STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR

WAREHOUSING OPERATIONS
TITLE : SALES RETURN PROCESS
Reference No:.
Revision No :

1.
2.
3.
4.
5.

WH/SOP/14
00

Subject
Purpose
Terminology
Responsibility
Flow Diagram

:
:
:
:
:

Issue No:.
Effective Date:

00
01/01/2006

Page 1 of 2

Sales Return Process.

To define the receipt process for taking the material in warehouses.
As per SOP/WH/03.
Warehouse Executive

Sales Return

Warehouse

Prepare GRNof actual

qty received.

Finance

Receives
material from
the distributor.

Receives Model wise ESNlist of all the

handsets fromSales Co-ordinator.

Sales

Receives alert as soon

as Return sales order
raisedby Finance.

Sends Model wise ESN

list of all the handsets to
Finance&SCM.

6. Procedure
Step
No.
1
2
3

4
5

Move material fromreceipt area to

systemallocated (BIN's)

Movematerial fromreceipt area

to systemallocated(BIN's)

Receives excess qty

against NewRSO.

Qty Not Match

Enter Consignment
data in thesystem.

Systemcheck
whether received
qty is matching with
RSOqty.

Approves for sales returnandraises

sales return order

SystemgenerateBINlocationfor
OKqty &DOAqty separately.
Capture box No. wise
ESNinthesystemin
thosecases where
SKUis specifiedto
capture ESN.

Qty Match

Segregates the
handsets as per
category, model
Wise

systemgeneratecredit note
todistributor as per GRN

Start

:
Process description

TTSL/TTML Sales coordinator sends the category,

model wise ESN list to Finance / SCM with required
approvals for taking back the stocks
Finance approve for sales return and raises sales
return order
Sales return order should be generated by system
against previous invoice, line item of the said
distributor.
Stock point receives alert with all order details like
distributor, category, product, qty. etc as soon as
Finance generates Return sales order.
In case of DOA cases distributor to ensure that before
sending back to warehouse he has to get it repaired at

Performed by

System / Manual

Sales

Manual

CFH

System

CFH

System

WE

System

Distributor

Manual

STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR

WAREHOUSING OPERATIONS
TITLE : SALES RETURN PROCESS
Reference No:.
Revision No :

WH/SOP/14
00

Issue No:.
Effective Date:

00
01/01/2006

service centre. If service centre not in a position to

repair or replace the material then get certificate from
service centre and produce service centre certificate
to warehouse.
Distributor returns material to warehouse.
If
applicable, along with DOA certificate
System should check whether received qty is
matching with the RSO qty. If Received qty is more
then it shouldnt accept the excess qty.
Segregates the handsets as per category, model
mentioned in the documents.
Capture category wise ESN in the system of the entire
consignment box no. wise only in case of SKU is
specified to capture ESN no. Specification to capture
ESN to be provided in SKU master.
Prepare the GRN for the same.
Based on the GRN, system will generate necessary
financial entries for the distributor.

6
7
8

9
10
11

Page 2 of 2

Distributor

Manual

Sup

System

Sup

Manual

Sup

System

Sup

System

Finance

System

Product specific requirements in Sales Return Process

Handsets
ESN no.s has to be captured box no. wise in the system.

Starter kits
Prepaid / postpaid, RUIM / Non RUIM has to be mentioned clearly in the GRN.
Serial nos have to be capture either in ranges or individually in the sys.

RUIM cards
If it is Replacement RUIM it has to be mentioned clearly in the GRN.
Serial nos have to be capture either in ranges or individually in the sys.

VO Data cards
ESN no.s has to be captured box no. wise in the system.

RCV

Serial nos have to be capture either in ranges or individually in the sys.

VSNL Calling cards

Serial nos have to be capture either in ranges or individually in the sys.

PTB/ Data Cables/ Other accessories

Receipt on quantity basis.

RECORDS
S. No.
1

Records
GRN along with receipt documents (WH/SOP/07/FMT/06)

Stor Location
WH

Retention
Period
8 years