Standard Operating Procedure for Goods Reconciliation

Purpose

The purpose of this SOP is to establish procedures for conducting goods reconciliation within the pharmaceutical distribution facility, ensuring accurate inventory management and compliance with regulatory requirements.

Scope

This SOP applies to all personnel involved in the receipt, storage, handling, and distribution of pharmaceutical products within the facility, as well as those responsible for inventory management and regulatory compliance.

Responsibilities

• The Inventory Manager is responsible for overseeing goods reconciliation procedures and ensuring that inventory records are accurate and up-to-date.
• The Warehouse Supervisor is responsible for conducting regular goods reconciliation activities and resolving any discrepancies identified during the process.
• All personnel are responsible for adhering to procedures outlined in this SOP and reporting any issues or discrepancies related to goods reconciliation to the Inventory Manager or Warehouse Supervisor.

Procedure

1. Inventory Check:
   • Conduct regular physical inventory checks to verify the accuracy of inventory records and identify any discrepancies.
   • Compare physical inventory counts with recorded inventory levels in the inventory management system.
2. Documentation Review:
   • Review documentation related to incoming and outgoing goods, including shipping and receiving records, transfer orders, and inventory adjustment forms.
   • Ensure that all inventory transactions are accurately recorded and documented in accordance with established procedures.
3. Discrepancy Resolution:
   • Investigate any discrepancies identified during the goods reconciliation process to determine the root cause.
   • Take corrective actions to resolve discrepancies, such as adjusting inventory records, conducting recounts, or investigating possible theft or loss.
4. Reconciliation Report:
   • Generate a reconciliation report summarizing the results of the goods reconciliation process, including any discrepancies identified and actions taken to resolve them.
   • Review the reconciliation report with relevant personnel, such as the Inventory Manager and Warehouse Supervisor, to ensure that all discrepancies have been addressed and resolved.
5. Continuous Improvement:
   • Implement measures to prevent future inventory discrepancies, such as improving inventory tracking systems, enhancing security measures, or providing additional training to personnel.
   • Regularly review goods reconciliation procedures and make updates as necessary to improve accuracy and efficiency.

Abbreviations

• SOP – Standard Operating Procedure

Documents

Reference documents related to goods reconciliation may include:

• Inventory records
• Shipping and receiving documents
• Transfer orders
• Inventory adjustment forms
• Reconciliation reports

Reference

Good Distribution Practice Guidelines

SOP Version

Version 1.0