FG Warehouse SOPs Executive with Steps — Field Quick Guide
📑 SOP Index – FG Warehouse
Daily Production Handover
Daily Receipt (Production Facility)
Managing Receipts From DRC
📌 1. Daily Production Handover
🔧 Step 1: The Production team will hand over the daily “Production Handover Sheet,” which includes the report’s page sequence number for each operation and the item quantities, to the Warehouse In-Charge. The Warehouse team will count the items and acknowledge receipt.
💻 System: Partially
✅ Implemented: ✔️
📌 2. Daily Receipt (Production Facility)
🔧 Step 1: Move the items to designated zone based on SKU and batch wise separated.
🔧 Step 2: Enter the details into Stores System (RBS) and post the transaction, The hard copy is printed and 'prepared by', 'approved by' and 'received by' signatures are obtained.
🔧 Step 3: If any discrepancies are found, inspect and record them, prepare a report, and obtain management approval for the required actions to resolve the variances.
📌 3. Managing Receipts From DRC
🔧 Step 1: Based on expected Sales requirement (customer orders) and same month of previous years utilization, Warehouse In-charge will make the Monthly Forecast of Stock requirement of DRC stock and email to DRC.
🔧 Step 2: Monthly PR is prepared by warehouse In-charge based on the Forecast.
🔧 Step 3: Monthly PO is prepared by warehouse In-charge based on the Forecast.
📌 4. Managing Dispatches to Al Ain
🔧 Step 1: Abu Dhabi Warehouse In-charge will receive the daily requirements from Al Ain Warehouse In-Charge via email
🔧 Step 2: QC In-charge will inspect the items for dispatch and document in 'Warehouse Material Transfer Report'. Warehouse Assistant and Warehouse In-Charge will check and verify the document.
🔧 Step 3: Abu Dhabi Warehouse supervisor will create the 'Stock Transfer Note' and Abu Dhabi Warehouse In-Charge will approve.
📌 5. Managing Receipts from Al Ain Warehouse
🔧 Step 1: Al Ain Warehouse In-charge will receive the weekly requirement from Abu Dhabi Warehouse In-Charge via email
🔧 Step 2: QC In-Charge will inspect the items for dispatch and document in 'Warehouse Material Transfer Report'. Warehouse Assistant and Warehouse In-Charge will check and verify the document.
🔧 Step 3: Al Ain Warehouse supervisor will create the 'Stock Transfer Note' and Al Ain Warehouse In-charge will approve.
📌 6. Damaged Goods (During Warehouse handling)
🔧 Step 1: Damaged items will be moved to the repacking area, and the details (quantity, reason, repacked) will be documented in the Daily Damage Report.
🔧 Step 2: A third-party contractor will collect the items for disposal on a daily basis.
🔧 Step 3: Enter the details into Stores System (RBS) and post the transaction.
📌 7. Physical Stock Count -Daily
🔧 Step 1: Warehouse In-Charge along with Warehouse Assistant will do a daily stock count
🔧 Step 2: Updated the detail in the RBS system in Stock Status.
🔧 Step 3: If any discrepancies are found, inspect and record them, prepare a report, and obtain management approval for the required actions to resolve the variances.
📌 8. Physical Stock Count -Monthly
🔧 Step 1: On the last day of the month, the Warehouse Assistant will conduct a stock count along with Warehouse In-Charge and Finance Dept Representative and update the 'Stock Status Report' print out on the actual available on the floor. The stock count is carried out at the following locations:1. Designated Zone2. Abu Dhabi Loading Area3. Al Ain Loading AreaThe outcome is reported to Warehouse Manager and Finance Manager if there is any variance found.
💻 System: Yes
✅ Implemented: ✔️
📌 9. Physical Stock Count -Yearly
🔧 Step 1: On the last day of the year, the Warehouse Assistant will conduct a stock count along with Warehouse In charge, External Audit and Finance Dept Representative and update the 'Stock Status Report' print out on the actual available on the floor. The stock count is carried out in the following:1. Designated Zone2. Abu Dhabi Loading Area3. Al Ain Loading AreaThe outcome is reported to Warehouse Manager and Finance Manager if there is any variance found.Please Note: PCI also will conduct a yearly stock count of finished goods and concentrate raw materials.
