Warehouse Management Regulations - Comprehensive Guide to Material Handling, Storage, and Control

Warehouse Management Regulations\n\n1. Purpose\nThis document establishes the basic contents and requirements for the acceptance, storage, distribution, return of materials, material accounting, and 6S management in the warehouse.\n\n2. Applicable Scope\nThis applies to the management, inspection, and supervision of the company's warehouse areas (raw material area, finished product area, material area, and non-conforming product warehouse). For the non-conforming product warehouse, the "Non-conforming Product Control Procedure" should also be followed.\n\n3. Definitions\nNone\n\n4. Responsibilities\n4.1 Warehouse Keeper is responsible for material (including non-conforming products) receiving, issuing, storage, returning, safety stock notification, material accounting (documents, ledgers, reports), and warehouse safety work.\n4.2 Warehouse Supervisor is responsible for inspecting and assessing warehouse operations.\n4.3 Purchaser is responsible for notifying material procurement, receiving goods, and returning non-conforming products from suppliers.\n4.4 Quality Department is responsible for incoming inspection, as well as in-process, finished product, and factory inspection.\n4.5 Logistics Officer is responsible for notifying the shipment of finished products.\n4.6 Finance is responsible for managing, guiding, and supervising warehouse operations.\n\n5. Work Content\n5.1 Warehouse Keeper should strictly follow the "Identification Traceability Control Procedure" and "Product Protection Delivery Control Procedure," and carry out material receiving, issuing, returning, and daily management in accordance with the requirements of "Product Monitoring and Measurement Control Procedure," "Non-conforming Product Control Procedure," and "Safety Production Management System."\n5.2 Material Storage Management\n5.3.1 Only materials that have been inspected and determined to be qualified or accepted on a concession basis can be stored. During material storage, the warehouse keeper should use reasonable units of measurement and conduct quantity acceptance through full-count or sampling methods based on the delivery note from the supplier and the actual condition of the components. The warehouse keeper should fill out two copies of the "Goods Receipt Note," ensuring accurate and standardized information regarding the quantity, model, and specifications of the materials. One copy should be retained by the purchaser, and the signed copy should be handed over to the warehouse and finance departments. If materials are found to be non-conforming without the completion of a "Non-conforming Product Handling Form" or if the quantity of materials is significantly short, exceeding the specified loss, the warehouse keeper should provide feedback to the purchaser orally and via email/written communication within 4 hours. The materials should not be stored or used until the issue is resolved.\n5.3.2 All materials that have not been stored or need to be re-stored after being issued for various reasons must be inspected and qualified or handled with a "Non-conforming Product Report Handling Form" or a "Concession Acceptance Handling Form" before an "Goods Receipt Note" can be issued for storage. The warehouse keeper should present the "Inspection Form" signed by the inspector and, if necessary, attach the "Non-conforming Product Report Handling Form" for acceptance and storage.\n5.3.3 After the finished products are inspected and qualified by the Quality Department, the person in charge of the production workshop should fill out a "Finished Product Receipt Note" and send it to the finished product warehouse for storage. The inspector should sign the "Finished Product Receipt Note." A copy of the "Finished Product Receipt Note" should also be sent to the finance department.\n5.4 Material Storage\n5.4.1 The warehouse keeper should maintain a material receiving, issuing, and storage ledger, fill out an "Inventory Ledger," appropriately label and differentiate the batches of materials in stock, and ensure that the records, cards, and materials match.\n5.4.2 Materials in stock must be stored properly, scientifically maintained, ensuring material quality and quantity, and guaranteeing their value.\n5.4.3 The storage period for inventory materials should be implemented according to the following regulations:\n5.4.4 If suppliers have shelf-life requirements for externally purchased materials, those requirements should be followed. The warehouse keeper should check for expired materials during the monthly inventory and, if found, segregate them and fill out an inspection form for quality department re-inspection.\n5.4.5 For materials for which the supplier has not specified a storage period, the quality shelf-life should be implemented according to the table below:\n\nMaterial Name Content Storage Period \nMetal Parts Prone to oxidation, rusting 24 months \nPlastic Parts Dust, deformation, engineering changes 24 months \nDefective Stickers Adhesive stickiness prone to deterioration 12 months \nPaper Packaging Boxes, Pallets Reduced strength when damp, dry paper becomes soft 12 months \nEpoxy Glue Longer curing time, no curing As per supplier's shelf-life requirements \nOther Materials Rust, corrosion, mildew, moisture, aging, etc. 12 months \n\nThe warehouse keeper should check for expired materials during the monthly inventory and, if found, segregate them. The following actions should be taken:\n\na. Check if the material is obsolete. If it is, mark it as such in the material ledger and label the material as "Obsolete." When it needs to be used, the warehouse keeper should fill out an "Inspection Form" to request re-inspection. The material can only be used after it passes inspection.\nb. If the material is not obsolete, an "Incoming Inspection Notification" should be filled out within 24 hours to request re-inspection.\nc. At the end of each year, the warehouse keeper should conduct a stock inventory, prepare a list of "Obsolete Materials," and submit it to the technical department for handling. The technical department should make a determination of retention or disposal within one week and inform the relevant departments.\nd. The inventory material storage time table should be updated annually.\n\n5.4.6 The re-inspection process for expired stored materials specified in 5.4.5 is as follows:\n\na. The warehouse keeper should indicate the production date or receipt date of the material, as well as the storage period, and notify the quality department for incoming inspection.\nb. The quality department should determine the inspection items for re-inspection as needed.\nc. The quality department should re-inspect the material according to the inspection requirements. If the inspection is passed, the material should be stored for the specified storage period mentioned in the table above. The warehouse should be supervised to ensure that the material is issued based on the "First In First Out" (FIFO) principle and the "Safety Stock Management Regulations." If the inspection fails, the warehouse keeper should fill out a "Non-conforming Product Report Handling Form" for quality department inspection and approval for scrapping by the general manager.\n\n5.4.7 The warehouse keeper should regularly inspect the various types of materials stored in the warehouse. If any signs of rust, corrosion, deterioration, or damage are found, they should be isolated and reported to the quality department for handling.\n5.4.8 Materials of different varieties, specifications, models, and grades should be stored separately and neatly, ensuring proper storage, orderly capacity, easy counting, and access. The following requirements should be met:\n5.4.9 The warehouse keeper should strictly separate and register obsolete, scrapped, and off-the-books materials from regularly stored materials.