SOP For Capex Material/Items Returning Proedure

With the help of this SOP I will highlight the following points.

1) PURPOSE

2) SCOPE

3) DEFINITION

4) RESPONSIBILITIES

5) PROCEDURE

6) RELATED DOCUMENTS

1. PURPOSE:

The purpose of this procedure is to provide guideline for handing over returnable Capex Spares to Store/Warehouse and issuance for refurbishment /repair, re-use, etc. 

2. SCOPE:

This procedure is applicable to all the material including: 

1) Capex Spares (organization/company related) – Removed from workplace.

2) Issuance for refurbishment / repair, re-use, other. 

3. DEFINITION:

(3.1) Revex Spares: 

Spares parts will fall under Revex category if: 

Value = Any (> PKR 100,000/-) and Life <= 1 Year Or 

Or Value <=PKR 100,000/- and Life = Any

All consumables such as filters, gaskets, packing, lubricant, chemical, spark plugs etc fall under Revex category. Such material doesn’t fall under returnable material category.  

(3.2) Capex Spares

All Spares parts of worth Rs.100,000/- or more and life greater than 1 

year. 

(3.3)   Repairable Spares (Capex): 

Material which can be re-used after necessary repair / refurbishment works. 

(3.4) Cannibalized Parts:

Material is faulty / damaged / not usable and can’t be uses as complete equipment but few healthy parts can be used in future. These parts should also be returned to store/warehouse.

(3.5) Un-Usable Material / Scrap: 

Any faulty / damaged part which cannot be re-used will be considered as scrap.

4. RESPONSIBILITIES:

(4.1) Concerned Section Head / Dept Head are responsible to ensure that returnable material be handed over to store/warehouse with proper tagging / packing. 

(4.2) Concerned Section Head / Dept Head of respective sections are responsible for initiating the process for repair for repairable item within one month.   

(4.3) Store/warehouse is responsible for keeping the proper record of all the items received against this procedure. 

(4.4) Store/warehouse is responsible to circulate following reports on monthly basis.

• Capex Spares Issuance Report – Mentioning status of items returned or not returned.
• Capex Items Retuned to Store/warehouse including status for items sent for repair.

(4.5) For scrap / irreparable item, respective dept shall initiate the process through Scrap disposal procedure (controlled document number).

5. PROCEDURE:

(5.1) All used capex spares removed from plant should be returned to store/warehouse within 7 days of its removal from plant.

(5.2) Material will be returned to the store/warehouse through duly approved form (design a return material format) with all necessary information.  User shall handover the material with proper packing, tagging & mention necessary information on material as Material code, Material description, Material physical condition (usable, repairable, repaired, Cannibalized etc).

 (5.3) For repairable items, processing for repairing should be initiated within 30 days of the item returned to store/warehouse. Such items will be issued from store/warehouse through (design an issuance document), and should be returned to store/warehouse through Attachment 01 after refurbishment / repair.

 (5.4) Monthly status of Capex spares issued from Stores (design an issuance report) and Capex Items returned to stores (design a returning report format) will be circulated by store in consultation with FBA Representative. Respective department shall review the list and take necessary action as advised in this procedure.

(5.5)  Non-repairable Capex items handed over to store will be scraped through scrap disposal procedure (controlled document number).  

(5.6)  In case if materials to be issued for first time for installation at plant, it will not fall under the returnable category but attachment No. 5 shall be provided with DN for declaring new items. 

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Detail Explanation of VLookup Usage (Advance Excel)

Let start sharing with the detail explanation of VLookup command in Advance Excel, there are many advance formulas in MS-Excel 2007, by proper using of these formulas anyone can compile many types of reports.

VLookup command is very useful command, by using this command you can easily sought out your required data in specific field. I will share conditionally use of VLookup command in next post. 

I will try to share my details in a easy way step-by-step.

Let’s start:

First of all everyone must have the idea the what is the main operation of VLookup command, so listen, VLookup is a command that can easily find out the value as you want against a specific value from a table rows. VLookup only sought out the value in a defined not column, not the whole table.

For example: If we want that when we type “Entertainment” in any cell of MS-Excel then the next cell show the “Plateform”, so we can do the following practice.

Syntax of VLookup command is.

Vlookup (.lookup_value, .table_array, .col_index_num, .[range_lookup]

Briefing of syntax

Vlookup = is the name of command

lookup_value = that is the focusing value, suppose you typed “Entertainment”, as I show in above example.

table_array = this is the array of table from which you want to find the value of “Entertainment” (Note: It is compulsory that the start column of your table array is that column which has “Entertainment”).

col_index_num = this is the number of your column, from where your field is acquired (suppose your table has 8 columns and there is the 6th column have your required field then you type in 6)

[range_lookup] = this is drop-down list, it has two options. 1. True, 2 False.

True is use for approximate match

False is use for exact match

Please view the below snap, how a vlookup command work.

Above example I have using only two columns table, but there can be more columns table on that time you do the same using of this formula just change the table array (your table cells range) and also change the col_index_num, this is a very simple but very useful formula of MS-Excel. You can design a small sheet where you just simply type a word and then result is come from your backup table array. This formula can all the excel user for make them more expert. I will share more ideas of using vlookup with other formulas in next posts. For get more ideas revisit my blog and also don't forget to share with your friends or if anyone has any query so contact with me. Thanks.

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Tools Management in Inventory Management

There are many most important operations in inventory management, to manage inventory in a proper way for all organization it is necessary. All companies/organizations designs SOP's (standard operating plans) for their multiple operation in different areas/sector/departments.

Basically SOP's are just like tutorials, working methods or operational process and companies/organizations can bound their concerned department to work as per their SOP's. 

I want to share with my friends a short introduction of Tools handling SOP.

Tools management in inventory management is a main operation for maintain proper inventory and records. There are many types of tools, depends on organizations/companies needs. Some tools having low value and some have high value. These are also your company asset. 

I want to ask you a question? 

What method is using in your company for tools issuance/handling/using.

Some companies used just simple way to tools management, if a user required a tools he ask to their purchase department, then purchase department call the supplier and place an order against their user need, when the tool received in store, store handed over this tool to user against an system document or manual document. They think that their job is completed.

If user, who ask that tool, resign his job, so how could you ask him for your asset, because you have not maintain any proper record of this user's tools.

By maintain a proper tools management you can develop a cycle of tools issuance, in this cycle a user who required a tools, he ask that tool from store/warehouse department, store department should record the issuance date, user name who required that tool and department of that user. At the time of the user resignation or termination from his job, HR ask him a clearance specimen from store/warehouse department. When the user go to store/warehouse department and ask their specimen then store check his tools record and if there is any tool available in his name so store/warehouse department ask these tools from user. When a user submit their all tools to store then store give him their specimen. 

Now these tools are in store custody and if another user or new user required that tools then store can issued these tools to him by follow the all above steps. Until the expiry/damage of tools.

By this method you can save your assets and revenue. 

Some companies use another simple way just like they uses a manual register for tools issuance and transferring, it is not right way too because registers can be burn, lost, or damaged then all the data been lost.

I suggest that every company/organization should use a proper way and proper system for tools handling operations. During my professional career I have design a program in visual basic for tools database, this is very simple and easy application. If someone need this application so I will provide him.

If you like this tools management article so please share with your friends. Thanks.

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