💻 System: Yes
✅ Implemented: ✔️
📌 10. Transfer of Goods from Designated Area to Loading Area
🔧 Step 1: Warehouse Assistant will prepare 'Daily Transfer Report' sheet in MS Excel and along with Forklift operator, The Warehouse Assistant will arrange to move the items from Designated Zone to Loading Area in a FEFO (First Expiry Frist Out) order.
🔧 Step 2: Warehouse Assistant will prepare the 'Stock Transfer Note' and Warehouse In-charge will approve and post in the system
💻 System: Partially
📌 11. Finished Good Issue to Customers (Load In)
🔧 Step 1: Based on customer order , sales invoice (sales request) will be prepared by Sales man in the Hand-Held Device (HHD)
🔧 Step 2: Once they reach the Warehouse, HHD will be uploaded to the system and Gate Pass Out will be generated and printed out
🔧 Step 3: Items are loaded to Sales Truck according to the Gate Pass Out. Verified by the Salesman, Warehouse Team and Gatekeeper
📌 12. Finished Good Return ( Off load)
🔧 Step 1: Sales Truck with unsold items arrives at the Gate and Gate keeper verifies the printed out of 'Route Van Stock' (Issued to the Van (Loadout Added) - Sold = Available in the Van)
🔧 Step 2: Warehouse Assistant will do the cross checking of items in the van before offloading (Flavor wise). Forklift Operator will offload the items to Loading Area.
🔧 Step 3: Upon confirmation from Warehouse Assistant, the Salesman will print the 'Load in' and 'Off Load' report and arrange with IT department to offload the data in the HHD to the system and Load Summary Report will be printed out
📌 13. Goods Return Voucher (GRV)
🔧 Step 1: Warehouse In-Charge will receive an email from Sales team or by verbal confirmation to accept return of goods
🔧 Step 2: Salesman will bring the items back to warehouse along with Goods Return Voucher from customer.Please Note: Stages of 'Finished Good Return (Off load)' process will be followed at the warehouse
🔧 Step 3: Sales Supervisor will send an email to IT Team and Warehouse In-charge to allocate return receipt in system and Credit Note is generated and Warehouse In-Charge will verify the count in the system.
📌 14. Supporting Material Receipts (Post Mix)
🔧 Step 1: Same as raw material receipt (GRN _ Material _ Import Receipts / Local Receipts -process mentioned in the Store Process will be followed ). However, items will be stored in the finished goods warehouse in separate zone.
💻 System: Yes
✅ Implemented: ✔️
📌 15. Daily Stock Report
🔧 Step 1: Daily physical stock report ("Daily Stock Report") is maintained in MS Excel in AUH and AL Ain and a combined report is prepared and circulated to all the key stakeholders (stores, production and sales teams) for information on stock availability and planning purposes.
💻 System: No
✅ Implemented: ✔️
📌 16. Pre Sales Trucks Loading
🔧 Step 1: Transport Coordinator from the Logistics Department will initiate the stock order for the trucks based on 'customer online orders' and 'pre-seller collected orders' in the system.
🔧 Step 2: A gate pass will be generated from the system by the FG Warehouse team for truck loading and order dispatch.
🔧 Step 3: Items are loaded onto the sales truck according to the gate pass. Verification is done by the salesman, warehouse team, and gatekeeper.
📌 17. Other Daily Reports
🔧 Step 1: Warehouse team will prepare the following reports: on a daily basis:1. Cleaning Reports and Checklists (for the warehouse and associated area)2. Daily Product Loading Report (FIFO based) (First-In Fist-Out)3. Daily Warehouse Report ( Storage Utilization, Productivity, Stock Status, Warehouse Waste etc.)4. Daily Load Summary Report ( Load In, Load Out and Return with Return Percentage)on a monthly basis:1. Stock Aging Report2. Closing Stock for PI Report
