SOP-OPS-02: Goods Receiving, Serial Capture & QC Control

1. Purpose

To ensure all inbound goods are formally received, inspected, serialised where applicable, and quality-controlled before being made available for sale or refurbishment.

2. Scope

Applies to all inbound refurbished laptops, gaming PC components, peripherals, and any inventory entering EZZTECH warehouse locations.

3. Roles & Responsibilities

Warehouse Operative – Physical receipt and initial inspection.

Technician – Diagnostic testing and grading.

Operations Lead – Approval of discrepancies and stock activation.

4. Procedure

1. Verify delivery against Purchase Order (PO).
2. Record Goods Receipt Note (GRN) in Odoo.
3. Capture serial numbers for all serialised devices.
4. Physically label items with internal tracking reference.
5. Move items to QC quarantine area.
6. Perform diagnostic testing and grading.
7. Log QC outcome in Odoo Quality module.
8. Approve for stock activation or move to non-conformance workflow.

5. Quality Control Standards

• 100% inspection for Tier 3 suppliers.
• Sample-based inspection for Tier 1 and Tier 2 suppliers (minimum 20%).
• Functional testing for laptops (boot test, hardware diagnostics, battery health).
• Visual inspection grading (A/B/C condition).
• Component verification for PC parts.

6. Control Points

• No stock may be activated without GRN and QC log.
• All serial numbers must be recorded before stock activation.
• Discrepancies must be reported within 24 hours.
• Rejected goods must be segregated physically and in-system.
• Operations Lead approval required for variance write-off.

7. Required Evidence / Records

• Purchase Order reference
• Goods Receipt Note (GRN)
• Serial number log
• QC checklist record
• Discrepancy report (if applicable)
• Non-conformance record

8. Risks & Mitigation

Risk: Inventory shrinkage → Mitigation: Serial capture and bin control.

Risk: Poor quality stock → Mitigation: Mandatory QC before activation.

Risk: Supplier dispute → Mitigation: 24-hour discrepancy reporting rule.

Risk: Misgrading → Mitigation: Standardised grading checklist.

9. Review & Approval

Review Cycle: Quarterly

Next Review Date: 18 May 2026