DOCUMENT ISSUANCE / AMENDMENT / DISTRIBUTION RECORD

DOCUMENT CONTROL NO. : 019

AREA: PURCHASES AND PAYABLES
TITLE : RECEIPT OF GOODS AT WAREHOUSE PROCESS
DOCUMENT NO. : PP.SC.I ISSUE DATE :
WRITTEN BY : BPR Team APPROVAL :

Effective From Detail of Amendments

ELECTRONIC DISTRIBUTION:

MK HRA IT SL FIN SCM RR IA

Department

To be filled only in case of issuance in hard copies:

Issued To

No. of Copies

Signatures
 STYLO Shoes
As-Is Business Process Documentation
Key Legends:
Business Group: STYLO Shoes
Division: Supply Chain Manual Key Control
Level 1 Process: Purchases and Payables
Automated Control
Documentation level: PP.SC.I Receipt of Goods at Warehouse Process
Process Owner(s): Director Supply Chain, Manager Warehouse Decision Link
System: MS AX 365, MS Excel
Financial (F), Operational (O) and Compliance (C)

Process Flow Narration

Vehicle
Register
PP.SC.I.1 Security Guard ensures that shipment is
From
Start Updated in the name of STYLO Group by checking the
Supplier
Bility, makes an entry in the Vehicle Register and
forwards to Warehouse Officer along with Supplied
Security Guard
Cartons of Goods Acknowledgement received from Supplier
Bility
Shoes/Apparel (Driver).
/ Ensures that shipment is in the name
the Bility, makes an entry in the Vehicle Register and forwards to Warehouse Officer along with Supplied Goods Acknowledgement received from Supplier (Driver)
Bility
There are three copies of Supplied Goods
Supplied Goods
Acknowledgement Acknowledgement which are received at warehouse
i.e.
Supplied Goods
Acknowledgement PP.SC.I.1 Pink Copy : Supplier
Bility
White Copy : Warehouse
Yellow Copy: Warehouse
Bility Warehouse Officer - Receiving Supplied Goods
Acknowledgeme
nt PP.SC.I.2 Warehouse Officer - Receiving confirms
pproved Purchased Order, gives go head to Security Guard to allow permission for unloading stock & to prepare Inward Gate Pass by forwarding Receiving Binder
Supplied Goods the existence of approved Purchased Order, gives go
Acknowledgemen
head to Security Guard to allow permission for
t
unloading stock & to prepare Inward Gate Pass.
Receiving
Binder
Purchased
Order Approval
PP.SC.I.2
& Monitoring
Process

Warehouse Officer - Receiving

PP.SC.I.3 Warehouse Officer emails Category
Approved PO Emails Category Head SC
No Head SC Planning regarding unapproved PO along
Exists? Planning regarding
Approved Purchased unapproved PO along with with detail of goods received
Order detail of goods received

PP.SC.I.3
PP.SC.I.
PP.SC.I.6
4 Email regarding Unapproved
PO

Email regarding
Category Head SC
Approved PO PP.SC.I.4 Category Head SC gives go ahead to
Gives go ahead to receive goods
& completes the Purchase Order
receive goods & completes the Purchase Order
Approval Process; emails the Approval Process; emails the intimation regarding
intimation regarding the
Yes approval of PO
the approval of PO to Warehouse Officer.
to Warehouse Officer
PP.SC.I.4

Purchased
Order Approval
& Monitoring
Process

Email regarding
Approved PO

PP.SC.I.2
 STYLO Shoes
As-Is Business Process Documentation
Key Legends:
Business Group: STYLO Shoes
Division: Supply Chain Manual Key Control
Level 1 Process: Purchases and Payables
Automated Control
Documentation level: PP.SC.I Receipt of Goods at Warehouse Process
Process Owner(s): Director Supply Chain, Manager Warehouse Decision Link
System: MS AX 365, MS Excel
Financial (F), Operational (O) and Compliance (C)

Process Flow Narration

Warehouse Officer - Receiving

Emails Category Head SC PP.SC.I.5 Warehouse Officer - Receiving emails Category

Received Quantity in Planning regarding excess Head SC Planning regarding excess quantity received along
excess of Approved PO?
Ye quantity received along with
s detail of goods received with detail of goods received.
PP.SC.I.5

