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REVISION STATUS

Contents

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Number

Revision Number

Revision Status

Amendment Sheet

Department Procedure

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Prepared by Signature Designation

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AMENDMENT SHEET

Clause Number Details of changes Approved By


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1.0 PURPOSE

To receive correct consignment of purchased Items and arrange for their inspection by

Inward Goods Inspection and movement of it to the respective stores / users.

2. 0 SCOPE

It covers the activities performed in the Inward goods requirement of the Transmission

division of Bangalore Plant.

GENERAL

The consignments are received by Inward Goods through:

i. Road

ii. Air Freight

iii. Registered Post Parcel

iv. Bank Parcel

v. Courier

vi. Purchase through inter office note/material pass-in

3.0 OBJECTIVE

To receive correct materials as per P.O

Movement of the items to the respective stores / users after receipt of IGI report - with in

2 days.

4.0 RISK ANALYSIS

As per enclosure BGP/RA/IG


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5.0 AUTHORITY AND RESPONSIBILITY

i. Head of Inward Goods is Authorised to implement this procedure and is also responsible

for controlling and monitoring of all the activities related to IG.

ii. Organization chart is given Annexure-I

iii. Responsibilities and authorities with interfacing relationship with other deparments is

given in Annexure-II

6.0 RESOURCE MANAGEMENT

The required infrastructure, competent and skilled human resources is available and is

effectively managed to meet the process objectives and ensure continuous improvement.

7.0 IDENTIFICATION OF INPUT/SUPPLIER/OUTPUT/CUSTOMER

INPUT Consignments,

SUPPLIER External Suppliers

OUTPUTS IGI passed Items

CUSTOMER Planning , Stores, Production Departments/ Originator

8.0 PROCESS INTERACTION

9.0 PROCEDURE

9.1 Receipt of consignments:

i. The consignments along with documents in the form of Inward Goods way bills, delivery

challan / invoice, courier shall be received from the Central clearance section, Purchase

department or direct from suppliers.


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ii. Whenever modified value taxation (MODVAT) claim is applicable for the

consignment, a duplicate for transporter (copy of the challan) shall also be received

and the same shall be sent to customs and excise cell .The same Information is

incorporated in the Inward Goods Advice document after affixing MODVAT stamp.

In case of Non receipt of it or XEROX or unauthorized copy, the same is informed to

purchase through Inter Office Note A 248-B.

iii. For Foreign /Imported consignments received vide SIC delivery Challan, the taxation

reference is incorporated at the bottom of IGA as per IONT/X/FPA Dt.23.03.1999 from

FM (X). The IGA No. is also indicated on white copy of SIC Delivery challan and sent to

C&E department under acknowledgment in a register.

iv. The originals of the documents shall be checked for security department

endorsement and the same will be retained.

v. All cases, boxes, packets, cartons containing the consignments shall be checked for

weight, quantity and packing conditions. Pending verification of the quantity and

will be accepted and a stamp will be affixed on the delivery challan/ invoice from the

supplier mentioning as " subject to final verification of quality and quantity." In case

damages, pilferage, Shotages or incorrect weight are noticed, an endorsement shall be

obtained on the delivery challan/invoice from Central clearance / Purchase or Supplier.

The same shall be reported to Purchase department through inter office note. In such

cases, the preparation of IGA is delayed. It is done after getting the clarification/reply

from the Purchase Dept. who will correspond with the supplier and lodge a insurance

claim if required. All such claims will be disposed of in liaison with Divisional

Purchase & Finance.

vi. The acknowledgment shall be made in the document and details shall be entered in

main receipt register -XBG/MD/IGD/01.

vii. In case, the documents are found missing in the parcels/cases, the same shall be

collected from the Purchase / Customs & excise cell.

viii The Registered Post Parcels, Air freight parcels and Bank parcels is opened and

checked for item correctness and quantity as per P.O.. The details is recorded in the

available documents. An entry in a separate register is made indicating taxation

reference/central clearance and purchase order. Later the details about the consignments

is entered in the Main Receipt Register.

ix In the case of precious materials, the procedure order no. 49 for Gold potassium

cyanide, Gold salt, Silver potassium cyanide pertaining to precious materials has been

delinked by the management order vide CWM(SX) , Note sheet dt. 17-4-96 and the

procedure is revised as follows.


