branch manager Ascertain that all customers are communicated and the products are
collected in time.
Storage and distribution officer Communicate customers for product recall
Start
Get written official authorization for product

recall from concerned body.
Stop distribution of the product.
Communicate to customers quickly to stop

using/distributing the product.
Receive and collect the product from customers

and provide SRM as proof of receipt
Put returned products on separate area until

decision is given on actions to be taken.
Reconcile recall and issued quantity
The HF/customer will then be refunded or

substituted in kind for the returned items
All relevant information (Type, quantity, expiry date,

and batch number) should be obtained and
recorded from places where it is not feasible to
receive or collect the product immediately. The
product should be collected from these customers
whenever possible.
Report total quantity of recalled items with details

to procurement sub process
6 Procedures
6.1 Get authorization for product recall from concerned body or regulatory authority.
6.2 Stop distribution of the product to customers.
6.3 Communicate to customers quickly to stop using/distributing the product.
6.4 Receive and collect the product from customers and provide SRM as proof of receipt.
6.5 Put the returned products on separate area until decision is given on actions to be taken.
6.6 Reconcile recall and issued quantity.
6.7 The HF/customer will then be refunded or substituted in kind for the returned items.
6.8 From places where it is not feasible to receive or collect the product immediately, all the relevant
information (type, quantity, expiry date and batch number) should be obtained and recorded. The
product should be collected from these customers at convenient time.
6.9 Report total quantity of recalled items with details to procurement sub process for initiation of
appropriate claims.
Note: The format for “Stock Return Memo (annex 16)” is attached to this SOP.
Revision: 1 Title: Disposal of expired pharmaceutical products

approval:
Date:
Disposing of expired pharmaceuticals at regular intervals is one of the prescriptions of Good Storage Practice and
thus it has to be adhered by all warehouses. Warehouse has to dispose expired item on quarterly basis.
2. Purpose
 To prevent the risk of mix up of expired and non-expired products.
 To utilize the storage space effectively.
 To facilitate write off from financial ledgers.
3. Scope
This SOP is used in storage warehouse during disposal of expired items and follow-up on expired items.
4. Responsibilities
Storage and Distribution Officer Follow-up proper storage and disposal of expired Pharmaceuticals.
Warehouse manager Check and separate expired item from usable one.
Start
Check the presence of expired products by

looking on stock control card (bin and stock
card)
Confirm for the expired product by Physical

inspection
If the item is confirmed expired, it should be

stored separately until disposal
Compile list of expired items and report to the

regulatory authority quarterly for inspection and
disposal
Arrange date and place for disposal with the

inspectors of the authority.
Transfer items to disposal area
Assign adequate number of workers to dispose the

product
date and place for disposal

Dispose expired items in accordance with instructions
given by the inspectors.
Receive Disposal certificate from the regulatory

authority

Send copies of disposal certificate to finance and
other concerned bodies.
6. Procedures
6.1 Check the presence of expired products by looking on bin cards.
6.2 Confirm the expiry date by physically checking on the product
6.3 If the item is confirmed expired it should be stored on isolated area until disposal.
6.4 Every quarter the list is compiled and reported to the regulatory authority for inspection and
disposal by the inspectors of the authority.
6.5 Arrange date and place for disposal.
6.6 Transfer items to be disposed to the disposal area.
6.7 Assign adequate number of workers for disposing the products.
6.8 Dispose the items in accordance with instructions given by the inspectors
6.9 Receive Disposal certificate from the regulatory authority
6.10 Send copies of Disposal certificate to finance and other relevant bodies.
7 Amendment History
Note: The format for “Certificate of Disposal (annex 17)” is attached to this SOP.
Revision: 1 Title: Disposal of damaged/broken items from Storage

warehouses

approval:
Date:
During work items can be damaged or broken. Appropriate measures described in the distribution manual should
be taken for damages and breakages occurred due to negligence by a worker. The disposal of damage/broken
items, for whatever reasons, should be conducted by this SOP.
2. Purpose
 To facilitate write off from financial ledgers
 To keep the warehouse clean
 To utilize the storage space effectively
 To minimize occupational hazard
3. Scope
The disposal of damage and broken items performed every quarter. This SOP includes the damage and
broken found in the storage warehouse, it does not include items damaged or broken during receiving,
which will be treated in a separate SOP.
4. Responsibilities
Warehouse Manager Collecting, separating damaged/broken items from usable one and
reporting to Storage and Distribution Officer.
Warehouse operatives Reporting damaged/broken items to Warehouse Manager.
Storage and Distribution officer Coordinate disposal of damaged/broken items with relevant bodies.
Start
Damaged/broken items should be placed in a separate

area immediately.
Investigate the reason for damage/breakage and

record on the "Reporting Format for Damage/
Breakage".
Compile list of damage and broken items with details

