Standard Operating Procedure for Goods Dispatch and Shipment

Purpose

The purpose of this SOP is to establish procedures for the accurate and efficient dispatch and shipment of goods from the pharmaceutical distribution facility, ensuring compliance with regulatory requirements and Good Distribution Practice (GDP) guidelines.

Scope

This SOP applies to all personnel involved in the dispatch and shipment of goods, including warehouse staff, logistics personnel, and transportation providers.

Responsibilities

• The Warehouse Supervisor is responsible for coordinating the dispatch process and ensuring that goods are prepared for shipment accurately and on time.
• The Logistics Coordinator is responsible for coordinating transportation arrangements and ensuring that shipments are delivered to the correct destinations.
• All personnel involved in the dispatch process are responsible for following procedures outlined in this SOP and reporting any issues or discrepancies to the Warehouse Supervisor or Logistics Coordinator.

Procedure

1. Order Verification:
   • Verify that all orders for dispatch are accurate and complete, including product quantities, specifications, and shipping details.
   • Check for any special handling requirements or customer instructions associated with the orders.
2. Goods Preparation:
   • Retrieve the required products from storage areas and verify their identity and condition against the order specifications.
   • Package goods securely using appropriate packaging materials and methods to prevent damage or contamination during transit.
3. Documentation:
   • Prepare shipping documentation, including packing lists, invoices, shipping labels, and any required regulatory or customs documentation.
   • Ensure that all documentation is accurate, complete, and compliant with regulatory requirements and customer specifications.
4. Transportation Arrangements:
   • Coordinate transportation arrangements with approved carriers or logistics partners based on the shipping requirements and destination.
   • Provide carriers with all necessary shipment information, including pickup location, delivery address, and special instructions.
5. Goods Loading:
   • Ensure that goods are loaded onto transportation vehicles securely and in accordance with loading procedures to prevent shifting or damage during transit.
   • Verify that all loaded goods match the corresponding shipping documentation and that no items are missing or damaged.
6. Shipment Tracking:
   • Monitor the progress of shipments in transit using tracking systems or communication with carriers.
   • Provide customers with shipment tracking information and updates as requested or required.
7. Delivery Confirmation:
   • Confirm delivery of shipments with customers or receiving parties upon receipt.
   • Document delivery confirmation and any discrepancies or issues encountered during delivery.

Abbreviations

• GDP – Good Distribution Practice
• SOP – Standard Operating Procedure

Documents

Reference documents related to goods dispatch and shipment may include:

• Order forms and specifications
• Packing lists
• Shipping invoices
• Shipping labels
• Customs documentation
• Carrier agreements

Reference

Good Distribution Practice Guidelines

SOP Version

Version 1.0