PROCESS FOR PACKING & DISPATCH
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QUALITY SYSTEM PROCESS |
DOC. No:- QSP/PKG/01 |
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Origin
Date: - 01.12.25 |
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TITLE: PROCESS
FOR PACKING & DISPATCH |
Rev.
No./Date: - 00/-- |
1. PURPOSE:-
The purpose
of establishing this procedure is to ensure adequate planning of dispatches as
per customer requirements and to incorporate
amendments as required by the customer and to communicate the dispatch
requirements to the concerned functions so as to plan accordingly. The
purpose of this procedure includes proper packaging of products as per customer
requirement, appropriate delivery of product to customer and to monitor
the performance of this process.
This document provides the standard operating procedure for loading and
dispatching finished goods from the Dispatch Area.
SCOPE: This process
is applicable for all the products manufactured by the organization.
2. 1. PURPOSE:-
The purpose
of establishing this procedure is to ensure adequate planning of dispatches as
per customer requirements and to incorporate
amendments as required by the customer and to communicate the dispatch
requirements to the concerned functions so as to plan accordingly. The
purpose of this procedure includes proper packaging of products as per customer
requirement, appropriate delivery of product to customer and to monitor
the performance of this process.
This document provides the standard operating procedure for loading and
dispatching finished goods from the Dispatch Area.
SCOPE: This process
is applicable for all the products manufactured by the organization.
2. 1. PURPOSE:-
The purpose
of establishing this procedure is to ensure adequate planning of dispatches as
per customer requirements and to incorporate
amendments as required by the customer and to communicate the dispatch
requirements to the concerned functions so as to plan accordingly. The
purpose of this procedure includes proper packaging of products as per customer
requirement, appropriate delivery of product to customer and to monitor
the performance of this process.
This document provides the standard operating procedure for loading and
dispatching finished goods from the Dispatch Area.
SCOPE: This process
is applicable for all the products manufactured by the organization.
2. 2. RESPONSIBILITIES: It
is the responsibility of DISPATCH head to ensure the effective implementation
of this procedure.
3.
P 3. PROCESS
OWNER:- Dispatch
Head
4.
PROCESS
DESCRIPTION:-RESPONSIBILITIES: It
is the responsibility of DISPATCH head to ensure the effective implementation
of this procedure.
4. PROCESS DESCRIPTION:-
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Sr. No. |
Activity |
Responsibility |
Ref. Doc. |
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5.1. |
First, prepare the advance
dispatch planning based on the availability of materials ready for dispatch from
following 1-
Material Availability
at Finish Good Stock 2-
Material Availability
at W.I.P Stock 3-
Material Availability
at Production stage 4-
Material Availability
at Supplier end for job work If 1 day tentative Dispatch schedule / Cancelation / Re-Schedule is received from
customer through email/Phone/WhatsApp and is communicated to Dispatch
Supervisor |
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5.2 |
Prepare
daily dispatch plan after analyzing and compiling the dispatch planning
process. |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.3 |
Get
approval from Plant Head every morning after making daily dispatch plan. |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.4 |
After
approval of daily dispatch plan, take the material to packing dispatch |
Dispatch In-Charge |
‘------- |
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5.5 |
Dispatch
planning sheet send to quality department for planning of inspection
activities for dispatch parts |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.6 |
Start the
packing process with quality in mind |
Dispatch In-Charge |
‘------ |
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5.7 |
The
approved lot from quality for delivery to customer is packed as per the “Packing Standard”. |
Dispatch In-Charge |
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5.8 |
Process Activity Finished product before packing of material. Arrange to pack / stack the material in
packing boxes, bins, Jute bag, as per
customer packaging standard / Decided own packing standard. 1.
The plan for
the dispatch of the product is received from PPC on day to day basis 2.
In case the
product is not available inform information is communicated to all concerned.. 3.
When the
material is available its packaging is
done if required by following the guidelines given in the respective
packaging instructions. 4.
The details
about the customer transportation
mode route, container lead-time are maintained. 5.
The suitable
arrangements for shipping
the product are made. It is ensured that all the customer requirements related to
transportation are met. In case the material dispatch is done through any other transportation mode
than the normal such instances are recorded in the Premium Freight Register Suitable documents (invoice,
excise documents, PDI report) are prepared and the material is shipped to the
customer 6.
The details of the dispatch are
communicated to the Top management / Concerned personnel in the company. 7.
The intimation about the shipment is
sent to the out station customer through e-mail, fax, and courier or by other
means as appropriate ( Where applicable ) 8.