(Description, unit, unit cost, total cost, and reason for
damage or breakage) quarterly.
The list will be reviewed and letter of authorization for

disposal of the damaged/broken items will be
obtained from concerned body.
Arrange time and place for disposal
Dispose items in the presence of responsible staff from

the central warehouse/branch.
The list of disposed items will be verified and signed by

those who witness the disposal.
Submit report on list of disposed items fund

administration and other concerned bodies.
6 Procedures
6.1 Damaged/broken items should be placed in a separate area.
6.2 Reason for damage/breakage is investigated and a record is made in the "Reporting Format for Damage/
Breakage".
6.3 Every quarter a list of damage and broken items will be compiled with details (Description, unit, unit cost, total
cost, reason for damage or breakage) and copies of the “reporting formats for damage/Breakage’’ will be
attached to the list.
6.4 The list with the attached formats will be reviewed and letter of authorization for disposal of the
damaged/broken items will be obtained from concerned body.
6.5 Time & place for disposal will be arranged.
6.6 Disposal of damaged/broken items shall be carried out in the presence of responsible staff from the central
warehouse/branch.
6.7 The list of disposed items will be signed by those who witness the disposal.
6.8 A report on list of the disposed items will be made and send to finance and other concerned bodies for
appropriate action.
7 Amendment History
Note: The Reporting format for “Damage/ Breakage is attached to this SOP (annex 18)’’
Revision: 1 Title: Disposal of damaged items found during inspection of
foreign purchased items at PFSA warehouse receiving
area

approval:
Date:
Since an insurance claim can be made for damaged items found from newly arrived supplies purchased from
abroad, careful physical inspection of the new arrival should be performed. For locally supplied items the receiving
storekeeper should not accept damage items.
2 Purpose
 To get disposal certificate for insurance claim.
 To efficiently utilize WH space
 To avoid risk of receiving damaged items and registering as sound items.
3 Scope
The activities for disposal of damaged items found during receiving starts with inspection of the new arrival,
separating the damaged items, reporting and follow up until disposal.
4 Responsibilities
Warehouse Manager Inspecting newly arrived items for damage, putting in a separate place
and reporting to Storage and Distribution Officer.
Storage and Distribution Officer Communicate the report to relevant bodies (FMHACA/regional/zonal
regulatory bodies, Deputy director for Operation, Branch manager,
fund Management Directorate) for disposal and follow up.
5 Process map/Flowcharts
Start
Separate items which are found damaged during

inspection of new arrivals at receiving warehouse.
State detail description of items found damaged during

inspection of new arrivals in the Goods Receiving
voucher copy of which is sent to fund administration.
Fund administration will send a copy to procurement

unit.
Compile and report list of damaged items to the

Regulatory Authority (FMHACA) every month for
disposal.
Arrange time and place for disposal.
Transfer damaged items to disposal area.
Disposal damaged items in the presence of inspectors

from the Regulatory Authority and concerned staff from
the Agency.
Obtain disposal certificate from the regulatory authority

and send copy to fund management and procurement for
settlement of insurance claim.
6 Procedures
6.1 Items which are found damaged during inspection of new arrivals shall be placed in a separate area at receiving
warehouse.
6.2 Detail description of items found damaged during inspection of new arrivals are stated in the Goods Receiving
Voucher copy of which is send to fund administration.
6.3 Fund administration will send copy to procurement unit.
6.4 The list of damaged items will be compiled and reported to the Regulatory Authority every month for disposal.
6.5 Time and place will be arranged for disposal.
6.6 Items to be disposed will be taken to the area of disposal.
6.7 Disposal will be carried out in the presence of inspectors from the Regulatory Authority and concerned staff
from the Agency.
6.8 Disposal certificate shall be obtained from the regulatory authority and will be sent to finance and
procurement for settlement of insurance claim.

Revision: 1 Title: Disposal of products with quality problem

approval:
Date:
Products with quality problems have to be disposed off. However, due to the necessity of settling claims with
suppliers, the products cannot be disposed right away. They should be kept in separate place until final
decision is reached. Some suppliers may demand disposal certificate for the products. The mode and place of
disposal is another issue to for which decision has to be given.
2. Purpose
 To account for product with quality problem.
 To get destruction certificate for claim (from supplier).
3. Scope
Products with quality problem should only be disposed when authorization to do so is obtained from supplier or
regulatory authority. It is also necessary to ascertain the place of disposal i.e., whether it is at center or at branch.
Warehouse Manager Collect products with known quality problem and place in a
separate area.
Communicate the problem to Storage and Distribution Officer.
Storage and Distribution Officer Coordinate the disposal with relevant bodies.
Start
Collect products with known quality problem and place

in a separate area.
Report the detail list of products (item name, batch no,

expiry, manufacturer, county of origin) to the regulatory
authority.
Arrange time and place for disposal.
Carry out the disposal of commodities in the presence of

inspectors from the authority and concerned staffs.
Obtain disposal certificate from regulatory authority and

send to finance and procurement sub process for
settlement claim.
6. Procedures
6.1 Products with known quality problem and authorized for disposal shall be collected and placed in a separate
area.
6.2 The list (which details item name, batch no, expiry, manufacturer, county of origin etc) of products to be
disposed will be reported to the regulatory authority.
6.3 Time and place will be arranged for disposal.
6.4 Disposal will be carried out in the presence of inspectors from the authority and concerned staffs.
6.5 Disposal certificate shall be obtained from the regulatory authority and send to finance and procurement sub
process for settlement claim.

Revision: 1 Title: Receiving and storage of cold room items

approval:
Date:
The potency of some test kits and drugs depends on cold storage. For these products, the cold chain must be
maintained at every stage. It is important to look the manufacturer temperature specification. For most test kits
and cold chain drugs, the temperature range is between 2-8oc (not including vaccines). Freezing is as damaging as
high temperatures.
2. Purpose
To maintain temperature of cold chain items during receiving and storage.

