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SOP GRN Pharma

This 3 sentence summary provides the key details about receiving goods from vendors at Central Medical Stores: The document outlines the process for receiving goods from vendors which includes pre-checks of accompanying documents, physically checking materials against invoices, creating a Good Receipt Note for data entry, approving the GRN to update inventory, and properly storing received stocks according to storage procedures. It assigns responsibilities to the Central Stores Pharmacist, data entry operator, and in-charge for receiving goods and updating the inventory.

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Dr. Navya Pakalapati
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485 views

SOP GRN Pharma

This 3 sentence summary provides the key details about receiving goods from vendors at Central Medical Stores: The document outlines the process for receiving goods from vendors which includes pre-checks of accompanying documents, physically checking materials against invoices, creating a Good Receipt Note for data entry, approving the GRN to update inventory, and properly storing received stocks according to storage procedures. It assigns responsibilities to the Central Stores Pharmacist, data entry operator, and in-charge for receiving goods and updating the inventory.

Uploaded by

Dr. Navya Pakalapati
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SOP No Name of the SOP Approved On

Receiving Goods (Good Receipt Notes)


CMS001-RG Pharma/Disposables/Consumables/Radiology &
Item Categories Imaging/Lab Chemical, Reagents, Lab ware
Implemented At Scope Related Department/s Page No:
All Stores Local or outstations that
Central Medical Stores Purchase 1-2
receive goods from Vendors.

Definition Activity through which stocks supplied by the vendors are entered into the inventory.

Location Receipts Bay. This is to separate the entry & exit points for materials. Further this will bring down
the errors occurring due to mixing of materials in situation where there are transfers/issues and
receipts happening simultaneously.
Pre-Checks 1. Upon receipt of the material, the accompanying document should be checked for the
following:
a. Invoice number should be same on all the copies.
b. Whether PO number & date is mentioned.
c. Check for the PO mentioned in MediBus. If no PO, then refer Exception Handling
at the bottom.
d. Check for the Security Stamp & security register serial number on reverse side.

Process 1. Check the material in the following manner:


a. Ask the supplier to arrange the goods in the order of the invoice.
b. All the copies of the invoice & DC should be with the receiving pharmacist.
c. Check the materials for Batch number, Expiry, Quantity with the invoice/dc. If any
of these details are not same than consider returning the products with the
differences. Note: More than 2 batches per item should not be accepted.
d. If the items are urgently required than the receiving pharmacist should correct
the details, counter sign and make the supplier also to counter sign near the
modification.
e. Received quantities that are in excess to the PO quantities should be returned
except in case of pack adjustments. Modifications are counter signed.
2. Once the stocks are checked physically, they should be kept in receipts bay,
acknowledgment be issued to supplier, the invoice/dc be recorded manually in the
inward register kept at the receipt bay.
3. The original invoice/dc will be passed to the Data Entry Operator (DEO) for entry into the
inventory module. The DEO will have the right to Save the GRN only. DEO writes the GRN
number generated by the Inventory module on the Invoice/DC.
4. The saved GRN is checked by the Central Pharmacy In-Charge for correctness of entries
by comparing invoice/dc against GRN. If no anomaly is found, the GRN is Saved &
Approved through the login Id of the In-Charge and the stocks are updated or committed
to the inventory.
5. After the Approval of GRN the stock is removed from the Receipt Bay and properly
stocked as per SOP for Storage.
6. The original receipt documents should be sent to accounts as per SOP for Receipt
Documents.
Job Responsibility Central Stores Pharmacist/DEO/In-Charge.
Exception Handling If there is no purchase order for a receipt then:
1. Check upon whose request the item has come.
2. Purchase should sign the Invoice/DC before goods are accepted for Qtys & Product.
SOP No Name of the SOP Approved On
Receiving Goods (Good Receipt Notes)
CMS001-RG
Item Categories Pharma/Disposables/Consumables/Radiology
Implemented At Scope Related Department/s Page No:
All Stores Local or outstations that
Central Medical Stores Purchase 2-2
receive goods from Vendors.
Effective From Reviewed on

Prepared By Checked By Approved By

Name
Signature

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