Ref.

No: ESCL-SOP-014

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00
Issue Date:12th Nov, 2012

Materials/Store Control
Procedure

Page 1 of 5

MATERIALS/STORE CONTROL
PROCEDURE

APPROVAL AND REVISION STATUS

Rev. No.
00

Issue Date

Revision

12/11/2012

Identification
First Issue

Prepared by

Reviewed

Approved by

Commercial
Manager

by
QHSE
Manager

Managing
Director

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-014

Rev. No: 00

Materials/Store Control
Procedure

Issue Date:12th Nov, 2012

Page 2 of 5

CHANGE (S)/AMENDMENT (S)

The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.
Change/Amendment No. Date

Page

Description

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-014

Rev. No: 00

Materials/Store Control
Procedure

1.0

Issue Date:12th Nov, 2012

Page 3 of 5

PURPOSE
This procedure defines the method and responsibility for product preservation in
ESCL.

Preservation includes identification, handling, packaging, storage and

protection.
2.0

SCOPE
This procedure is applicable to bought-in materials, parts, equipment, finished
products and client property.

3.0

REFERENCES
NIS ISO 9001:2008, Quality Management Systems-Requirements.
NIS ISO 9000:2005, Quality Management Systems-Fundamentals and Vocabulary.
ESCL Quality Manual (ESCL-QM-001)
ESCL-SOP-012, Procurement Control Procedure
Form 120, Materials Request

4.0

TERMS AND DEFINITIONS

The following terms and definitions and the ones given in ESCL Quality Manual and
NIS ISO 9000:2005 apply:

4.1

ESCL: Egba Split-Clamps Limited.

4.2

ISO: International Organization for Standardization;

4.3

NIS: Nigerian Industrial Standard;

4.4

Supplier (contractor, Vendor): Organization or person that provides a product to

ESCL e.g. Vendor of a product, or provider of a service or information.

5.0

RESPONSIBILITIES AND AUTHORITY

5.1

Storekeeper, Requisition Initiator or other technically competent personnel:

Responsible for the verification of the quality of purchased items before formal receipt,
storage or use.

5.2

Storekeeper: Responsible for the receipt, recording, storage and issue of purchased
items to authorized personnel as applicable.

5.3

Department/Unit Heads:

Responsible for authorizing the issue of products as it

pertains to their various activities/processes.

EGBA SPLIT-CLAMPS LIMITED

Materials/Store Control
Procedure
6.0

PROCEDURE

6.1

Receiving of Items

Ref. No: ESCL-SOP-014

Rev. No: 00
Issue Date:12th Nov, 2012
Page 4 of 5

6.1.1 Dedicated project procedures are issued when required, detailing how project
materials and equipment are received, handled, identified, stored and issued. In the
absence of such procedures, the requirements contained herein apply.
6.1.2 Materials and equipment are received, counted and verified for completeness before
acceptance.
6.1.3 The materials and equipment are not received without appropriate delivery document
(e.g. invoice, delivery note) or passing through receiving inspection (see document
Ref. No. ESCL -SOP-012) or other forms of verification as may be specified in the
contract or purchasing document.
6.1.4 The accepted product is entered in the Materials Received Register and thereafter
posted in the Stock Card.
6.1.5 Nonconformities are resolved with the vender or function responsible for the purchase.
6.1.6 Every purchased product (whether direct cash purchase or vendor supplied) is
received into stock.
6.2

Storage

6.2.2 The storage area is clean, and maintained in an orderly manner.

6.2.3 The storage area is free from corrosive or contaminating sources.
6.2.4 Each item in store is clearly and fully identified.
6.2.5 Materials are stacked in order to avoid accidental damage.
6.2.6 Inflammable and hazardous materials are stored under controlled conditions. Such
materials are identified with proper warning signs
6.2.7 Client property are received, identified, segregated and stored separate from ESCL
purchased items.
6.3

Issuing of Items

6.3.2 Materials and equipment are issued upon necessary approval.

6.3.3 Material Request Form (Form 120) is completed and approved before the collection
of items from the store.

EGBA SPLIT-CLAMPS LIMITED

Materials/Store Control
Procedure

Ref. No: ESCL-SOP-014

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 5

6.3.4 The issued items are posted in the Stock Card.

6.3.5 Issue of stationeries is recorded and maintained by the Admin Department as
appropriate.
6.4

Delivery to Site/Client

6.4.1 Each material or equipment for use in the field or delivery to client is accompanied by
a duly authorized Waybill.
6.4.2 Such material or equipment is carefully preserved during transportation to maintain
the conformity.
6.5

Material/Equipment Returned from Project Site

6.5.1 Materials and equipment returned from project sites are checked and recorded.
6.5.2 The hand tools and equipment are cross-checked with the issuing waybill to ensure
completeness.
6.5.3 Lost, damaged or stolen equipment or hand tools are recorded.
6.6

Stock Count
Stock count is carried out at least every twelve months and records maintained.

7.0 RECORDS
7.1 Material Request (Form 120).
7.2 Material Receiving Notebook
7.3 Stock Card.
7.4 Waybill.
7.5 Record of Client Property.
7.6

Stock Count Record.