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The items delivered against purchase orders is received in Inwards Goods. Then the

items is taken to Stores by Inward Goods representative along with IGA document. The

bottle/ carton/parcel is opened in the presence of store incharge, Inward Goods

Representative, Chemical lab Representative and Gold Plating Representative. The sample

of Silver/Gold cyanide is collected by Chemical Technology Lab. Representative for

testing purpose from Stores. The balance supplied quantity of item is kept in the custody

of Gold Plating dept for safety reason till the IGA is cleared. Processing of IGA shall be

done as per normal procedure. The item is checked/verified for quantity/wt and the third

copy of the IGA is endorsed by all. In case of discrepancy such as quantity shortage the

same will be intimated to the Purchase for necessary action. In case, the item is passed for

full quantity, the IGA along with stores requisition, is dispatched to X-Inward Goods by

Chemical Lab. Regarding full or partial rejection of items, the IGA is processed as per

clause no. 8.10.4 of Process document.

9.2 Storage of consignment

The location/area is indicated in the respective document of the consignment and it is

shifted accordingly to the location. The details of the consignment is entered in the Main

Receipt Register.

9.3 Allotting the IGA number and preparation of IGAs

i. The Delivery Challan/Invoice/Courier Documents is checked for correctness of codes,

quantity and other details i.e. Batch No. etc. with reference to Purchase Order. IG also

verifies the approximate value of the item/consignment which is written on the

challan/invoice/courier document as the case may be.

ii. Then the IGA number is allotted.

iii. After the allotment of the IGA number and ensuring conformance to P.O. the input data

is entered in P.C. . Clarification if any, is obtained from Purchase / Originator / Central

clearance.


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The IGAs in triplicate of computer format F-111-C making a total number of 9

copies is prepared/ generated for all items except Capital Goods by Personal

Computer(PC). In case of computer failure, the MIS Group will co-ordinate to

generate the IGAs. For capital items, the IGAs are prepared manually under a

different IGA series. Location and quantity of consignment, brief description,

Purchase Order, receipt document details and code number is indicated for easy

traceability and facilitate inspection.

iv. Out of 9 IGA copies prepared through PC, the first and third copies of the IGA

bear original signature of the authorised signatory. The remaining seven copies

bear a facimile of signatory. One advance IGA copy is sent to Purchase and 8

copies are routed to IGI through Despatch Register for their further action.

v. In case of I/ C SSUS from other units of ITI, the IGA is prepared manually and

processed as per procedure.

9.4 Duplicate IGA

In case the original IGA is lost/not traceable, the duplicate IGA is prepared only on

prior approval of respective Divisional Heads and the information for cancellation

of earlier IGA is given to all concerned in writing.

9.5 Direct consignment/item

Direct Consignment is received for items such as tables, chairs, instruments, xerox

paper, computer paper, big racks, pilferable items such as trays, bulbs, tubes,

breakable items, testing equipments, emergency lights, Gas installation materials,

machinery, polyethylene covers, towels, chappals HDP clothes fans, etc are verified

by Inward Goods staff and inspection staff as per P.O requirements. The full quantity

is sent to Originator for safe custody after the endorsement on the document.

Acknowledgment receipt is taken from the originator who receives the direct item.

Items shall be issued or used subject to inspection &acceptance . IGAs with

requisition is sent to respective Stores through dispatch Register for regularisation. In

case of production urgency, items are issued to Shop/ Dept on authorised Positive

Recall forms from originators / Shop in quadruplet. One copy of Positive Recall form

is retained for records. In case of issue of partial quantity , the location details of

balance quantity of item is indicated on the IGA.


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9.6 Paints, Acid and other chemical items

Items such as oil, acid, paint along with documents are received from the supplier by

(OAP) stores. After verification as per P.O. & endorsement made by Inward Goods staff

the IGA is prepared. Acids & Sodium Hydrochloride on receipt in OAP (885) stores are

immediately tested for quality on sampling basis by Chemical Technology Dept. If the

quality of the sample is not OK as declared by CCT , the supplier collects the rejected lot

through a Material Pass Out duly endorsed by the concerned Purchase Dept. In case, the

sample test is passed, the documents from OAP stores are received for the preparation of

the IGA as per procedure. Further, the IGAs are sent to Chemical Lab through Despatch

Register for further action.

