Storage & Handling SOP

Version 2026.05.22. Standard operating procedure for the fulfillment center. Keep a signed copy on-site. The admin Inventory tab (bin, lot, expiry) is the digital system of record.

1. Receiving

1. Match the inbound shipment to the PO in admin → Shipping & Receiving.
2. Verify quantity, SKU, and lot against the supplier packing slip.
3. Record the lot, supplier, unit cost, and received date in the Receive-PO form.
4. Photograph the inbound carton and the lot label; attach to the PO record.
5. Quarantine the lot (do not make it pickable) until its COA is on file in admin → COA Vault and matches spec.

2. Storage conditions

• Lyophilized peptide vials: −20°C freezer, light-protected, in labeled bins.
• Bins are mapped to a code (e.g. A-12) in admin Inventory.
• One lot per bin position where possible; never co-mingle lots of the same SKU in a way that breaks lot traceability.
• Reconstituted material is not stored for resale.
• Maintain a freezer temperature log (twice daily). When the temperature logger is wired, upload the CSV to the order/lot record.

3. Cold-chain

• Blends and any lot flagged temperature-sensitive ship with a cold-pack.
• For dry-ice shipments, follow IATA/DOT packaging and the carrier's dangerous-goods rules; mark the package accordingly.
• A "keep refrigerated on arrival" insert goes in every cold-pack shipment.

4. FEFO picking

• Pick first-expired-first-out. The admin Inventory expiry column and the forecasting widget drive this.
• The Pick & Pack scan-to-pick workflow blocks a lot mismatch: scan the order, scan each vial's lot, mismatches are rejected.

5. Lot segregation & traceability

• Every outbound order records the picked lot per line item.
• Every lot maps to a public COA in /coa/.
• A lot can be traced: PO in → bin → order out → customer, end to end, in the admin audit log.

6. Expiry & disposal

• Lots within 90 days of expiry are flagged in Inventory (amber).
• Expired lots are pulled from pickable stock, marked OOS, and disposed per local hazardous-waste rules. Record the disposal in the audit log.

7. Hold & recall readiness

• Any quality concern triggers an immediate Mark-OOS on the affected SKU/lot and a pull from pending picks.
• See Quality, Complaint & Recall SOP.

8. Security & access

• The freezer and stock room are access-controlled.
• Only authorized staff have admin accounts; every write is audit-logged.
• Inventory CSV export is backed up weekly off-site.

9. Cycle counts

• Weekly cycle count of any SKU not verified in 30 days, via admin Inventory → Cycle Count (scan-by-scan reconciliation, variance written to the audit log).

10. Records

All of the above is retained for 7 years: POs, COAs, temperature logs, label proofs, disposal records, and the audit log.