3. Scope
This SOP should be followed at the time of receiving and storage of cold chain products.
4. Responsibilities
Warehouse Manager Check the condition of newly arrived cold box that contain the product.
Monitor proper transfer of the product to the cold room.
Record the temperature of the cold room twice daily.
Report any cold chain problem to storage and Distribution Pharmacist.
Warehouse operatives Transfer products to cold room properly.
Storage and Distribution Officer Investigate and take action on cold room related problems.
Start
Check the condition of the newly arrived cold boxes that

contain the product.
No The warehouse manager shall

Cold chain report to storage and distribution
maintained pharmacist.
Yes
Warehouse Manager for Receiving Warehouse

transfers the items to the cold room. Storage and Distribution Officer together with
the quality control unit head will investigate
the problem and decide what course of action
to pursue.
The transfer of the items from receiving area to cold
room should be done within 30 minutes from time of
arrival.
The temperature of cold room should be checked and recorded

twice per day by the store keeper. If the temperature is outside
the required range, he/she should report to Storage and
Distribution Officer) immediately.
The temperature recording device of cold room must be

validated regularly to ensure proper performance.
6 Procedures
6.1 Check the condition of the cold boxes that contain the product. That is whether the cold chain is maintained or
not during receiving.
6.2 If cold chain is not maintained as per the specification, during receiving, the Warehouse Manager for Receiving
Warehouse shall report the condition to the Storage & distribution Officer.
6.3 The Storage and Distribution Officer together with the quality control unit will investigate the problem and
decide what course of action to pursue.
6.4 If cold chain is maintained, the Storekeeper for receiving Warehouse transfers the items to the storage area
where the cold room is located.
6.5 The transfer of the items from receiving area to cold room should be done within 30 minutes from time of
arrival.
6.6 The temperature of cold room should always be checked by the warehouse Manager. If the temperature is
outside the required range, he/she should report to the distribution pharmacist immediately.
6.7 The temperature recording device must be validated regularly to ensure its proper performance.

Revision: 1 Title: Handling/delivery of cold chain products

approval:
Date:
The potency of some test kits and drugs depends on cold storage. For these products, the cold chain must be
maintained at every stage. Freezing is as damaging as high temperatures. When preparing dispatch and during
delivery, care should be taken to maintain the cold chain.
2. Purpose
This SOP is used to maintain cold chain during receiving, storage, issue, transportation and delivery of cold chain
cold chain products.
3. Scope
Maintaining cold chain of cold chain products starting from dispatch until the product reaches its destination.
4. Responsibilities
Warehouse Manager Make sure proper functioning of cold room.
Warehouse operatives Pack cold chain items in suitable cold box with ice pack properly.
Start
Make sure the power supply of cold room is not

interrupted all the time.
Warehouse operative will pack cold chain items in a

suitable cold box with ice bags.
Make sure that the ice bags are not in contact with
the product.
Monitor the temperature of the cold chain until the

product reaches its destination using temperature
loggers or thermometer.
Aware driver/recipient about the special handling

requirement of cold chain products
The driver/recipient should immediately handover the

cold chain product to the responsible personnel at
destination for quick transfer of the product to cold
room.
6. Procedures
6.1 The power supply of cold room should not be interrupted all the time.
6.2 The picker will pack the cold chain item in a suitable cold box with ice bags.
6.3 The ice bags should never be made in contact with the product.
6.4 The cold chain should be maintained until the product reaches its destination. Monitor the temperature
using temperature loggers or thermometer.
6.5 The driver/recipient should be made aware of the special handling requirement of the cold chain products.
6.6 The driver/recipient should immediately handover the cold chain product to the responsible personnel at
destination for quick transfer of the product to cold room.

Revision: 1 Title: Stock transfer between branches

approval:
Date:
There are several reasons that require the transfer of stock from one branch to another. Short expiry, overstock
and slow moving items have to be transferred between branches and be utilized efficiently. (Forecasting and
capacity building sub-process) by assessing the overall stock status of the agency,(the stock available at central
stores, scheduled items and items on branch warehouses), can give decision on the issue of the transfer.
2. Purpose
 To minimize wastage rates.
 To address emergencies
 To transfer over stock, slow moving and short expiry items between and among branches.
3. Scope
The demand for the transfer of items between branches can be raised from the receiving branch,
sender branch or from head office. Whatever be the source for the demand, the transfer of items
between branches should be approved by the forecasting and capacity building sub-process.
4. Responsibilities
Storage and Distribution Officer Coordinate the transfer of items between branches once the transfer
is agreed between branches.
Start
If the transfer is agreed up on, the items will be transferred

from sender branch to the recipient branch either directly or
through central warehouses.
If the item is to be transferred through central warehouses, the

central warehouse should store the items on separate area
until loaded on the next available truck to the destined branch.
Sender branch use Stock Transfer Voucher for transferring to

central stores or branches.
Recipient branch/central warehouse use Inter Branch Stock

Transfer Voucher for recording of the receipt.
6. Procedures
6.1 If the transfer is agreed up on, the items will be transferred from sender branch to the recipient branch
either directly or through central warehouses.
6.2 If the item is to be transferred through central warehouses, the central warehouse should store the items
on separate area until loaded on the next available truck to the destined branch.
6.3 The sender branch makes use of Stock Transfer Voucher for transferring to central stores or branches.
6.4 The recipient branch/central warehouse makes use of Inter Branch Stock Transfer Voucher for recording
of the receipt.

