22 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 1 Republic of
Republic of the
the Philippines
Philippines
Department of Health
Department of Health Annex 1
OFFICE
OFFICE
NAME OF OFFICE

OFFICE ADDRESS
OFFICE ADDRESS
ADDRESS

REQUEST FOR SCHEDULE OF DELIVERY (RSD)

Date of
RSD Control Number ᬅ ᬆ
Request
I. REQUESTING SUPPLIER'S ACTION / DETAILS OF REQUEST
For: From:
ᬇ ᬈ
Signature over Printed Name and Position Company Name
ᬉ
Signature over Printed Name and Position
PO / Contract No: PO/ Contract
Type of Delivery:________ᬊ________
_____ᬋ_____ Date:__________ᬌ___________
Weight of
Quantity per Total number of Dimension of
Item Description Tranche Quantity carton in
Carton Carton carton in cm
kg
ᬍ ᬎ ᬏ ᬐ ᬑ ᬒ ᬓ

Requested Date
End user: ᬔ ᬕ
of Delivery:
II. OFFICE'S ACTION / RESPONSE
Approved
Recommendation: ᬖ ᬗ
Quantity:
Reason for disapproval Volume in
ᬘ द
(If disapproved): CBM:
Place of
Other remarks: ध न
Delivery:
Recommended by: Noted by:

ऩ प

Signature over Printed Name and Position Signature over Printed Name and Position
IiI. INSTRUCTION TO SUPPLIERS

Request
Requestfor
forDelivery Schedule Shall
DeliverySchedule Shallbe
befilled
filledup
upby
byintended
intendedrecipient
recipientwith
withthe
thefollowing
followinginformation:
information:
1.1. RSD Control
RSD ControlNumber Number 15. Weight of carton in kilograms (kg)
2. Date RSD was prepared/ filled-up 16. End-user / Program owner of the commodities for delivery
2. Date RSD was prepared/ filled-up
3. Name of the Head of Office 17. Requested Date of Delivery
4.3. NameName
Company of theof Head of Officesupplier
the requesting 18. Recommended Decision: Indicate whether approved or
5.4. NameCompany
of the representative
Name of the of requesting
the requesting
supplier disapproved
supplier/company 19. Quantity approved based on the space availability in the
5.
6.
Name of the representative of the requesting
Type of Delivery: Indicate whether the delivery is Partial or
supplier/companywarehouse. Put N/A if the delivery is disapproved
6. Full. Type of Delivery: Indicate whether the delivery is Partial20.or Full. Reason for disapproval. Attached the Non-conformance
7.7. PO orPO Contract Number
or Contract of the delivery
Number of the delivery form as necessary
8. Date indicated in the PO or Contract 21. Volume of delivery in Cubic Meter (CBM) or in number of
8. Item Date
9.
indicated in the PO or Contract
description as indicated in the PO/Contract pallets
9. If applicable,
10. Item description
indicate inas indicated
which trancheinthe
thedelivery
PO/Contract
belongs 22. Other remarks as necessary
10. to (i.e:
If 1st tranche, 2nd
applicable, tranche,
indicate 3rd tranche)
in which based
tranche the on the
delivery 23. to
belongs Place
(i.e:of1st
delivery: Name
tranche, 2ndoftranche,
the warehouse and address
3rd tranche) based on
PO/Contract or NTP 24. Name of Store Manager
the PO/Contract or NTP
11. Quantity of items requested for delivery 25. Name of Supply Officer
11. Quantity
12. Quantity of in
of items items requested
a carton (tertiaryfor delivery
packaging) 26. Other instructions and reminders to suppliers as necessary
13. Total number of cartons requested for delivery
14. Dimension of carton (height, width, length) in centimeter
(cm)
 ANNEXES 23

ANNEX 2 Republic
Republicof
of the Philippines
the Philippines
Department
Department ofofHealth
Health Annex 2
OFFICE
OFFICE
NAME OF OFFICE

OFFICE ADDRESS
OFFICE ADDRESS

DELIVERY NOTIFICATION FORM (DNF)

DNF Control
ᬅ Date ᬆ
Number
DETAILS OF SHIPMENT
For: From:
ᬇ ᬈ
Signature over Printed Name and Position Signature over Printed Name and Position