9.7 Wood consignment (Check at Supplier's premises)

Wood is inspected by IGI at Supplier’s premises before shipment to ITI. Wood

consignment is received after endorsement from purchase. It is moved to Wood Works

Deptt. in co-ordinations with Security, Originator & Inspection. One copy of challan

shall be endorsed and given to the Supplier. If not Inspected, the wood is inspected for

Quality, Quantity in Format duly endorsed by IG, IGI and Wood Works Representatives.

Original copy shall be retained and IGA shall be prepared for regularisation through IGI

for only accepted quantity. Supplier is called to collect the rejected items on the same

day.

9.8 Despatch of IGAs to Inspection

The details of the IGAs shall be entered in the IGA Main Master follow-up Register and

these 8 IGA copies are sent to Inspection under acknowledgment in the IGA Despatch

Register.

9.9 Samples / full quantity for Inspection

Samples / full quantity as required by Inspection is arranged at Inward Goods stage. This

is endorsed by IG and I G I staff on the back side of the third copy of IGA.

9.10 After Testing

After the tests, the items received from Inspection is acknowledged on the third copy.

After the finalisation of the IGA full/partial quantity passed or rejected item is indicated

in the relevant column of IGA. The quantity consumed for test by Inspection is shown

and the IGA is signed by the Inspecton in-charge.

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The 7 copies of the IGA with the endorsement by the Inspection is collected

and the date IGA cleared from Inspection is entered in the Master follow-up Register

and then it is handed over to the Material Movement Group of IG.

9.10.1 Movement to stores/Users

i. The Material Movement Group. collects the items/goods from the respective

locations and move to Store / Users and the acknowledgment is obtained in the

Register. The IGAs of direct SRS items sent to Stores for regularisation only.

ii. For Revenue / Capital items, User Dept. is identified by DeptNo.. The IGAs are

generated allotting a different block series . The IGAs are sent to User / Originator

/Dept. Head for acceptance/ remark of the items. The IG copy is retained and other

copies of IGAs are distributed by user /Originator Dept. as per distribution indicated at

the bottom of IGA.

9.10.2 Rejection of consignment

i. Whenever the consignment is rejected by the Inspection, the Inward Goods shall

forward the same to rejected stores with rejected consignment with relevant IGA

under acknowledgment in Despatch Register. The rejected item shall be located in

proper location with identification label marking IGA number with date, purchase

order & quantity of rejection.

ii. In case the consignment is rejected in part, the same shall be moved to rejected

material stores first under acknowledgment after the rejected sequence number is

allotted and the balance quantity of item passed shall be sent to stores/users through IGA

as per procedure.

iii. If full quantity of item is rejected, item is moved to Rejected Stores under

acknowledgment.

iv. When there is no facility for items to keep in rejected stores, Full/partial quantity of

rejected items are retained by Shop /Originator in their custody.

9.10.3 After acceptance of IGA by Stores/Users, one IGA copy with endorsement is

maintained for traceability purpose.

Note: Before the IGA is accepted in stores/originator/dept, any corrections, purchase

order amendment or missing data is corrected. After the acceptance of the IGA in

stores/originator/dept, the corrections or amendments are carried out through inter office

note A-248 -4.

9.10.4 Disposal of rejected consignment:

i. On receipt of the rejected item with IGA, rejected material stores checks for correctness

of quantity, enter the date, IGA number, value in format number 261 and allot a

sequence number & location for easy identification of the item.


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ii. Prepare an identification/location card and store the rejected items in a suitable

location with proper identification. Further details is filled up in the history card, F-

223-1 such as IGA number, date, quantity rejected, rejected sequence number, value,

supplier name (e.g.., X200C denotes X for jurisdiction, 200 denotes the serial

number, C represents the year up to 31.3.2000 and so on).

iii. A list of such rejected consignment is sent to respective Div. Heads for review and

disposal advice.

9.10.5 Disposal action shall be carried out in the following ways:-

i. Disposal of rejected IGAs within ITI:

On receipt of intimation from purchase department, the consignment will be handed

over to supplier through the material pass-out one copy of disposal advice is sent to

accounts for their records and original copy is retained for records purpose.

ii. Despatch of rejected items direct to supplier: In case Purchase Dept decides to

return the rejected items/wrong supplied items to supplier

outside ITI, they prepare disposal advice along with packing requisition. The packing

requisition consist of rejected item, code, IGA reference, quantity, value of the item

packing instruction, supplier name and mode of despatch. On receipt of disposal

advice from Purchase Dept, the rejected store together with disposal instructions,

packing requisition along with consignment is moved to Shipping Dept.

iii. Movement of item to Scrap Stores: Based on Purchase Dept's advice and on

approval of management, the consignment is moved to Scrap Stores.

iv Issue of rejected samples by rejected stores: Based on intimation received from

Purchase department after obtaining management approval, fresh IGA shall be

prepared and processed as per procedure to arrange for re-inspection.