Revision: 1 Title: Cyclic counts
Lead Author: Directorate Management Document no: SOP/PSD/022

approval: approval:
Date:
Cyclic counting is a continuous counting, for example every week or each month by dividing the inventory in
different group, with reconciliation of discrepancies. Cyclic count can take place without interrupting normal
operations. Cyclic counting is primary focus on items with high value and high turnover.
2. Purpose
 To verify physical inventory with the quantity on bin/stock card at specific date.
 To strengthen good storage and distribution practice
 To control theft and unknown disappearance of items
 To take appropriate action in cases of variance between counts and records.
3. Scope
This SOP focuses on specific items that have high turnover rate, high value or prone to theft.
4. Responsibilities
Warehouse Manager Comply with the schedule prepared by Storage and Distribution
Officer for cyclic count.
Storage and Distribution Officer Select items for cyclic count; prepare schedule and assigning the
counting groups.
Communicate the results of the cyclic count to Distribution Process
owner/Branch Manager
Start
Select items for cyclic count
Use a format to list down details of the items, on which the

cyclic count is to be carried out. The contents of the format
are: Description, unit, manufacturer, expiry date, batch
number and a blank column with the title “physical count”.
All receipts and issuances should be entered into the records

before physical count commences.
Halt receipt and issue of item selected until the completion of the
count and verification with record documents
A counting group will be assigned by storage and distribution

officer
Report physical inventory result to Storage and Distribution Officer
Compare physical count result with stock balance
No If the count and records match,

Discrepancy then a report mentioning same will
be written and filed.
Yes
Recount the item
If after recount still the discrepancies exist, the distribution officer

will report the finding to the Distribution Process owner (branch
manager).
Investigate reasons for variances and take appropriate action

accordingly
Adjustments of both financial and inventory records are then made

in accordance with the cyclic count subsequent to authorization by
responsible body.
6. Procedure
6.1 The Storage and distribution officer will select items on which physical inventory to be made.
6.2 A format is used to list down the details of the items on which the physical count is to be carried out. The
contents of the format are: Description, unit, manufacturer, expiry date, batch number, sound, damaged, total
and a blank column with the caption “physical count”.
6.3 It is to be made sure that all receipts and issuances are entered into the records before physical count
commences.
6.4 The receipt and issue of the items to be counted should be halted until the completion of the count and
verification with record documents.
6.5 A counting group will be assigned.
6.6 The counting group will undertake the physical inventory and report to the result to the Storage and
Distribution Officer.
6.7 The physical count is then compared with the balance records from bin card and stock card.
6.8 If the count and records match then a report mentioning same will be written and filed.
6.9 If the bin / stock card balances do not match the physical count, i.e. there is overage or shortage, recount
should be made for confirmation.
6.10 If after recount still the discrepancies exist, the distribution pharmacist will report the finding to the
distribution sub process owner (Branch Manager).
6.11 Reasons for the variances will be investigated and appropriate actions will be taken accordingly.
6.12 Adjustments of both financial and inventory records are then made in accordance with the physical count
subsequent to authorization by responsible body.
7 Amendment History
Note: The format for cyclic count (annex 19) is attached to this SOP
Revision: 1 Receiving, storage & distribution of Narcotic and
Title:
Psychotropic substances (controlled substances).

approval:
Date:
Narcotics and psychotropic drugs are governed by the rules and regulations issued by the regulatory authority.
Security measures, therefore, have to be taken in receiving, storage and distribution of these substances.
2. Purpose
This SOP is used to comply with the rules and regulations of the handling of narcotics and psychotropic
(controlled) substances.
3. Scope
This SOP describes the procedures for receiving, storage and distribution of narcotics and psychotropic
substances.
4. Responsibilities
Storage and Distribution Officer Proper receiving, storage and distribution of narcotic and
psychotropic drugs
Keeping appropriate document and records of narcotics and
psychotropic substances.
Warehouse Manager Notify the responsible Officer the arrival of a new
narcotic/psychotropic substance.
Carry out inspection of newly arrived narcotic/ psychotropic
substance in the presence of the responsible officer.
Start
The Storekeeper will immediately notify the responsible

Officer the arrival of a new narcotic/psychotropic substance.
If there is a breakage or tampering of sealed cartons during

receiving, it should be reported to the responsible Officer
before the deliverer leaves the receiving bay.
Carry out inspection of newly arrived narcotic/ psychotropic

substance in the presence of the responsible officer
The storage and distribution officer will investigate and

pursue appropriate action, including counting the contents
and verifying with delivery documents.
Discrepancies found during inspection of

narcotic/psychotropic substances should be immediately
reported to the Regulatory Authority and procurement sub
process.
Transfer the product from receiving to the storage area where

it is stored in special partitioned area/room after inspection.
The storekeeper for storage warehouse signs the GRV.
A separate GRV should be used for recording the receipts of

narcotic/psychotropic substances.
The lock of the partitioned area/room should be hold by the

responsible officer
When a health facility/ customer made a request for a

narcotic/psychotropic substance, or when a
narcotic/psychotropic substance is to be transferred between
and among PFSA warehouses a separate issue order and
invoice/STV will be prepared.
Keep a special register recording and

