WIN Execution Guide — Warehouse Receiving & Receipt Verification

To support consistent execution of controlled receipt verification activities for inbound materials in alignment with the Warehouse Family Pack.

Scope

Applies to Warehouse receiving activities where inbound materials are accepted into custody and placed under status control prior to Quality disposition.

Section 6 — AA (Auditable Artifacts)

AA-WH-RECV-VERIFY — Receiving Verification

This artifact provides evidence that inbound materials are verified upon receipt and placed under appropriate status control prior to use.

Minimum evidentiary expectations include:

Material identification and lot traceability
Quantity, condition, and documentation verification
Quarantine assignment pending Quality release
Exceptions, damages, or discrepancies identified at receipt
Date/time and responsible personnel performing receipt verification

Auditor focus: confirmation that materials are not introduced into inventory or use without documented verification and quarantine control.

Section 7 — WIN (Work Instructions / Control Requirements)

WIN-WH-RECV-VERIFY

Governs controlled receipt of inbound materials to ensure that only suitable, correctly identified materials enter the GMP system.

Receive inbound materials with required accompanying documentation.
Verify material identity, condition, quantity, and documentation.
Document verification results and any observed exceptions.
Assign initial material status pending Quality disposition.

Control outcome: Only verified, traceable materials are introduced into Warehouse-controlled inventory under defined status.

BPO-Owned Execution Zone — Operational Step Sequence

All received materials are placed into quarantine upon receipt. A separate Material Handling function performs organoleptic assessment, Certificate of Conformance review, and coordination of third-party testing as required. Quality Assurance reviews the results and authorizes release for use.

Step 1 — Receive the Inbound Shipment

Inbound shipments are received only during approved receiving hours (7:30 AM–4:00 PM, Monday–Friday).
Drivers enter through Back Door #1 and notify Warehouse personnel via doorbell.
The Warehouse Manager or designee:
- Confirms the delivery matches the expected shipment
- Assigns the appropriate dock
- Verifies dock plate engagement prior to trailer access
No unloading may begin until truck inspection is completed and unloading is authorized.

Step 2 — Verify Shipping Documents

Receiving personnel obtain and review the BOL, Packing List, and COA, as applicable.
Documents are verified against the purchase order to confirm supplier name, material description, lot number(s), and quantities.
Drivers are not released until documentation review is completed.
Missing, incorrect, or incomplete documentation is escalated prior to unloading.

Step 3 — Confirm Material Identity, Lot Number, Quantity, and Labeling

Materials are verified against shipping documentation to confirm correct product identity, lot numbers, quantities, and labeling.
Each material is identified at receipt as Organic, Allergen, or General in accordance with its approved classification.
Internal SKU labels, quarantine labels, and required designation identifiers (e.g., Organic or Allergen) are applied as required.
Upon receipt into custody, Sawgrass Nutra Labs assumes responsibility for status, identification, and segregation throughout the material lifecycle.
Unlabeled or improperly designated materials are not permitted to enter storage and must be escalated immediately.

Step 4 — Inspect Materials for Visible Damage, Contamination, or Discrepancies

Truck Inspection – Acceptance Gate
(SOP-WH-RECV | Acceptance Gate Control)

Inspection is conducted prior to acceptance and unloading.
Inspection verifies transportation conditions have not compromised material identity, safety, or quality.
Inspection includes verification of trailer integrity, cleanliness, absence of pests or odors, and temperature records.
Inspection exceptions are documented and escalated by initiating a Quality Event.
Unloading is prohibited until inspection is reviewed and dispositioned.
If inspection criteria are not met, the shipment is placed on Hold pending QA disposition.
During unloading, pallets and containers are visually inspected for damage or contamination.
Damaged materials received for traceability are immediately placed in Hold status and segregated.

Step 5 — Record Receipt Details

Receipt details, inspection results, observations, and deviations are documented on REC-WH-RECV-01.
Receipt data is accurately entered into Wherefour.
Discrepancies between physical receipt and system records are documented and escalated.

Step 6 — Assign the Initial Material Status (e.g., Quarantine)

All materials are assigned an initial status of Quarantine and segregated into designated zones.
The Warehouse Manager verifies system status, labeling, and cross-contamination controls.
Materials remain in quarantine until Quality Assurance authorizes release.
Materials on Hold are stored in a dedicated Hold bay with vertical segregation by material classification.
All Hold materials are clearly labeled, system-controlled, and physically segregated.

Definition Note – Material Status

Quarantine
A controlled material status applied to all received materials pending completion of required quality evaluations, including documentation review, inspection, testing, and Quality Assurance release. Materials in Quarantine are not approved for use and must be physically segregated and clearly identified until released by QA.

Hold
A restricted material status applied to materials with identified or suspected quality issues, including damage, contamination, temperature excursions, or other nonconformances. Placement of materials into Hold status requires raising a QMS Quality Event. Materials placed on Hold are not approved for use and must be immediately segregated both physically and within the inventory system pending Quality Assurance disposition, which may include return, destruction, or other defined action.

Material Status Decision Table – Quarantine vs Hold

Scenario / Condition	Material Status	Required Actions	QA Involvement
Material received with complete documentation and no visible issues	Quarantine	Assign Quarantine status in system; apply quarantine label; segregate in designated quarantine area	QA review required for release
Material received pending routine QA evaluation (COA review, testing, organoleptic assessment)	Quarantine	Maintain segregation and status until QA disposition	QA authorizes release
Material received with minor discrepancies requiring clarification (e.g., documentation clarification, quantity variance)	Quarantine	Document discrepancy; escalate per Warehouse/QA expectations	QA review required
Visible damage to packaging, pallets, or containers	Hold	Stop use; place in Hold status; physically segregate; initiate Quality Event	Raise a QMS Quality Event; QA disposition required
Evidence or suspicion of contamination, pests, mold, or abnormal odors	Hold	Do not unload or immediately segregate; initiate Quality Event; secure material	Raise a QMS Quality Event; QA disposition required
Temperature excursion or missing / invalid temperature records	Hold	Place material on Hold; document deviation; initiate Quality Event	Raise a QMS Quality Event; QA disposition required
Leaking, broken seals, or compromised container integrity	Hold	Place in Hold; segregate; initiate Quality Event	Raise a QMS Quality Event; QA disposition required
Damaged materials received for traceability purposes	Hold	Assign Hold status; segregate; await QA decision for return or destruction	Raise a QMS Quality Event; QA disposition required
Any condition where material safety, identity, or quality is in question	Hold	STOP, ESCALATE, DOCUMENT	Raise a QMS Quality Event; QA disposition required

Escalation
Any discrepancies, damage, inspection failures, or missing documentation must be escalated prior to material use.

Principle: STOP = ESCALATE = DOCUMENT

WIN Template — Warehouse Receiving & Receipt Verification

Purpose