9.11 Certification of bills for approved contract services

The approved transport carrier contractor will bring 3 copies of bills for certification

of weight/volume of items received with endorsed copy of delivery

challan/invoice/courier/any other documents. Out of 3copies of bills, the original bill

is certified. The same is also be verified with original endorsed challan/

invoice/courier documents at the time of receipt of consignments in Inward Goods

and sent to Accounts Department under acknowledgment. One copy of Bill is

retained.

9.12 Missing/not traceable items

Whenever any material is not traceable from the locations, an investigation is

conducted after intimation to the Security The investigation shall be dealt

confidentially by head of the department/section along with Security and Personnel

& Administration Department. Suitable action is taken as per standing orders of the

company according to the findings of the Enquiry Committee.


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10.0 CONTROL POINTS FOR MONITORING & MEASUREMENTS

1) Verification of received documents along with item with respect to P.O and other requirements

2) Physical verification of items , Packing conditions & Quantity

3) Movement of items to respective Stores / Users through despatch record.

11.0 MEASUREMENT MECHANISM AND CONTROL OF MEASURING DEVICES

Objectives fixed as per clause no 3 of this procedure & records available for this purpose is

monitored & controlled by the concerned official /head of department to achieve the said targets.

Weighing/ Counting Machines is periodically validated.

12.0 HANDLING & PRESERVATION

All items shall be kept separately with proper identification & stored for easy retrieval and

protected against physical damage and environmental hazards and there of till its sent to

Stores./Production Depts The Concerned Officials shall ensure that non - conforming

products/items are prevented from use till the disposal action is complete as per the Sys.procedure

QMS/SP/NCP/01.

13.0 RECORDS

This Department generates the following Records. The dept. ensure control of Records

as per the System procedure of control of records - QMS/SP/REC/01

SI .No Records

i. Main receipt register F-159-1

ii. Register for precious materials

iii. Register for strong room

iv. Register for rejected IGAs

v Register for fresh IGA

vi. Material pass-out

vii. History card for rejected items

viii. Despatch register

ix. Computerised monthly statements. pending with inspection

x. Monthly pending rejected statements.

xi. Office files.


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14.0 DATA ANALYSIS & CONTINUAL IMPROVEMENT

Data pertaining to the objectives clause no3 of this process document and other from the

available record is analysed to ensure Corrective & preventive actions and Continual

improvement in the objectives

15.0 REVIEW OF OBJECTIVES

The Head of the Department shall review the Quality Objectives periodically with all concerned

to ensure effectiveness and continual improvement. Wherever required Dept. head may fix the

new targets for the process.

16.0 REFERENCE DOCUMENTS

Unit Quality Manual.

17.0 DEPARTMENT KNOWLEDGE DOCUMENTS

FORMATS USED

i. Inward Goods Advice Note - F-111-C

ii. Discrepancy Report - XB-AP-IGD-01

iii. Detail of Rejected Material - F-261

iv. Inter office note - A-248-4

v. Inward Goods Stillage/disposal record card - F223-1

vi. Disposal of rejected material - F-429

vii. Material pass-out - A-272-1

viii. Ack. from scrap stores - XB-AP-IGD-03

ix. Request form for Rej. Material - XB-AP-IGD-04


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18.0 ANNEXURE:1 ORGANISATIONAL CHART

19.0 AUTHORITY AND RESPONSIBILITY

SECTION PROCESS

OWNER

RESPONSIBILITY INTERFACING

DEPARTMENTS

INWARDS GOODS DGM (CP) Head of production

planning, STC, Inward

goods stores, main stores,

overall administration of

departments, co-ordinating

with interface departments

Purchase, Methods, Assembly,

R&D, PCB plant, Finishing,

Fabrication, Injection, IGI,

moulding, EDP, Finance.

AE(IG)P Incharge of Inward Goods

department - production

Purchase, store, IGI,

Manufacturing shops


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DGM (CP)

AE (IGS)

M(CP)

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