Required
Estimated
Unit of Quantity per Total Quantity Expiration Space in End-user /
Item Description Date of
Measurement Cartons for delivery Date CBM/ or in Program
Arrival
pallet
ᬉ ᬊ ᬋ ᬌ ᬍ ᬎ ᬏ ᬐ

Estimated Total
CBM / # of Pallets ᬑ
required

Other Remarks ᬒ

Delivery Notification Form Shall be filled up by intended recipient with the following information:
1. DNF Control Number
2. Date DNF was prepared/ filled-up
3. Name & Signature of the Head of Office (Consignor)
4. Name & Signature of the Head of Office (Consignee/ Receiving Office)
5. Item description as indicated in the PO/Contract
6. Unit of Measure as indicated in the PO/Contract
7. Quantity per carton
8. Total Quantity for Delivery
Delivery Notification
9. Form Shall
Expiration Date be filled up by intended recipient with
the following information:
10. Computed volume in CBM or in pallets
11. End-user or Program Owner of commodities for delivery
1. DNF Control
12. Number
Estimated Date of Arrival
2. Date DNF 13. wasIfprepared/
multiple itemsfilled-up
are in the DNF, compute and indicate the total volume of delivery in CBM or in pal
3. 14. Other remarks
Name & Signature of the Head as necessary
of Office (Consignor)
4. Name & Signature of the Head of Office (Consignee/ Receiving Office)
5. Item description as indicated in the PO/Contract
6. Unit of Measure as indicated in the PO/Contract
7. Quantity per carton
8. Total Quantity for Delivery
9. Expiration Date
10. Computed volume in CBM or in pallets
11. End-user or Program Owner of commodities for delivery
12. Estimated Date of Arrival
13. If multiple items are in the DNF, compute and indicate the total volume of delivery
in CBM or in pal
14. Other remarks as necessary
24 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 3 Republic of the Philippines

Department of Health
Republic of the Philippines Annex 3
Department
OFFICE
NAME OFof Health
OFFICE

OFFICEOFFICE
ADDRESS
ADDRESS
OFFICE ADDRESS

NON-CONFORMANCE REPORT
I. DETAILS OF SUPPLIER / SOURCE
Supplier / Source: ᬅ
Supplier / Source Address: ᬆ
Email Address: ᬇ
Contact Number: ᬈ
PO / Contract / Document
ᬉ
Tracking No.:
Date of PO / Contract /
ᬊ
Document Tracking
II. TYPE OF NON-CONFORMANCE ᬋ
A. During Request for Delivery B. During Delivery
RSD No.: ᬌ RSD No.: ᬑ
DNF No./ Pre alert reference: ᬍ DNF No.: ᬒ
Incomplete document ᬎ Incorrect Warehouse Location ᬓ
Incorrect document ᬏ Arrived beyond cut-off time ᬔ
Others: _________ᬐ_________ Incorrect Volume ᬕ
Quantity / UOM: ________________
Incomplete document submitted ᬖ
Incorrect document submitted ᬗ
Invalid date of delivery ᬘ
Incomplete/No samples submitted द
With Findings/Discrepancy against PO/Contract ध
Damaged - Quantity/UOM:____न_____
Expired - Quantity/UOM:_____ऩ____
Inappropriate handling during transport प
Excess quantity delivered against the approved RSD
Quantity / UOM: ______फ__________
Others: ________ब__________
III. COMPLETE DESCRIPTION OF ABOVE-SELECTED CELL(S)

Prepared By: म Validated By: य Acknowledge By: र

Signature:
Name:
Designation:
Date:
Non-conformance report shall be filled up by the Store Supervisor with the following information:
1 If commodity for delivery is your own procurement, indicate company name of vendor/supplier. If commodity
for delivery is allocated by the upper tier, indicate entity name of consignor (i.e. DOH central or Regions).
 ANNEXES 25