Email regarding
excess quantity
received

Category Head SC

Gives go ahead to receive PP.SC.I.6 Category Head SC gives go ahead to receive

goods & completes the Purchase Order Approval Process;
goods & completes the Purchase Order Approval Process; emails the intimation regarding the approval of PO for excess quantity to Warehouse Officer - Receiving

emails the intimation regarding the approval of PO for excess

quantity to Warehouse Officer - Receiving.
PP.SC.I.6
Purchased
No Order Approval
& Monitoring
Process

Email regarding
Approved PO

PP.SC.I.2

Receiving
Binder
Security Guard

ng Binder, signs the same & obtains signatures from Supplier, forwards one copy to Warehouse Officer, 1 copy to Supplier, keeps one copy in IGP Book for record purposes
Receiving
Inward Gate Pass
PP.SC.I.7 Security Guard prepares Inward Gate Passes in 3
Binder copies based on Receiving Binder, signs the same & obtains
signatures from Supplier, forwards one copy to Warehouse
Officer, 1 copy to Supplier, keeps one copy in IGP Book
Inward Gate Pass
PP.SC.I.7
for record purposes .

IGP
Book

Inward Gate Pass

Vendor
 STYLO Shoes
As-Is Business Process Documentation
Key Legends:
Business Group: STYLO Shoes
Division: Supply Chain Manual Key Control
Level 1 Process: Purchases and Payables
Automated Control
Documentation level: PP.SC.I Receipt of Goods at Warehouse Process
Process Owner(s): Director Supply Chain, Manager Warehouse Decision Link
System: MS AX 365, MS Excel
Financial (F), Operational (O) and Compliance (C)

Process Flow Narration

Inward Gate Pass (Warehouse

Receiving
Binder Warehouse Officer - Receiving Copy)

PP.SC.I.8
y physical stock (boxes, packing etc.) with Supplied Goods Acknowledgement by providing the same, files IGP Warehouse copy for record Warehouse
purposes Officer - Receiving instructs
Receiving
Warehouse Helper to tally physical stock (boxes, packing
Binder etc.) with Supplied Goods Acknowledgement by providing
Inward Gate Pass
the same, files IGP Warehouse copy for record purposes.

PP.SC.I.8
Supplied Goods
Acknowledgement

Supplied Goods
Acknowledgement

Receivin
Warehouse Helper g Binder
PP.SC.I.9 Warehouse Helper tallies the received stock with
Supplied Goods Acknowledgement, opens cartons on sample
ens cartons on sample basis to tally articles & records results carton wise on a Goods Received Form, signs the same & forwards to Warehouse Officer - Receiving; files Supplied Goods Acknowledgement
Supplied Goods
Acknowledgement
basis to tally articles & records results carton wise on a
Goods Received Form, signs the same & forwards to
Goods Received
Form Warehouse Officer - Receiving; files Supplied Goods
Acknowledgement.
PP.SC.I.9
O Cartons of
Shoes/Apparel
/

Warehouse Officer - Receiving Goods Received

Form PP.SC.I.10 Warehouse Officer - Receiving enters the details
in the system to raise a Goods Received Note in Quality
Enters the details in the system to raise a Goods Received Note in Quality Warehouse; files Goods Received Form
Warehouse; files Goods Received Form.
Goods Received
Form Receivin
g Binder
Note: Warehouse Officer - Receiving can only change
PP.SC.I.10
quantity in GRN which is tallied with Goods Received Form.

Goods
Received Note
 STYLO Shoes
As-Is Business Process Documentation
Key Legends:
Business Group: STYLO Shoes
Division: Supply Chain Manual Key Control
Level 1 Process: Purchases and Payables
Automated Control
Documentation level: PP.SC.I Receipt of Goods at Warehouse Process
Process Owner(s): Director Supply Chain, Manager Warehouse Decision Link
System: MS AX 365, MS Excel
Financial (F), Operational (O) and Compliance (C)

Process Flow Narration

Inventory Module AX 365

Generates a Goods Received Note in Quality Warehouse PP.SC.I.11 Inventory Module AX 365 generates a Goods
Goods Goods Received Note in Quality Warehouse.
Received Note Received Note

PP.SC.I.11
O

Warehouse Officer - Receiving Goods Received

Form

PP.SC.I.12 Warehouse Officer - Receiving prints two

copies
Prints two copies of GRN, files one copy for record purposes & forwards other of GRN,
to Quality files one copy for record purposes &
Officer
Goods Receivin
Received Note g Binder forwards other to Quality Officer.

PP.SC.I.12

Goods Received
Form

Quality of
Received
End Goods
Process