The compliance to the customer delivery
requirements is monitored on day to day basis and evaluated on monthly basis |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.9 |
The dispatch of products
is carried out as per the dispatch planning sheet and the record of actual dispatch is maintained in the “ Dispatch Planning Sheet”. It
is ensured that the dispatched products are properly identified by stickers (BSI mark-Details-If req,) on bins/Tray/Jute Bag or packets box or
putting the dispatch date on the
corrugated box/Jute bag by the computerized sticker for their status and relevant documents as required by the customer are dispatched with the consignment. Follow-up with supplier for timely
arrangement of materials |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.10 |
Dispatch head will
provide advance dispatch plan to quality for documents e.g PDI, MTC &
other related documents. |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.11 |
Dispatch in charge will
demand for PDIR from quality department at the time of shipment |
Dispatch In-Charge |
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5.12 |
If there is a change in the plan,
the dispatch in-charge will inform the quality department in advance through
a separate planning sheet. |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.13 |
Give the packed planning sheet to
the accounts department to prepare the invoice bill for the packed material. |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.14 |
After received the packed dispatch
planning sheet from dispatch, Account department will make the invoice bill
by using ERP software |
Accountant |
Invoice Bill |
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5.15 |
Batch number will be
provided by the dispatch department to account department through quality
department for mention the items batch number on invoice bill |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.16 |
Dispatch status along with
the stock status
during the week is
provided to dispatch In charge. The summary
status of the dispatches w.r.t. customer are maintained and
monitored in the “Dispatch Planning sheet” |
Dispatch In-Charge |
Dispatch Planning Sheet F/PKG/01 |
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5.17 |
Arrangement / Follow-up of transport
vehicle for loading the material for shipment . |
Dispatch In-Charge |
‘------- |
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5.18 |
The on-time delivery performance is monitored for every dispatch in the “On time delivery performance” |
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5.18 |
Tracking
On-Time Deliveries
Step
1:
Record shipment details in the Delivery Tracking Sheet or ERP system:-
Customer name, Order number, Promised delivery date, Actual shipment/delivery
date, Transport method Step
2: Define delivery status:- a)-On-Time: Delivered on or before
confirmed date b)-Delayed: Delivered after
confirmed date c)- Early: Delivered
before the acceptable window Step
3:
Weekly update of the OTD KPI Dashboard to measure: %
On-Time Deliveries = (On-Time Deliveries ÷ Total Deliveries) × 100 Step
4:
Monthly summary reviewed in internal logistics and management meetings. 5.2
Tracking Premium Freight Cost Step
1: Any
request for premium freight (air/express/urgent courier) must be: a)-
Justified with cause (machine breakdown, production delay, order change) b)-
Logged in the Premium Freight Log c)- Approved by Plant or
Supply Chain Manager Step
2:
Freight invoices are attached to each record with: Order
reference, Date, Carrier, Cost, Reason Code (delay, urgent customer request,
etc.) Step
3: Root
cause analysis (RCA) initiated if the cause is internal. Step
4:
Premium freight summary is included in:- a)-COPQ
Report |
Dispatch Head /QA Head
/Top Management / Finance |
OTDP Report F/PKG/03 |
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5.19 |
In
case of any repair/ Sample for demonstration/ same is gone out from the
company on Returnable Challan & Non-Returnable challan. |
Dispatch In-Charge |
Non-Returnable Challan |
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5.20 |
Corrective actions are initiated for negative trends
in the process
and the performances are reported during
the management review |
Dispatch In-Charge |
‘----- |
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5.21 |
The total dispatch quantity from
each customer should be sent to the quality department every month to clear
the external rejection PPM. |
Dispatch In-Charge |
‘----- |
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6.0 |
Preservation:
- Preservation shall include identification, handling,
contamination control, packaging, storage, transmission or transportation,
and protection. Preservation shall apply to
materials and components from external and/or internal providers from receipt
through processing, including shipment and until delivery to/acceptance by
the customer |
Dispatch In-Charge |
‘----- |
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6.1 |
In order to detect deterioration,
the organization shall assess at appropriate planned intervals the condition
of product in stock, the place/type of storage container, and the storage
environment |
Dispatch In-Charge |
‘----- |
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6.2 |
The
organization shall use an inventory management system to optimize inventory
turns over time and ensure stock rotation, such as “first-in-first-out”
(FIFO). The organization shall ensure that
obsolete product is controlled in a manner similar to that of nonconforming
product |
Dispatch In-Charge |
‘----- |
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6.3 |
Organizations
shall comply with preservation, packaging, shipping, and labelling
requirements as provided by their customers |
Dispatch In-Charge |
‘----- |
3.
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Sr. No. |
Description |
Format/ Doc. No.(if any) |
Responsibility |
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01 |
Daily
Dispatch Planning Sheet |
F-PKG-01 |
Dispatch In-Charge |
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02 |
Packing
Standard |
F-PKG-02 |
Dispatch In-Charge |
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03 |
On time delivery performance |
F-PKG-03 |
Dispatch In-Charge |
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