___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 1 of 7

Procedure change history

Version # Replaced version prepared by Reviewed by Approved by

Name
01 None Sign
Date
Annual Review Table for unchanged documents
Date Reviewed Reviewed By Revision Date Initials/Sign.
-

Distribution/location Lab head office:13, Row-1

Date of discontinuation

1.0 Purpose: This procedure defines the process for requesting, ordering and receipt of supplies, acceptance and
rejection criteria for purchased items, handling and storage and handling of expired consumables.

Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 2 of 7

2.0 Abbreviations:
FEFO: First Expiry First Out

3.0 Materials:
 Stock Control Card
 Receiving and Inspection Checklist
 Expired Kits form
 Fridge
 Shelves

4 .0. Procedures:
4.1 Requesting and Ordering:
4.1.1 A quotation is requested from approved supplier.
4.1.2 On receipt of the quotation an order is placed by the requesting department and is
authorized by the Director.
4.1.3 An Order is faxed or emailed to the supplier
4.2 Clearance of Supplies:
Items imported either through procurement or donation should be cleared at customs. The following are
the requirements for clearance.
4.2.1 Procured items:
 Original Chamberized Commercial Invoice
 Chamberized Certification of Origin
 Original Packing List
 Original Airway Bill/ Original Bill of Leading
4.2.2 Donated Items:
 Original Commercial Invoice
 Donation Letter
 Original Packing List

4.3 Receiving and Inspection of supplies:

4.3.1 Each time stock is received, check the received stock with the delivery note and an order
before signing
4.3.2 Inspect received stock for:
- Any leakages Do not accept leaking/leaked reagents/consumables
- Deformities/breakages Do not accept deformed or broken consumables
- Expiry dates Do not receive expired or near expiring goods.
- Specifications: These should meet your requirements as you had
Indicated on your order
- Check if transport conditions meet specifications e.g. was cold chain maintained during
transportation.
Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 3 of 7

4.3.3 Report any of the above descrepancies to the Director. Goods not acceptable should be
immediately reported to the supplier.
4.3.4 Record received stock on the stock control card.
4.3.5 Indicate condition of received items on the Receiving and Inspection Checklist. A number of
consignments from different dates can be recorded using the same form as long as space is
available
4.3.6 For each stock item received mark it with “Received” and Date received.
4.3.7 Place the items according to their storage conditions i.e. items which need room temperation
on the labelled shelves and apply “FEFO” and items that needs refrigeration should be put in
the fridge.
4.4 Stock Control Bin Cards: Monitoring Daily Consumption
4.4.1 Each item in stock must have its own bin card. The bin card is used to monitor daily
consumptions.
4.4.2 Update the Stock Control Bin card each time:
a. Stock is received: Complete date, received from column, expiry date, initials of receiving person,
quantity received and the balance columns.
b. A reagent/consumable is taken out of stock for use: Complete the date, Issued to column , expiry
date, Initial, quantity issued and balance columns

EACH TIME A REAGENT OR CONSUMABLE IS TAKEN OUT OF STOCK FOR USE, MARK
THE REAGENT “IN USE” AND THE DATE FIRST USED
4.4.3 When taking reagents/consumables for use:
a. Take the stock to expire first out. Check expiry dates under column “Expiry Date” and take the
item with corresponding first to expire date
b. Record the date
c. Record the Expiry date in the “Expiry Date” column
d. Record the quantity taken under “Quantity Issued” column
e. Subtract the number taken from the previous balance. Record the current balance in the “Balance”
column

f. For reagents/consumables that last more than a week e.g. printing paper, divide the quantity used
in one month by 4 to get weekly consumption. Round up to whole number e.g. if 2 rolls of printing
paper are used in one month

= 0.5 ~ 1

Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 4 of 7

g. After monitoring consumption rate for at least 1 month, calculate the average consumption rate
e.g. if the consumption rates for the first 4 weeks were: 6, 4, 6, 5. Average Consumption rate:

= 4.25 = 5 Kits/week

h. Use the consumption rate to calculate minimum stock level

Minimum Stock level = Consumption rate/week X Maximum Lead time
Where Maximum lead time is the maximum time in weeks it takes from placing an order to receiving the
stock
i. E.g. if it takes 2 weeks from placing an order to receiving it and consumption rate is 5 kits/week
Minimum Re-order level = 5 X 2 = 10
j. Write the minimum stock level on the Stock Control Bin Card
k. Each time the Stock Control Bin Card is updated, check the “Balance” column. As soon as the
balance reaches the minimum re-order level place an order.

