SOP Guide for Pharma

SOP for Updating Storage Locations in ERP or Inventory Systems – V 2.0

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SOP for Updating Storage Locations in ERP or Inventory Systems – V 2.0

Standard Operating Procedure for Updating Storage Locations in ERP or Inventory Systems

Department Warehouse / IT / Quality Assurance
SOP No. SOP/RM/131/2025
Supersedes SOP/RM/131/2022
Page No. Page 1 of 15
Issue Date 27/02/2025
Effective Date 03/03/2025
Review Date 27/02/2026

1. Purpose

This Standard Operating Procedure (SOP) outlines the process for updating and maintaining accurate storage location records in Enterprise Resource Planning (ERP) or inventory management systems to ensure efficient material tracking, prevent discrepancies, and maintain compliance with Good Manufacturing Practices (GMP).

2. Scope

This SOP applies to all warehouse personnel and IT staff involved in the receiving, storing, and managing of raw materials using ERP or inventory management systems.

3. Responsibilities

  • Warehouse Personnel: Accurately record storage locations in ERP systems upon receiving and relocating materials.
  • Warehouse Manager: Review and verify storage location updates regularly and ensure data accuracy.
  • IT Personnel: Maintain the ERP system, troubleshoot issues, and provide training to warehouse staff.
  • Quality Assurance (QA): Conduct periodic audits to ensure ERP data matches physical storage locations.

4. Accountability

The Warehouse Manager is accountable for ensuring that storage locations are accurately updated in the ERP system, while the QA Manager is

responsible for verifying compliance with regulatory standards through regular audits.
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5. Procedure

5.1 Recording Storage Locations in ERP

  1. Receiving Raw Materials:
    • Upon receiving raw materials, warehouse personnel must log into the ERP system using their assigned credentials.
    • Enter the material details, including material name, batch number, quantity, and received date.
    • Select the designated storage location from the system dropdown or manually input the location code.
    • Confirm and save the entry in the ERP system.
    • Document the receiving details in the ERP Update Log (Annexure-1).
  2. Relocating Materials within the Warehouse:
    • When materials are relocated within the warehouse, update the new storage location in the ERP system immediately.
    • Ensure that both the previous and new locations are correctly recorded to maintain an audit trail.
    • Document relocation activities in the Material Relocation Log (Annexure-2).

5.2 Verifying ERP Data Accuracy

  1. Daily Verification:
    • Warehouse personnel must cross-check physical inventory with ERP records at the end of each shift.
    • Any discrepancies must be reported to the Warehouse Manager for immediate correction.
    • Document verification activities in the Daily Verification Log (Annexure-3).
  2. Periodic Audits:
    • QA personnel will conduct monthly audits to ensure ERP records match physical inventory locations.
    • Identify and investigate any discrepancies found during audits.
    • Document audit findings in the ERP Audit Log (Annexure-4).
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5.3 Troubleshooting ERP Issues

  1. System Errors and Data Loss:
    • In case of system errors, warehouse personnel must immediately notify the IT department.
    • IT personnel will investigate, resolve technical issues, and restore lost data from backups if necessary.
    • Document system errors and resolutions in the ERP Troubleshooting Log (Annexure-5).
  2. Training and User Support:
    • IT personnel will provide periodic training to warehouse staff on ERP functionalities and updates.
    • Document training sessions in the ERP Training Log (Annexure-6).

5.4 Handling Deviations and Corrective Actions

  1. Reporting Data Discrepancies:
    • Immediately report any data discrepancies, such as incorrect storage locations or missing entries, to the Warehouse Manager and QA.
    • Document discrepancies in the Data Discrepancy Log (Annexure-7).
  2. Corrective Actions:
    • Investigate the cause of discrepancies and implement corrective actions, such as data correction, staff retraining, or process adjustments.
    • Document corrective actions in the Corrective Action Log (Annexure-8).
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6. Abbreviations

  • SOP: Standard Operating Procedure
  • ERP: Enterprise Resource Planning
  • GMP: Good Manufacturing Practice
  • QA: Quality Assurance

7. Documents

  1. ERP Update Log (Annexure-1)
  2. Material Relocation Log (Annexure-2)

8. References

  • 21 CFR Part 211 – Current Good Manufacturing Practice for Finished Pharmaceuticals
  • WHO GMP Guidelines
  • ISO 9001:2015 – Quality Management Systems Requirements

9. SOP Version

Version: 2.0

10. Approval Section

Prepared By Checked By Approved By
Signature
Date
Name
Designation
Department

11. Annexures

Annexure-1: ERP Update Log

Date Material Name Batch Number Storage Location Updated By
27/02/2025 API A Batch1234 Warehouse A – Shelf 5 Ravi Kumar

Annexure-2: Material Relocation Log

Date Material Name Old Location New Location Relocated By
27/02/2025 API A Warehouse A – Shelf 5 Warehouse B – Shelf 2 Sunita Sharma

Revision History:

Revision Date Revision No. Revision Details Reason for Revision Approved By
01/01/2024 1.0 Initial Version New SOP QA Head
27/02/2025 2.0 Updated ERP Handling Procedures Regulatory Compliance QA Head
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