Non-conformance report shall be filled up by the Store Supervisor with the following information:
1. If commodity for delivery is your own procurement, indicate company name of vendor/supplier. If
commodity for delivery is allocated by the upper tier, indicate entity name of consignor (i.e. DOH
central or Regions).
2. Company Address of the vendor/supplier/consignor.
3. Email address of the vendor's/supplier's/consignor's representatives.
4. Contact number of the vendor's/supplier's consignor's representatives.
5. Control number indicated in the PO/Contract/ Donation.
6. Date indicated in the PO/Contract/ Donation.
7. Tick "A" box if the nature of non-conformance of the vendor/supplier/consignor is during delivery
request scheduling while tick "B" box if the non-conformance of the vendor/supplier/consignor is
during the actual delivery in the warehouse.
8. Indicate RSD control number (if the delivery request is from your own procurement).
9. Indicate DNF control number (if the delivery request is from the upper tier: DOH Central/Region).
10. Tick this box if the document(s) relative to the delivery request is incomplete.
11. Tick this box if the document(s) relative to the delivery request is incorrect.
12. Tick this box for other reason(s) in disapproving the delivery. Indicate the reason in the line provided.
13. Indicate RSD control number (if the delivery is from your own procurement).
14. Indicate DNF control number (if the delivery is from the upper tier: DOH Central/Region).
15. Tick this box if the item delivered is not intended for the warehouse.
16. Tick this box if the item delivered arrived beyond the defined cut-off time in the warehouse.
17. Tick this box if the volume of the item delivered is more than the volume (in CBM/Pallet) requested for
delivery. Indicate the quantity of items rejected if applicable.
18. Tick this box if the required document(s) for the delivery is incomplete.
19. Tick this box if the required document(s) for the delivery is incorrect.
20. Tick this box if the schedule of delivery for the item is incorrect.
21. Tick this box if the supplier do not provide the right quantity of samples for required FDA test analysis.
22. Tick this box if the item has findings/discrepancy against the PO/Contract upon inspection with the
inspection committee.
23. Tick this box if only a portion of the delivery will be rejected due to damage. Indicate the quantity and
UOM.
24. Tick this box if only a portion of the delivery will be rejected due to expiry. Indicate the quantity and
UOM.
25. Tick this box if the delivered items were handled inappropriately by the 3PL/courier (i.e., not compliant
with Good Distribution Practices).
26. Tick this box if there is an excessive quantity delivered against the approved quantity indicated in the
RSD. Indicate the quantity and UOM.
27. Tick this box for other reason(s) for rejection that are not indicated above. Site the reason on the
provided space.
28. Briefly describe the nature of non-conformance.
29. Indicate the name, signature, designation of personnel who prepared the report.
30. Submit to the supply officer/head of office for validation and signature.
31. Indicate the name, signature, designation of the concerned personnel (3PL/Courier/Supplier/Upper
tier).
26 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 4 Republic of
Republic of the
the Philippines
Philippines
Department of
Department of Health
Health Annex 4
OFFICE
NAME OF OFFICE
OFFICE
OFFICE ADDRESS
OFFICEADDRESS
ADDRESS

REQUEST FOR INSPECTION (RFI)

RFI Control Number: ᬅ Date: ᬆ

Chairperson (Name) ᬇ
Inspection Committee
Department of Health ᬈ

Dear Sir/Madam, ᬉ

May we request for the inspection of the approved delivery of Item(s) with the following details:

Approved Date of Delivery Location of Delivery /

Item Description RSD Control No.
/ Inspection Inspection
ᬊ ᬋ ᬌ ᬍ

Copy of RSD/s and PO/s are attached herewith for your reference. Please coordinate directly with
______ᬎ______, Store Manager, for the above mentioned inspection/delivery at ____ᬏ_____

Thank you.

Very truly yours,

ᬐ
__________________

Request for Inspection shall be filled up by the office clerk with the following information:
1. RFI control number (manual or system generated).
2. Date filled-up/
Request for Inspectiongenerated.
shall be filled up by the office clerk with the following information:
3. Name of the Inspection committee chair.
1. RFI control number (manual or system generated).
4. Indicate the Entity
2. Date filled-up/ generated.
Name.
5. Indicate the right salutation.
3. Name of the Inspection committee chair.
6. List down all item(s) for inspection.
4. Indicate the Entity Name.
7. Indicate the RSD control number reference for inspection.
5. Indicate the right salutation.
6.8. Indicate
List down thealldate when
item(s) forthe item(s) will be delivered for inspection.
inspection.
9. Indicate the location of
7. Indicate the RSD control number the warehouse wherefor
reference items will be delivered.
inspection.
8.10. Indicate
Indicate the
the date
namewhen
of thethestore/warehouse manager. for inspection.
item(s) will be delivered
9. Indicate the location of the warehouse where itemsmanager
11. Indicate the contact details of the store/warehouse for coordination purposes.
will be delivered.
12. Submit to the supply officer/head of
10. Indicate the name of the store/warehouse manager.office for signature.
11. Indicate the contact details of the store/warehouse manager for coordination purposes.
12. Submit to the supply officer/head of office for signature.
 ANNEXES 27

