WIN Execution Guide — Warehouse Material Status Maintenance

To support consistent execution of material status maintenance activities that ensure materials are continuously maintained in their correct status throughout storage, handling, staging, and movement within Warehouse and applicable Production operations.

Scope

This WIN Execution Guide applies to Warehouse and applicable Production activities where material status is identified, assigned, confirmed, updated, or verified in the system of record and through physical segregation.

This WIN Execution Guide does not define material status meanings, disposition criteria, or release authority. Those responsibilities remain governed by the applicable Family Pack, Quality Unit, and system configuration.

Family Pack Anchor

Section 6 — AA (Auditable Artifacts)

AA-WH-STATUS-MAINTAIN — Material Status Maintenance

This artifact provides continuous evidence that materials are maintained in their correct status throughout storage, handling, and staging activities.

Minimum evidentiary expectations include:

Material identity and lot reference
Status designation (e.g., quarantined, approved, rejected, returned)
Authorized storage location or zone
Date/time and personnel responsible for status changes
Ongoing verification of status integrity

Auditor focus: ability to reconstruct material status history and verify prevention of unauthorized use or release.

Section 7 — WIN (Work Instructions / Control Requirements)

WIN-WH-STATUS-MAINTAIN

Enforces continuous material status control and physical segregation within the warehouse.

Assign, confirm, or update material status.
Ensure materials remain segregated by approved status zones.
Document status changes in the designated system of record.

Control outcome: Materials are continuously maintained in correct status and prevented from unauthorized use or release.

Authority Statement:
Authority resides in the applicable Family Pack. The AA and WIN above are reproduced verbatim for reference only and are maintained under formal change control in the Family Pack.

BPO-Owned Execution Zone — WIN Execution Guide

Step 1 — Identify Materials

Identify the material and associated lot or batch upon receipt, movement, or review using the designated system of record (Wherefour).
Upon receipt of a pick sheet or transfer request, a qualified individual verifies that Wherefour accurately reflects actual on-hand inventory.
All materials are checked for correct labeling and identification prior to movement.

Step 2 — Verify Inventory Accuracy and Execute Transfers

Transfers are executed in Wherefour in accordance with the applicable Work Instruction, ensuring virtual location and quantity match physical location.
All transfers are scheduled, reviewed, and received by the requesting function.
Transactions are completed and accepted in Wherefour.
When required, SKU(s), lot(s), and quantities are documented in the applicable batch record.
These requirements apply to transfers to Production and return-to-stock activities.

Step 3 — Assign or Confirm Material Status

Assign or confirm material status based on the triggering event.
Status designations correspond only to values configured in Wherefour.
Wherefour is the sole system of record for material status.
Movements not permitted by status are stopped and escalated.

Step 4 — Approved Storage Locations and Rack Map Alignment

Materials are placed only into approved storage locations aligned with assigned status.
Materials are not stored in unapproved locations.
Storage outside the rack map requires prior Quality Unit approval.
Space or overflow conflicts impacting segregation are escalated via a Quality Event.

Step 5 — Quarantine Controls

Quarantined materials are stored only in designated quarantine locations.
Released materials may have status updated to allow allocation.
Released materials remaining in quarantine must have approved status and clear labeling.

Step 6 — System Documentation and Visual Status Indicators

Material status, location, date/time, and personnel are updated in Wherefour.
Physical labels support but do not override the system of record.
System records accurately reflect physical inventory conditions.

Step 7 — Routine Verification and Inventory Checks

Inventory verification occurs during every transaction.
SKU, lot, quantity, and location are confirmed during transfers.
Post-movement spot checks confirm alignment.
Qualified personnel may execute or support cycle counts.

Step 8 — Discrepancy Management and Escalation

Discrepancies are escalated by initiating a Quality Event.
Corrective actions restore compliance and inventory control.