SOP Guide for Pharma

SOP for Cross-Verification of Vendor Details in Material Receipt Logs – V 2.0

SOP for Cross-Verification of Vendor Details in Material Receipt Logs – V 2.0

Standard Operating Procedure for Cross-Verification of Vendor Details in Material Receipt Logs

Department Warehouse / Quality Assurance / Procurement
SOP No. SOP/RM/040/2025
Supersedes SOP/RM/040/2022
Page No. Page 1 of 15
Issue Date 01/02/2025
Effective Date 05/02/2025
Review Date 01/02/2026

1. Purpose

This Standard Operating Procedure (SOP) outlines the process for cross-verifying vendor details during the receipt of raw materials. Ensuring that vendor information is accurate and consistent across purchase orders, delivery documents, and material receipt logs is critical for maintaining supply chain integrity and regulatory compliance. This SOP ensures:

  • Accurate documentation of vendor details in material receipt logs.
  • Verification of supplier compliance with regulatory and contractual requirements.
  • Timely identification and correction of discrepancies in vendor information.
  • Proper coordination between the Warehouse, Quality Assurance (QA), and Procurement teams.

2. Scope

This SOP applies to all raw materials received at the facility, focusing on the verification of vendor details during receipt and documentation. It includes:

  • Procedures for cross-verifying vendor names, addresses, contact information, and supplier certifications.
  • Responsibilities of Warehouse, QA, and Procurement teams in vendor verification.
  • Documentation of discrepancies and implementation of corrective actions.

3. Responsibilities

  • Warehouse Personnel:
    • Verify that vendor details on delivery documents match
the information on purchase orders (POs) and supplier agreements.
  • Record accurate vendor information in the Raw Material Receiving Register (Annexure-1).
  • Report discrepancies in vendor details to QA and Procurement immediately.
  • Quality Assurance (QA) Team:
    • Review and verify vendor compliance with regulatory and quality requirements.
    • Investigate discrepancies in vendor information and coordinate corrective actions with Procurement.
    • Approve or reject materials based on the accuracy and consistency of vendor information.
  • Procurement Department:
    • Ensure that vendor details in POs are accurate and up-to-date.
    • Coordinate with vendors to resolve discrepancies and ensure supplier compliance.
    • Maintain a master list of approved vendors and update it regularly.
  • 4. Accountability

    The Warehouse Manager is responsible for ensuring that vendor details are accurately recorded and verified during material receipt. The QA Manager holds the authority to approve or reject materials based on vendor verification. The Procurement Manager is accountable for maintaining accurate vendor records and resolving discrepancies.

    5. Procedure

    5.1 Pre-Receipt Preparations

    1. Review of Purchase Orders and Supplier Information
      1. Procurement provides the Warehouse and QA with POs and supplier documentation, including:
        • Vendor names, addresses, and contact information.
        • Supplier certifications and regulatory compliance documents.
      2. Ensure that the vendor is listed in the company’s approved vendor list.
    2. Preparation for Vendor Verification
      1. Warehouse personnel ensure that all required documentation, such as delivery notes and invoices, is available for verification.
      2. QA reviews supplier certifications to ensure regulatory compliance before material receipt.

    5.2 Vendor Verification During Material Receipt

    1. Cross-Verification of Vendor Details
      1. Warehouse personnel cross-verify vendor details on delivery documents with the information on POs:
        • Vendor name and address must match exactly.
        • Contact information, such as phone numbers and emails, should be consistent.
        • Supplier certifications should be current and valid.
      2. Record vendor details in the Raw Material Receiving Register (Annexure-1).
    2. Identification of Discrepancies
      1. If discrepancies in vendor details are identified:
        • Warehouse personnel immediately report the discrepancies to QA and Procurement.
        • Quarantine the affected materials until discrepancies are resolved.

    5.3 Documentation and Corrective Actions

    1. Deviation Reporting
      1. QA initiates a Deviation Report (Annexure-2) for any discrepancies identified during vendor verification.
      2. Document the nature of the discrepancy, including:
        • Incorrect vendor name, address, or contact information.
        • Missing or invalid supplier certifications.
    2. Corrective Actions by Procurement
      1. Procurement contacts the vendor to resolve discrepancies and request updated documentation if necessary.
      2. Ensure that vendor details in the master list and POs are updated to reflect accurate information.

    5.4 Final Disposition of Materials

    1. Approval or Rejection of Materials
      1. QA reviews the resolved discrepancies and determines the final disposition of the materials:
        • Materials with verified vendor details are labeled “Accepted” and moved to designated storage areas.
        • Materials with unresolved discrepancies are labeled “Rejected” and moved to the rejection area.
    2. Supplier Communication and Documentation
      1. Procurement ensures that suppliers are informed of discrepancies and that corrective actions are implemented.
      2. Document all communications with suppliers and maintain records for future reference.

    6. Abbreviations

    • SOP: Standard Operating Procedure
    • GMP: Good Manufacturing Practice
    • QA: Quality Assurance
    • PO: Purchase Order
    • CoA: Certificate of Analysis
    • MSDS: Material Safety Data Sheet

    7. Documents

    1. Raw Material Receiving Register (Annexure-1)
    2. Deviation Report (Annexure-2)
    3. Purchase Orders (POs) and Delivery Documents
    4. Supplier Certifications and Regulatory Compliance Documents

    8. References

    • 21 CFR Part 211 – Current GMP for Finished Pharmaceuticals (US FDA)
    • EU GMP Guidelines Part I – Basic Requirements for Medicinal Products
    • ICH Q7 – GMP for Active Pharmaceutical Ingredients
    • Company-Specific Procurement, QA, and Warehouse Policies

    9. SOP Version

    Version: 2.0

    10. Approval Section

    Prepared By Checked By Approved By
    Signature
    Date
    Name
    Designation
    Department

    11. Annexures

    Annexure-1: Raw Material Receiving Register

    Date Supplier Name Material Name Batch Number PO Number Vendor Address Contact Information Verification Status Remarks
    01/02/2025 ABC Chemicals API-X X-2025-001 PO-12345 123 Industrial Zone, City A +1-555-1234, info@abcchem.com Verified Accepted
    02/02/2025 XYZ Pharma Excipient-Y Y-2025-002 PO-67890 456 Pharma Street, City B +1-555-5678, contact@xyzpharma.com Discrepancy in Address Quarantined, Pending Resolution

    Annexure-2: Deviation Report

    Deviation Number Date Supplier Name Material Name Description of Deviation Root Cause Corrective Action Status
    DEV-001/2025 01/02/2025 ABC Chemicals API-X None N/A N/A Closed
    DEV-002/2025 02/02/2025 XYZ Pharma Excipient-Y Discrepancy in Vendor Address Incorrect Supplier Database Entry Updated Address in Supplier Records Closed

    Revision History:

    Revision Date Revision No. Revision Details Reason for Revision Approved By Page No. Ref. Point No. Details of Revision
    01/01/2024 1.0 Initial Version New SOP Creation QA Head All All Established procedures for cross-verification of vendor details in material receipt logs.
    01/02/2025 2.0 Added Supplier Communication and Corrective Actions Standardization of Document QA Head All All Included detailed documentation and resolution steps for vendor discrepancies.
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