ANNEX 5 Republic of the Philippines

DEPARTMENT OF HEALTH
_______________________________________
NAME
Name ofOF OFFICE
Office
___________________________________________________________
ADDRESS
Address

INSPECTION AND ACCEPTANCE REPORT

ENTITY NAME: FUND CLUSTER:

Supplier: IAR NO:

Address: IAR Date:
P.O./Contract Number Invoice No.:
P.O./Contract Date Invoice Date
Requisitioning Office / End-user D.R. No.:
Payment Terms: D.R. Date:
Grand Total Quantiy Procured based on
Delivery Date/s:
PO/Contract:
Grand Total Amount of Procured
Place of Delivery:
Quantity:
Inspected Quantity: Unit of Measure:
Inspected Total Cost: Unit Cost:

Dimension & Volume of carton/case:

Responsibility Center Code:
Height____ Width____ Length___ Weight___

DESCRIPTIONS OF ITEMS PURCHASED ITEMS DELIVERED

AS PER INSPECTION (ACTUAL PRODUCT)
AS PER PURCHASED ORDER
COMPLIANT NON-COMPLIANT
Item description
Brand Name / Model (If applicable):
Packaging:

Shelf-Life based on PO/Contract:

Labelling Requirements -Blister pack, Foil

strip/ Bottle, Box and Kits:

Labelling Requirements - corrugated

carton:

Manufacturer (If indicated )::

Other Specifications (please indicate if

necessary):

DESCRIPTION OF FINDINGS / NON-COMPLIANCE:

BREAKDOWN OF ACTUAL ITEM AND QUANTITY DELIVERED

4th
1st Tranche 2nd Tranche 3rd Tranche Others_____________
Tranche
Number/Type of Delivery:
Partial________ Complete Completion______
Lot / Batch Remaining Shelf
Expiry
Item Description no. (If Manufacturer Mfd. Date life (months) Unit Quantity
Date
applicable) upon delivery

Total Quantity and unit delivered:

Date Inspected:
Are items inspected subject to FDA Test Analysis?: YES NO
If yes, How many boxes/bottles are taken for FDA Test Analysis?:

ALL ITEM/S INSPECTED ARE SUBJECT TO FINAL ACCEPTANCE OF END - USER

INSPECTION TEAM ACCEPTANCE
Please encircle if the item/'s delivered are:

Accepted Rejected
Print Name and Signature
Date:______ Date:______
Position Title ___________
End-user / Representative
Remarks(if rejected):____________________________________________________

Print Name and Signature _____________________________________________________________

Position Title___________
Technical Inspection Committee _____________________________________________________________

Print Name and Signature

Position Title___________ Print Name and Signature
Technical Inspection Committee End-user

Print Name and Signature Print Name and Signature

Position Title___________ Head of Supply Office (Property Custodian)
Technical Inspection Committee
28 WAREHOUSE OPERATIONS MANUAL 2022

