Professional Documents
Culture Documents
1. Scope
This Procedure covers all the materials used at WPPDC (Water Purification Plant development Centre)
Structural Steel Works.
The purpose of this section on material control and warehousing is to define the standard procedure for
receipt, checking, storing, protection and issue of materials for construction as well as to outline the
administrative procedures for material control.
2. Receipt of Material
Prior to arrival of material on site, "PO copies and advice notices / Email" or other shipping notifications
will be received by the Store In charge / Production In charge. He will record the volume and nature of the
shipment and assign a storage location. Upon arrival, the material is off-loaded onto the foundation or at
the storage location previously determined, in the presence of one or more checkers.
Whenever material arrives on site without advance notification, the Store In charge / Production In charge
will (if necessary in cooperation with the Project Head), allocate storage and unloading location without
any delay, to avoid demurrage on vendors transport.
All truck drivers will be directed by the guards to report to the warehouse first. If material is to be unloaded
at a point other than Company Central Storage the Store In charge / Production In charge will direct the
trucks to the off-loading location. A Material Checker must be present during off-loading. Truck drivers
delivering a large piece of equipment will be met at the gate by warehouse personnel to guide them to the
designated unloading area.
3. Material Checking
The shipment must first be checked to see whether it conforms to "Packing Lists and the Marking,
Shipping and Invoicing Instructions" issued to vendors by the Head Office Procurement/Shipping Department, being a part of the Purchase Order. Also the Purchase Order, Purchase Requisition plus
attachments for specific instructions on loading, unloading, delivery, required official documentation,
material certificates, etc., must be checked.
If the shipment consists of unpacked goods, such as structural steel, pipe, etc., each bundle or piece is
checked off the carrier by the Checker. The same applies to boxes, crates or other packed goods.
The Checker signs for the goods that are actually received, and not necessarily those shown on the
delivery document.
Materials must be carefully checked as to quantity, dimensions, specification, and the condition,
immediately after receipt. Before signing carrier's freight bill, the Checker should count the number of
pieces received and examine for evidence of visible damage. Boxes, crates, and cartons should be
carefully inspected before taking delivery. If material is received damaged or not in accordance with
packing list or freight bill the delivering carrier should be requested to make inspection of damage or
discrepancies, and proper notation must be made and acknowledged by carrier on original and copy of
freight bill or packing list.
If concealed damage is discovered at a later date, the carrier should be notified immediately and
requested to make an inspection. Materials involved in any claim should be set aside and red tagged until
inspection is completed and liability has been determined.
The Material Checker then checks the material thoroughly against the requisition and the relevant
Purchase Order to ascertain that the material meets the specifications and is correct in quantity.
Upon receipt as outlined above, the material will be tagged to the extent necessary, reflecting P.O.
number and item number and then stored in the allocated location.
All small loose parts such as gaskets, packing rings, bolts, lubricators, gauges, gauge glasses, CPVC,
UPVC Pipes and fittings, adjusting pins/keys, couplings, spare parts, etc., delivered as part of equipment,
should be stored in bins in a separate location in the warehouse and clearly tagged with the item number
and P.O. number of the equipment.
Any drawings, material certificates, catalogues, operating instructions and manuals relating to equipment
are to be marked with equipment and P.O. number and turned over to Store In charge / Production In
charge for transmittal to the HO.
When material arrives at site for which no Requisition or Purchase Order is available, the Material
Checker reports this to the Project Head who in turn checks with the vendor, Head Office Purchasing
Department, or the Field Buyer to see whether material should have been received. If in order, a
Purchase Order number should be obtained.
7. Material Certificates
Each delivery of materials, authority and non-authority, will be accompanied by the proper material
certificates.
The Material Checker / FQE will check the materials against the certificates. Any discrepancies found on
manufacturer's symbol, heat numbers, etc., will be notified to the Project Head immediately for action via
the H.O. Inspection/Expediting Department.
Under no circumstances will materials be released for production unless the correct certificate is
available.
All small materials, instruments, electrical material, tubing, small pumps, etc., must be stored inside
warehouse. Materials will not be stored directly on the ground. An under layer of wood or suitable material
should be used.
11. Material Request cum Issue at Site (MRIV) (Format No- TPL-QMD-WPPDC-003)
All materials will be drawn from the store on a Material Requisition which must bear the signature of the
authorized Supervisor or the Production in charge.
Material requisitions must be checked carefully before material is issued to assure that specific allocation
is given, and that subject material has not been previously issued.
Whenever material has been previously issued, the Material Administrator should write on requisition:
"Material already issued, see previous requisition number".
Under no circumstances will material be issued from the warehouse or storage yard to labors/
Technicians without the presence of a member of Store Department and use of all required material
control documents.
PREPARED BY
REVIEWED BY
REVIEWED BY
P. Silambarasan
Utility Services
Asst.Manager - QMD
QA-Coordinator - QMD
APPROVED BY
GVRRN Acharyulu
Head - QMD