The responsible Storage and Distribution officer unlocks the transaction of the detail
room for dispatch.
The dispatch will be checked and verified against issue order and The recipient is then receives the product from
invoice (STV) by the warehouse manager, the dispatch officer and the receiving warehouse manager and packed
Storage and Distribution Officer. All will sign on the documents. immediately in his/her presence
6 Procedures
6.1 The warehouse manager for receiving warehouse will immediately notify the responsible pharmacist the
arrival of a new narcotic/psychotropic substance.
6.2 On receiving narcotic/psychotropic substance, if there is a breakage or tampering of sealed cartons, it should
be reported to the responsible pharmacist before the deliverer leave the receiving bay. The Officer will
investigate and pursue appropriate action, including counting the contents and verifying with delivery
documents.
6.3 The inspection of newly arrived narcotic/psychotropic substance will be carried out in the presence of the
responsible pharmacist.
6.4. Discrepancies found during inspection of narcotic/psychotropic substances should be immediately reported to
the Regulatory Authority and procurement sub process.
6.4 After inspection and Goods Receiving Voucher is prepared the product is transferred from receiving to the
storage area where it is stored in special portioned area/room. The storekeeper for storage warehouse signs
the GRV.
6.5 A separate GRV should be used for recording the receipts of narcotic/psychotropic substances.
6.6 The lock of the partitioned area/room should be hold by the responsible Officer.
6.7 When a health facility/ customer made a request for a narcotic/psychotropic substance, or when a
narcotic/psychotropic substance is to be transferred between and among PFSA warehouses a separate issue
order and invoice/STV will be prepared.
6.8 The responsible Officer unlocks the room for dispatch.
6.9 The dispatch will be checked and verified against issue order and invoice ( STV) by the warehouse manager,
the dispatch officer and the pharmacist. All will sign on the documents.
6.10 The recipient is then receives the product from the receiving warehouse manager and packed immediately in
his/her presence.
6.11 Keep a special register recording the transaction of the detail.
Note: The list of narcotic and psychotropic drugs (annex 19) is attached to this SOP

Revision: 1 Title: Handling Emergency Cold room failure

approval:
Date:
It is essential to have a contingency plan in place before a refrigerator/cold room failure occurs. An arrangement
should be made to move the items to another refrigerator/cold room if maintenance is not achieved within a
reasonable period of time. To prevent the risk of electric power break a stand by generator should be planned in
advance. An arrangement should be made with a responsible professional who can always be contacted with
telephone call for immediate maintenance of cold room in case there is an emergency failure.
2. Purpose
To protect cold room items from being damaged due to interruption of cold chain.
3. Scope
This SOP is followed whenever there an emergency cold room failure.
4. Responsibilities
Warehouse Manager Monitor temperature reading of the cold room, report deviations to
Storage and Distribution officer
Storage and Distribution Officer Facilitate maintenance of the cold room
Transfer items to another cold room, if maintenance is not achieved in
time.
Start
Check functioning of cold room daily
A temperature recording device for the cold room has

to be fixed at location convenient for monitoring.
Register temperature of the cold room on a card posted

on the entrance wall/ door of the cold room in the
morning and afternoon
The normal range for the cold room temperature is 2-

80C. In the event that the temperature range is outside
2-80C for two consecutive readings the storekeeper has
to report to the responsible officer.
The officer immediately notifies the problem to the

responsible staff from General Service.
If the problem after being investigated by the staff from

the GS cannot be fixed right away, a service call should
be made to the company or the person contracted out
for cold room maintenance.
If the maintenance of the cold room cannot be carried

out in due time, the cold chain products should be
transferred to another available cold room according to
their nature and sensitivity
.
6 Procedures
6.1 An arrangement (a contract) should be made with a person who can always be contacted with telephone call
for immediate maintenance of cold room in case there is an emergency failure.
6.2 All concerned staffs should know the name and telephone number of the company /person with whom
contract for maintenance of the cold.
6.3 A temperature recording device for the cold room has to be fixed at location convenient for monitoring.
6.4 The record of the temperature of the cold room is to be registered on a card posted on the entrance wall/
door of the cold room.
6.5 The storekeeper for the storage warehouse records temperature of the cold room on the card by reading from
the device. Record is taken at 8:30 AM and 2 PM.
6.6 The normal range for the cold room temperature is 2-80C. In the event that the temperature range is outside
2-80C for two consecutive readings the warehouse manager has to report to the responsible officer.
6.7 The pharmacist immediately notifies the problem to the responsible staff from General Service.
6.8 If the problem after being investigated by the staff from the GS cannot be fixed right away, a service call
should be made to the company or the person contracted out for cold room maintenance.
6.9 If the maintenance of the cold room cannot be carried out in due time, the cold chain products should be
transferred to another available cold room according to their nature and sensitivity.

Revision: 1 Title: Warehouse Cleaning

approval:
Date:
Pharmaceutical warehouses/stores should be kept tidy. A clean, tidy store is easier to manage. Maintaining a
clean environment requires a regular routine of cleaning shelves and a daily cleaning of floors. A cleaning
schedule should be adhered by the responsible staff. Adequate personnel for scheduled clean up and cleaning
equipment should be made available.
2. Purpose
 To keep receiving, storage and dispatch areas clean
 Maintain a clean working environment
3. Scope
The cleaning tasks for a warehouse/store include cleaning of floors, shelves and warehouse toilets.
4. Responsibilities
Warehouse Manager Enforcing cleaning schedule
Warehouse operatives and Cleaning of warehouses/stores and maintaining clean environment for
cleaners work.
Start
Warehouses shall be cleaned twice every day (clean the well,

carton, shelve, floor, carton)
Floors shall be cleaned every day.
Shelves shall be wiped down every other day.
Toilets shall be cleaned twice a day.
Garbage and scraps collected during working hours should be

placed in covered dust bins until disposal and spills should be
wiped up immediately.
The outside part of the warehouse premise should be regularly

cleaned.
6 Procedures
6.1 Warehouses shall be cleaned twice every day
6.2 Floors shall be cleaned every day.
6.3 Shelves shall be wiped down every other day.
6.4 Toilets shall be cleaned twice a day.
6.5 Garbage and scraps collected during working hours should be placed in covered dust bins until disposal and
spills should be wiped up immediately.
6.6 The outside part of the warehouse premise regularly cleaned.