4.5 Stock Taking:

Stock taking is physically counting what is in stock at a given time. The Team Leader should delegate a person
to perform a stock count at the beginning of each month. Use the Stock control form
4.5.1 Indicate the Day, month and year of stock taking e.g.29 August 2011.
4.5.2 Under DESCRIPTION, list the name of the stock item e.g. MPT64 or Culture tubes
4.5.3 List the quantity counted under “Balance” for each item
4.5.4 If any of the items are expired, complete “Expired Kits” form. Add up total number of expired
kits per item. Indicate on the stock control card.
4.5.5 The balance indicates usable stock (excluding expired kits). To get the balance subtract total
number of expired kits (Expired kits) from total number of kits (Balance).
4.5.6 Where there are discrepancies, investigate and correct.
4.5.7 When finished, The Team Leader should review the stock cards.
4.5.8 Current stock levels are examined and any stocks that may run low, or expire, during the ensuing
month are ordered.
4.5.9 The laboratory or section should have stock that lasts a month of testing plus minimum stock level

i.e. if laboratory use 3 kits/week = 3 x 4 = 12 kits per month. If minimum stock level is 6 kits,

therefore stock at beginning of month should be 12 + 6 = 18 kits.

Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 5 of 7

5.0 Related Documents:

5.1 OPHRQAL Quality Manual
5.2 Receiving and inspection checklist
5.3 Order tracking form
5.4 Stock control card

6.0 References:
6.1 CDC.Online. Accessed 01/09/09. wwwn.cdc.gov/.../Module%205%20-20Inventory%20management.ppt
6.2 Standard Operating Procedures for storage and inventory control, 2002. ESDP in collaboration with DFID
and WHO
6.3 OPHRQAL Quality Manual
7.0 Annex A. Receiving and inspection Checklist
Inspection Performed By: ____________________ Consignment Arrival Date: ___________Invoice No: ______
Checklist Item YES/NO Comment
Delivered supplies in good condition with correct documentation

If ‘NO’; Document discrepancies below

Discrepancy Comment
Wrong Item(s)

Wrong Quantities
Defective Item(s)
Back-order Item(s)
Item(s) missing
Yes/No Comment
Supplies within acceptable expiry period
Supplies transported/arrived at the correct shipping temperature
Broken or leaking item has been handled safely and disposed of properly and
supplier informed
Manufacturer’s alert or changes to the package insert are noted and
communicated to staff
Stock Control Bin cards updated
A copy of the requisition, invoice and purchase order is retained in the
laboratory
Each item is labeled with the receipt date and appropriately stored according to
FEFO/FIFO

Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 6 of 7

Signature of Inspecting Staff: _____________________________Date of Inspection: ______________

Name and Signature of Witness: _______________________________

Attach this form with a copy of the purchase order form and invoice

Annex B. Order Tracking Form

Quantity Date Quantity Date Received

Item description Supplier Ordered ordered Ordered by: Received received by: Comments

Declaration

I, the undersigned laboratory personnel, certify that I am conducting every steps of the procedures incorporated
in this SOP after a prior reading.

Name Signature and Date

Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________

 ___________________LABORATORY

__________________,ETHIOPIA

TITLE: Standard Operating Procedure for Purchasing and Origin date: Sept, 2012
Inventory
Document Number: Lab-00
Department: Laboratory Version: 01
Effective date: Sept 14/2012
Page 7 of 7

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Note: This is a CONTROLLED document. Any documents that are not marked “APPROVED COPY” are not controlled.
Anyone using an uncontrolled copy is responsible for checking that they have the latest version of the document prior to use

Prepared by: __________________ Authority:___________________