Warehousing And Store Room SOPs

Description:

Goal of the chapter: 

This chapter contains all the main SOP that you have to learn besides opening and closing a store. 

Warehousing SOP 

Warehouse is the place where all the goods are stored. Since you work at the store, you will have to work with warehouse staff to receive the goods. Sometimes, you will also send the goods back if they are damaged or if the company decides to stop selling them. 

Proper record has to be maintained of all the goods which enter and leave the store. 

This process is also known as inwarding-outwarding of the goods. 

Inwarding SOP

Meaning - When goods are brought inside the store, it is called inwarding the goods.

Stores Personnel will be responsible for inwarding the goods. 

Stores Personnel is the person who has to take care of the store room inside the shop. It is his or her duty to inward materials after ensuring the following.

The personnel delivering the goods to the store must carry an invoice which contains a) inward stamp b) reference of purchase order 

Here is what the purchase order looks like: 

If the received goods are damaged, leaked or if the seals are broken, inform the seniors and don’t make entry of goods in the register. Don’t accept the goods till you are sure that they are 100% perfect. 

After checking the quantity and quality of goods, make the entry in the register or excel sheets. Note all details of the goods. 

Keep the goods in store room or arrange it on respective shelf. Make sure goods are kept safely and neatly. 

This infographic sums up the process beautifully:

Outwarding SOP

Sometimes, if the goods are a) damaged b) taken off sale c) withdrawn by the brand d) needed by other stores - they will be outwarded by the store. 

Here is the detailed outwarding SOP:

• Make sure that correct person is taking goods from you. You can ask them to show you their ID. Don’t give the goods to anybody else. 
• Make a detailed entry in the register for the goods you are outwarding. Note the date, time, and exact details of the good in terms of quantity, quality and product details in the register. Here is a snapshot of the register:

• Note the number plate of the lorry or vehicle in which the goods have been outwarded
• Make sure the person collecting the goods signs the concerned document or certificate or register so that you have proof of outwarding the goods
• And of course, make sure there is a clear order that the goods must be outwarded and the store manager is in the loop 

Store Room SOP

Inside Adidas store room

Every retail store has a store room maintained in the premise which is not visible to the customer.

 It is an employees-only area. In small stores, there is only one person responsible for the store room. In bigger stores, the number of store personnel may be higher. 

Goods which are not kept for display are kept in the store room. The store room has to be maintained properly so that you can find any goods you need. It is important to follow the SOP for the store room. 

(Note - As a sales executive, you are not going to sit in the store room, but you still need to know the SOP because in future, when you become a store manager, you will supervise everything. )

Here is the SOP for maintaining the store room:

• Goods should be kept neatly in concerned boxes, properly labelled and in a cool, dry area

• Regularly check the store room for cleanliness and pest control
• It should be easy to find goods from the storeroom. You can keep stools and small ladders to reach top shelves. 
• If any goods are taken out from the boxes for checking, keep them back immediately. Don’t keep them lying around. 
• If an employee wants to take something from the store room, he has show a pick list to the store room personnel. Alternatively, he can make an entry in the warehouse inventory excel. Here’s what a pick list looks like:

• There should be good lighting and ventilation in the store room. 
• There should be no loose wires, open lamps, candles, agarbatti - anything that may cause a fire
• A fire extinguisher which is working should be kept in the store room. 
• Proper housekeeping should be maintained and any unwanted stuff should be immediately removed
• Blades and scissors used to open the boxes should be kept in a place where people will not get hurt. 
• The emergency exit of the store room should not be blocked by chairs, etc