Revision: 1 Title: Routing and Scheduling Plan

approval:
Date:
Delivery routes should be planned to make the best use of available resources. Delivery routes and schedules
should be arranged so that vehicles start each journey fully loaded. It is inefficient to use large vehicle to deliver
small quantities of supplies. Unless full loads are being dropped off at a single delivery point, a delivery route may
be cheaper to operate than a series of trips back and forth.
2. Purpose
 To plan delivery routes
 Create good communication with drivers.
 To use available resources efficiently and effectively
 To practice good fleet mgt system
3. Scope
A detailed delivery route and scheduling plan should be prepared every fiscal year and reviewed as
required. The plan describes how all warehouses and facilities will be served.
4. Responsibilities
Storage and Distribution Officer Preparation of routing and scheduling plan
Conduct briefing and debriefing session with the drivers before
they leave and on their return
Routing and Scheduling Officer. Day to day follow up of the routing and scheduling activity
Start
Locate each facility (delivery point) on a large scale road

map.
Group delivery points logically by reference to geography

and the road network.
For each group, plan the route that serves HF with the
least kilometers, this may be obvious or you may need to
try a number of iterations.
Calculate the average physical volume required by each

facility in each delivery cycle.
Add the total volume for each route to determine the

necessary truck size.
If one or two routes require exceptionally large or

exceptionally small trucks, consider splitting the very large
routes and combining the small routes with another adjacent
route. Aim for an optimum truck size that will service all
routes reasonable efficiently.
Determine the running time for each route preferable by

debriefing drivers who have the necessary local knowledge.
Cross check their estimate by calculation using an average
running speed of 60 Kph on tarmac and 40 Kph on gravel and
allowing 4 to 6hrs per delivery point. If any route will take more
than 5 days, consider splitting the route.
Schedule the routes as evenly as possible over the 2 month

delivery period. The schedule should cover all routes and provide
some recovery time in case of delay, bad weather and capacity
for emergency orders. It should also include time for planned
vehicle maintenance. (By spreading the routes as evenly as
possible over the 2 month delivery period you also spread the
order processing and warehouse workloads).
Maintain fuel and kilometer

Schedule the warehouse picking and re-supply order receipt and record for each trip with
process phased to each route. respect to each truck/vehicle
under his custody.
Conduct briefing and debriefing session with the drivers before

they leave and on their return. Maintain record for each
driver.
6. Procedures
6.1 Locate each facility (delivery point) on a large scale road map.
6.1 Group delivery points logically by reference to geography and the road network.
6.2 For each group plan the route that serves them all with the least kilometers, this may be obvious or you may
need to try a number of iterations.
6.3 Calculate the average physical volume required by each facility in each delivery cycle.
6.4 Add the total volume for each route to determine the necessary truck size.
6.5 If one or two routes require exceptionally large or exceptionally small trucks, consider splitting the very large
routes and combining the small routes with another adjacent route. Aim for an optimum truck size that will
service all routes reasonable efficiently.
6.6 Determine the running time for each route preferable by debriefing drivers who have the necessary local
knowledge. Cross check their estimate by calculation using an average running speed of 60 Kph on tarmac and
40 Kph on gravel and allowing 4 to 6hrs per delivery point. If any route will take more than 5 days, consider
splitting the route.
6.7 Schedule the routes as evenly as possible over the 2 month delivery period. The schedule should cover all
routes and provide some recovery time in case of delay, bad weather and capacity for emergency orders. It
should also include time for planned vehicle maintenance. (By spreading the routes as evenly as possible over
the 2 month delivery period you also spread the order processing and warehouse workloads).
6.8 Schedule the warehouse picking and re-supply order receipt and process phased to each route.
6.9 Conduct briefing and debriefing session with the drivers before they leave and on their return.
6.10 Maintain driver record for each driver.
6.11 Maintain fuel and kilometer record for each trip with respect to each truck/vehicle under his custody.
6.12 The routing and scheduling plan shall be reviewed now and then
Note: Issues to be discussed during de-briefing attached to this SOP (annex 20).
Annex
Annex 1: Record of incoming goods
PHARMACEUTICALS FUND AND SUPPLY AGENCY
RIG no. ________
Date: _________
¾Ñu= °n‹ SS´Ñu=Á
Record of Incoming Goods (RIG)
Name of Central Store/Branch: _____________________________
Document no. (Way bill, invoice, etc): ________________________
Container & Seal No: _____________________________
Name and tel. no. of the person who delivered the goods__________________
Plate number of the car_________________________________
S/No. Date of receipt Time of Description of the goods received (as it is Unit Quantity Remarks
receipt described on delivery document)
Name and signature of receiving personnel__________________________________
Remark:
1. When items are supplied in pallets, the pallet should be opened in the presence of the responsible officer
2. When items are supplied in containers, the contents of the containers should be described e.g. cartons
Annex 2: Checklist for physical inspection
Annex 3: Transit Transfer Voucher
Annex 4: Good Receiving voucher (GRV)
GRV No: ----------
Date---------------
¾¨<ß °n S[Ÿu=Á Å[c˜
Goods Receiving Voucher (GRV) RDF/Program
Name of receiver (Central Store/Branch) ___________________
Purchase Order number________________________________
Supplier______________________________________
Invoice no. ________________________________
Air way bill No: _______________________________Way bill no._________________
Insurance policy no._______________________
Transfer Voucher no._________________________
S/No Item Description Unit Qty on Qty Unit Total Manufacturer Batch Expiry
code invoice received cost cost no. date
For damaged and short received items
s.no Item Description Unit Damaged Short Unit Total Manufacturer Remarks on
code qty landed cost cost damage and
qty short landed
items
Delivered by: ______________________ Checked by:______________________ Received by:

Name______________ Sig._________________
Distribution: Original: Finance, Copies to: Document follow up, Store, file
Annex 5: Inter organizational Goods Receiving Voucher
IGRV No: -----
Date--------------
¾¨<eØ °n S[Ÿu=Á Å[c˜
Inter Organizational Goods Receiving Voucher (IGRV) RDF/Program
Name of receiver (Central Store/Branch) _____________________
STV no. of sender ________________________________________
Name of sender (Central Store/Branch)_______________________
S/No Item Description Unit Qty Qty Unit Total Manufacturer Batch Expiry
code on received cost cost no. date
STV
S/No Item Description Unit Damaged Short Unit Total Manufacturer Remarks on
code qty received cost cost damage
qty and short
received
items
Delivered by: ______________________ Checked by: ______________________ Received by:

Name______________ Sig._____________
Annex 6: Inter –Store Transfer Voucher

ISTV NO:
Date. ----------------
uSÒ²” ¡õKA‹ SŸŸM ¾¡U‹ƒ T²ª¨]Á Å[c˜
Inter- Store Transfer Voucher (ISTV) RDF/Program
Name of Central Store/Branch _____________________
Transferred from store___________________________
Received by store_______________________________
Reason for transfer______________________________
S/No Item Description Unit Qty Unit Total Manufacturer Batch Expiry
code cost cost no. date
Transferred by; name and sig___________ Checked by ___________
Received by; name and sig. _____________
Distribution: Original: Finance, Copies to: Document follow up, Transferor and receiver
Annex 7: Allocation of breakdown
Annex 8: Issue order
Annex 9: Stock Transfer Voucher
STV No:
Date ----------------
Refer delivery note no (if any)…….......
¾¡U‹ƒ Te}LKòÁ Å[c˜
Stock Transfer Voucher (STV) RDF/Program
Name of transferor (Central Store/Branch) ____________________________________
Transferred from (store name) ________________________________________
Transferred to__________________________________
s.no Item Item Unit Qty Unit Total cost Manufacturer Batch Expiry
code name cost no. date
Sender store: name & sig______________________ Checked by________________
Carrier/Driver: name and sig. _________
s.no Item Item Unit Damaged Short Unit Total Manufacturer Remark on
code name qty received cost cost damage and
qty missing
(missing)
I have received the above goods with the remarks there of in good condition.
Received by: name and sig. _____________
Distribution: Original: Receiver branch/central store, Copies to: Finance, Document follow up, Store, one copy
signed and sealed by receiver and returned to sender
Annex 10: Delivery note
DN NO:
Date-------------
ÁK ªÒ ¡U‹ƒ Te}LKòÁ Å[c˜
Delivery Note (DN) RDF/Program
Name of transferor (Central Store/Branch) ___________________
Transferred from (store name) ____________________________
Transferred to _________________________________
S/No Item Item Unit Qty Unit Total cost Manufacturer Batch Expiry
code name cost no. date
Sender store: name & sig__________________ Checked by________________ Carrier/Driver: name and sig.
_________
S/No Item Item Unit Damaged Short Unit Total Manufacturer Remark on
code name qty received cost cost damage and
qty missing
(missing)
I have received the above goods with the remarks there of in good condition
Annex 11: Discrepancy reporting format
Date----------------
Ÿአአአ አአአ አአአአአአ/አአአአአአ አአአአ አአአአአአ አአአአአ አአአ አአአአአአ

አአአአ/አአአ ]þ[ƒ TÉ[Ñ>Á pê
Reporting format for discrepancies of products received from local manufacturers/suppliers
Manufacturer’s/Supplier’s name: ____________________________________
Recipient store name ________________________________________
Invoice date: ____________
Invoice no.__________
Driver’s name_________
Truck plate no._____________
S/No Item Description Unit Invoiced Received Difference Unit Total Remarks
code cost cost
Qty qty
Receiver: Name and sig __________________ Driver/carrier; name and sig ____________________
Witnesses 1.______________________
2. _____________________
Annex 12: “Receipt for documents”
Annex 13: Cash delivery invoices
¾Ï uÏ ¾°n Te[Ÿu=Á Å[c˜
Delivery Invoice on Cash (DIC)
DIC no------------
Date: ------------
Name of Central Store/Branch_________________________
Name of Store______________________________
Customer name____________________________
Customer Address: Region_____________ Zone:_________Woreda__________ CIV No.__________________
Requisition No.: _____________________________
S/No Item Item name Unit Qty Unit price Total Manufacturer Batch Expiry
code price no. date
Sender store: name & sig__________________ Checked by________ Carrier/Driver: name and sig. _________
S/no Item Item Unit Damaged Short Unit Total Manufacturer Remark on
code name qty received price price damage and
qty missing
(missing)
I have received the above goods with the remarks there of in good condition

