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I. OBJECTIVE
1. To provide general guidelines on emergency ordering and pick-up of items by outlets during Sundays and holidays
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Service Crew shall call the SOS staff about emergency pick-up of product to warehouse. SOS must get the details of items to pick-up and the reason for the emergency ordering. SOS shall seek the approval of the Operations Officer. Once approved, SOS shall call the Warehouse Officer and provide the details of emergency pick-up such as name of item, quantity, name of outlet, and name of Service Crew who will do the pick up.
Warehouse Officer shall endorse to Guard-on-duty the stocks intended for emergency pick-up. Warehouse Admin Staff and Guard-on-duty must count and record the actual physical count of the items. Warehouse Admin Staff shall transfer the receipt to the Quorus.
Warehouse Officer shall call the SOS Staff and Guard-on-duty to provide the emergency code which shall be used for confirmation of the transaction. SOS shall state the code to the Service Crew, which the Service Crew shall then state to the Guard-on-duty during the pick-up. Guard-on-duty must verify if the code given is correct. If it is not correct, the transaction shall not be allowed. Guard-on-duty shall report to the Warehouse Officer the name of the Service Crew who does the transaction. If the code is correct, Guard-on-duty must log the code to the pick-up logbook and fill-out the Pull-Out Receipt.
Guard-on-duty and Service Crew must count the actual quantity of products and record their expiration date in the logbook and pull-out form. Service Crew must sign the logbook and pull-out receipt. It shall certify that the products are received personally and counted, checked, and found to be in good condition by the Service Crew.
Guard-on-duty shall provide the white copy to the Service Crew and the blue copy to the Order Taker but keep the pink copy for his own filing. Order Taker shall transfer the details to the Quorus, print the Warehouse Issuance Slip (WIS) and forward it to the SOS for signature.
IV. PROCEDURE FLOWCHART
Flowchart Title
Emergency Order and Pick-Up
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Pull-Out Receipt
2. Warehouse Issuance Slip (WIS)
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