SOP Guide for Pharma

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

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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:

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:

3. Responsibilities

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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.
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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

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
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8. References

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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