106731155
Document type: SOP
Document code: TB 02-06
LABORATORY SUPPLIES
MANAGEMENT
Confidentiality: none
TABLE OF CONTENTS
1.
PURPOSE ........................................................................................................................................ 2
2.
SCOPE ............................................................................................................................................. 2
3.
RESPONSIBILITIES ........................................................................................................................ 2
4.
CROSS REFERENCES ................................................................................................................... 2
5.
PROCEDURES ................................................................................................................................ 2
5.1 Ordering stock ............................................................................................................................................... 2
5.1.1. Local orders ........................................................................................................................................... 2
5.1.2. International orders .............................................................................................................................. 3
5.2 Receiving of orders........................................................................................................................................ 3
5.3 Internal stock management .......................................................................................................................... 4
6.
CHANGE HISTORY ......................................................................................................................... 5
This SOP template has been developed by FIND for adaption and use in TB laboratories
Release date: ddMMMyy
Page 1 of 5
106731155
1.
PURPOSE
This SOP describes the laboratory supplies management system operating at the
_______________TB Laboratory. The purpose of a logistics (or supply chain) management procedure
is to ensure onsite availability of an adequate supply of all consumables and reagents necessary to
maintain continuity of projects. It is essential that the laboratory does not run out of consumables and
reagents, nor introduce expired consumables and reagents that would compromise the quality of
laboratory test results.
The vital function of a logistics management system is to record the details of ordering, receipt of
consumables and, recording of batch/lot numbers and expiry dates, and. It is essential to be able to
track the status of consumables and reagents from ordering to usage or disposition. Laboratories are
encouraged to develop their own SOPs that take into account laboratory fiscal policy, supplier
agreements and local or national regulations regards the import of consumables, reagents, chemicals
and other supplies.
2.
SCOPE
The SOP covers procedures for specifications, ordering, receipt and stock management of reagents,
chemicals, consumables and other supplies used in the _______________TB Laboratory.
3.
RESPONSIBILITIES
The Head of the TB Laboratory is responsible for implementation of this procedure. The Head of the
TB Laboratory may delegate responsibility for supervision of the procedure to a suitably qualified
member of the laboratory staff. All staff members working in the _______________TB Laboratory are
responsible for carrying out the activities as described herein. All users of this procedure who do not
understand it or are unable to carry it out as described are responsible for seeking advice from their
supervisor.
4.
CROSS REFERENCES
See:
Document Matrix_TB 01-01_1.0.doc
Location:
Refer to SOPs listed under 07-01 (General Procedures)
5.
PROCEDURES
5.1 Ordering stock
5.1.1. Local orders
The Procurement Officer or the person delegated to manage logistics in the laboratory is to identify the
Page 2 of 5
106731155
need of a particular product when the stock go below the minimum acceptable level.
Order of less than __________________

If the amount of money required for the purchases is less than _________________, no
written quotation is required.
Order of greater than ___________________




If the amount of money required to purchase the supplies is more than
_____________________, a written quotation from at least 2 supplies is required.
A request for quotation is sent to prospective suppliers who will present a proforma invoice for
attention of the Procurement Officer or person delegated to manage logistics in the laboratory.
Once quotations have been received, they are to be scrutinized for the particulars of the
products and price by the Procurement Officer or person delegated to manage logistics in the
laboratory.
The Procurement Officer or person delegated to manage logistics in the laboratory is to
receive approval from the Head of the TB Laboratory before proceeding with the purchase.
5.1.2. International orders
The Procurement Officer or person delegated to manage logistics in the laboratory, in conjunction with
the Head of the TB Laboratory should develop a policy for placing international orders.
5.2 Receiving of orders






For orders below __________________, stock will be received either at the Procurement
Offices Store or the TB Laboratory Store (with or without a delivery note), but the supply must
have a receipt.
Receipts are to be given to Procurement Officer or person delegated to manage logistics in
the laboratory as soon as possible for filing.
For local orders above __________________ or International orders, stock is to be delivered
to the Procurement Offices Store except for items that require special storage conditions.
The delivery must be checked against the delivery note before signing for the stock.
The delivery note is then filed in the delivery note file located at the Procurement Offices
Store.
Stock received is then entered into the respective stock card.
Use:
Stock card_form.doc
Location:


All stocks received are to be inspected to ascertain that they have been transported under
recommended conditions and are in good order.
The Procurement Officer or person delegated to manage logistics in the laboratory is to be
notified of any goods requiring replacement or repair, who will then coordinate with the
supplier and/or shipper for follow up action.
Page 3 of 5
106731155
5.3 Internal stock management
Storage locations



Stock will be stored in two stores, the Procurement Office Stores and the TB Laboratory
Store.
The office storage is to act as the main storage and a stock receipt point for almost all stock
(excluding small purchases made locally which may be taken directly to FIND Laboratory)
The laboratory storage comprises all storage space in both the molecular laboratory and the
processing room is to act as a final destination for stock.
Stock cards


A stock card is to be allocated for each item and must be duly filled in during each stock check
and when ever stock is added or removed.
It is to have the information about each product the manufactures/supplier name, expiry date,
Lot/batch number for each new item entered and ate of receipt of stock.
Use:
Stock card_form.doc
Location:




Both the Procurement Office storage and the laboratory storage are to have separate stock
cards for each item to record stock at that location.
Stock cards are to be filled in the stock in and stock out section whenever stock is moved in
and out of the respective storage areas.
Stock levels in the laboratory are to be calculated based on average monthly usage, estimated
future use (depending on studies being undertaken) and lead time for procurement
(depending on local or international supply)
Stock is to be used on a first in first out basis except for cases were new stock is to expire
before the old stock
Stock checks




Stock checks are to be performed both at the Procurement Office Store and the storage at the
TB Laboratory.
A stock check is to be performed 6 times annually, on the 1st week of every other month.
Each item/stock is to be recorded on a separate stock card.
Smaller stock checks may be performed more often for items that are more rapidly consumed
through routine laboratory activities.
Expired stock



Any stock that has passed its expiry date is to be taken out of use immediately and disposed
of in accordance to the MSDS.
The removed expired stock must be entered into the stock card as an adjustment.
Disposal of expired non biohazard dry stock is done by placing them in a rubbish bin for
burning according to NTRL procedures.
Material Data Safety Sheets (MSDS)
A printed copy of the MSDS for each item must be kept in the TB Laboratory Office in an easily
retrievable manner. MSDS are provided automatically by some suppliers. In some cases they are
available on supplier websites or may be specifically requested. It is the responsibility of the
designated laboratory personnel to ensure that MSDS for all supplies are available in the laboratory.
Page 4 of 5
106731155
6.
CHANGE HISTORY
New version #
/ date
Old version #
/ date
No. of
changes
Description of changes
Source of
change request
Page 5 of 5