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
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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
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Review of Purchase Orders and Supplier Information
- Procurement provides the Warehouse and QA with POs and supplier documentation, including:
- Vendor names, addresses, and contact information.
- Supplier certifications and regulatory compliance documents.
- Ensure that the vendor is listed in the company’s approved vendor list.
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Preparation for Vendor Verification
- Warehouse personnel ensure that all required documentation, such as delivery notes and invoices, is available for verification.
- QA reviews supplier certifications to ensure regulatory compliance before material receipt.
5.2 Vendor Verification During Material Receipt
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Cross-Verification of Vendor Details
- 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.
- Record vendor details in the Raw Material Receiving Register (Annexure-1).
-
Identification of Discrepancies
- 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
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Deviation Reporting
- QA initiates a Deviation Report (Annexure-2) for any discrepancies identified during vendor verification.
- Document the nature of the discrepancy, including:
- Incorrect vendor name, address, or contact information.
- Missing or invalid supplier certifications.
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Corrective Actions by Procurement
- Procurement contacts the vendor to resolve discrepancies and request updated documentation if necessary.
- Ensure that vendor details in the master list and POs are updated to reflect accurate information.
5.4 Final Disposition of Materials
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Approval or Rejection of Materials
- 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.
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Supplier Communication and Documentation
- Procurement ensures that suppliers are informed of discrepancies and that corrective actions are implemented.
- 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
- Raw Material Receiving Register (Annexure-1)
- Deviation Report (Annexure-2)
- Purchase Orders (POs) and Delivery Documents
- 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
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Prepared By |
Checked By |
Approved By |
Signature |
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Date |
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Name |
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Designation |
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Department |
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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. |