Annex 14: Credit delivery invoice
¾Æu? °n Te[Ÿu=Á Å[c˜
Delivery Invoice on Credit (DICR)
DICR no: ---------------
Date: ___________
Name of Central Store/Branch____________________
Name of Store_________________________
Customer name_________________________
Customer Address: Region_____________ Zone________Woreda_______ CIV No.__________________
Requisition No.: _____________________________
s.no Item Item name Unit Qty Unit price Total Manufacturer Batch Expiry
code price no. date
Sender store: name & sig__________Checked by________ Carrier/Driver: name and sig. _____
s.no Item Item Unit Damaged Short Unit Total Manufacturer Remark on
code name qty received price price damage and
qty missing
(missing)
I have received the above goods with the remarks there of in good condition :

Distribution: Original: Reciver branch/central store, Copies to: Finance, Document follow up, Store, one copy
Annex 15: Delivery invoice

Annex 16: Stock Return Memo
SRM NO:
Date. ----------------
¾}SLi °n S[Ÿu=Á Å[c˜
Stock Return Memo (SRM) RDF/Program
Name of Central Store/Branch to which item is returned ______________________
Document no of customer________________________________________
Returned from (Customer name) _______________________ Address__________________
Reason for return______________________________
S/No Item Description Unit Qty Unit Total Manufacturer Batch Expiry
code cost cost no. date
Delivered by: ______________________ Checked by: __________ Received by: Name______________ Sig.____
Annex 17: Certificate of Disposal
Annex 18: Reporting format for “Damage/ Breakage
Date---------------
-
uY^ H>Åƒ ¾T>cu\/¾T>uLg< SÉ’>„‹” Td¨mÁ pê
Reporting format for Items Damaged and Broken during warehouse operation
Name of Central Store/Branch ____________________________________
Store name ________________________________________
s.no Item Item Unit Broken Unit Total Manufacturer Expiry Batch Remarks
code name or cost cost date no.
damaged
Qty
Witnesses: 1.__________________ Store Keeper: ____________________
2.__________________ Verified by:__________________________

Annex 19: Reporting format for cyclic count
Annex 19: Issues to be discussed during de-briefing

Storage and Distribution SOP-For Reference Only

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Acronyms

GRV------Good Receiving Voucher

IGRV----Inter organizational goods receiving voucher

ISTV-----Inter-store transfer voucher

PSD------Pharmaceutical Storage and Distribution

RIG-------Record of incoming goods

SDP------Service Delivery Point

SOP------Standard operating procedure

SRM-----Stock return memo

STV------Stock transfer voucher

Consignment (or delivery)

Frst expiry/ﬁrst out (FEFO)

First in/ﬁrst out (FIFO)

Good distribution practices (GDP)

Good storage practices (GSP)

Revision: 1 Receiving, recording and reporting of new arrivals on

Lead Author: Directorate approval: Management Document no: SOP/PSD/001

Name: Effective Date:

Title: Place: Central /Branch Warehouses

Warehouse manager Receiving, recording and reporting of new arrivals on RIG.

Receive freight documents from

Unload items at receiving area

Verify type and quantities against freight

Discrepancy File a discrepancy report

Record the particulars in the format “Record A copy of the format

A copy of the form may be given to the

Revision: Effective Date: Changed By: Reason

Revision: 1 Title: Physical inspection and arrangement of new arrivals

Lead Author: Directorate approval: Management Document no: SOP/PSD/002

Name: Effective Date:

Title: Place: Central /Branch Warehouses

Arrange items on pallets or other location

Get copies of invoices and packing lists (PO) of

Separate damaged items from usable ones.

Put damaged items in separate place, if any

Put the “loose cartons ‘’ in separate place

Calculate total quantities of the usable and

Verify the total received quantity against the

Notify responsible transit worker the result of the

The transit worker issues a formal transit transfer

Revision: Effective Date: Changed By: Reason

Standard Operating Procedure

Revision: 1 Title: Preparation/filling of Receiving Voucher

Lead Author: Directorate approval: Management Document no: SOP/PSD/003

Name: Effective Date:

Title: Place: Central /Branch Warehouses

Send Invoice/ STV/packing lists and transit transfer

Clerk verifies invoices/STV against relevant

Enter the particulars from invoice/STV in the RV

Indicate damage, missing, and overage in appropriate

After completion of RV send the original and copies for

Storage and distribution officer approves the GRV

The original receiving voucher is sent to costing unit,

Revision: Effective Date: Changed By: Reason

Revision: 1 Title: Put away new arrivals at storage area

Lead Author: Directorate approval: Management Document no: SOP/PSD/004

Name: Effective Date:

Title: Place: Central /Branch Warehouses

Move items arranged by category, type, batch and expiry

No Put products away at

Inter-store transfer voucher is prepared which indicates all the

Confirm quantities transferred from receiving to storage section by

The inter-store transfer voucher is signed by both the storekeepers

Copies of the inter-store transfer voucher are distributed to finance,