"IAR shall be filled up by the Inspection Committee with the following information:
1. Entity name (Procuring Entity).
2. The source of the funds used to procure the item for inspection (i.e., GOP, loan, grant, trust fund, etc.).
3. The company name of the supplier as stated in the PO/Contract.
4. The adress of the supplier as stated in the PO/Contract.
5. The PO/Contract number.
6. The PO/Contract Date.
7. The specific end-user (owner of the item - i.e., Health Programs).
8. The payment terms as stated in the PO/Contract/Delivery Documents.
9. The grand total quantity of items procured based on the PO/Contract/Delivery Documents.
10. The grand total amount of items procured based on the PO/Contract/Delivery Documents.
11. The quantity of items inspected on the date of inspection.
12. The amount of items inspected on the date of inspection.
13. The responsibility center code assigned by the accounting unit.
14. The manual/system generated IAR control number.
15. The date that the IAR created.
16. Put the invoice number as indicated in the delivery documents from the supplier. Put N/A if the
supplier does not provided the Sales Invoice.
17. Put the date of the invoice number as indicated in the delivery documents from the supplier. Put N/A
if the supplier does not provided the Sales Invoice.
18. Put the Delivery Receipt number as indicated in the delivery documents from the supplier.
19. Put the date of the Delivery Receipt as indicated in the delivery documents from the supplier.
20. The delivery date(s) of items.
21. The place of delivery (warehouse name & location).
22. Put the item's unit of measure as indicated in the PO/Contract/Delivery Documents.
23. Put the unit cost of the item as indicated in the PO/Contract/Delivery Documents.
24. Put the dimension of carton/package (height, width, and length) in centimeter and the weight in
kilograms for the computation of volume in CBM/Pallet.
25. Put all the specifications indicated in the PO/Contract: Item description; Generic/Brand Names;
Model; Packaging; Shelf-life requirement; labelling requirements and manufacturer. You may revise
and align these specifications to capture what is indicated in the PO/Contract. Add rows as necessary.
26. Put a check () in the "Compliant" column if the actual item inspected complies with the specification
indicated in the PO/Contract, otherwise put a check () in the "Non-compliant" column.
27. Put a brief description of the findings during the inspection.
28. Tick the appropriate box as stated in the PO/Contract and/or delivery documents (1st, 2nd, 3rd, 4th
tranches). Indicate partial (if the delivery is only a portion of what is indicated in the PO/Contract),
indicate complete (if the delivery constitute all the items and quantity indicated in the PO/Contract),
indicate for completion (if there are previous partial deliveries and the one currently delivered is only
for completion).
29. Item description as stated in the PO/Contract.
30. The lot/batch number as stated in the delivery document. If there are multiple batches/lots, insert
more rows to input all the batches/lots in the delivery.
31. The Manufacturer including its address as stated in the PO/Contract/Delivery Documents.
32. The manufacturing date of the item as indicated in the actual product.
33. The expiration date of the item as indicated in the actual product.
34. Compute the remaining shelf life by counting the remaining months of the product before expiry from
the time of delivery.
35. Unit of Measure as indicated in the PO/Contract.
36. Quantity received/inspected per batch/lot.
37. Total quantity delivered/inspected.
38. Date of inspection.
39. Tick the appropriate box. "Yes" if the product requires FDA test analysis; "No" if the product is not
subject to FDA test analysis. Coordinate with the FDA, procuring entity and other relevant offices to
determine if FDA test analysis is a requirement for the item before distribution.
40. If the item is subject to FDA test analysis, indicate the quantity taken as samples. The samples for FDA
test analysis must be on top of the quantity indicated in the PO/Contract.
41. The name, signature and designation of inspection committee representatives/members
42. The end-user or procuring entity must encircle "accepted" if the delivered item conforms with the
technical specifications and other requirements indicated in the PO/Contract upon inspection.
Otherwise, encircle "rejected" and indicate the corresponding remarks describing the reason(s) for
rejection.
43. Printed name and signature of the end-user or procuring entity.
44. Printed name and signature of the the supply officer (property custodian).
 ANNEX 6A Bin Card shall be filled up by the Store Keeper with the following information:
1. Stock Keeping Unit Code - refer to the latest SKU code developed by the
Stock Keeping DOH Central Office.
Unit (SKU) Code:
2. Location area code or rack number where the item is located. Develop your
BIN CARD own location area code in your warehouse for easier reference. This location
ANNEXES

Location area
Code / Rack area code shall also be reflected in your location map.
Number: 3. PO/Contract number for the item.
P.O. / Contract #: Unit Cost: 4. Company name of supplier.
Supplier: Batch/ Lot No(s). 5. Item description as indicated in the PO/Contract.
Expiration 6. If the item is a pharmaceutical product, indicate the dosage form as stated in
Item Description:
Date(s) the PO/Contract (i.e., tablet, capsule, suspension, syrup, etc.)
Dosage Form (If End User(s):
7. If the item is a pharmaceutical product, indicate the dosage strength as stated
applicable)
Dosage Strength (If
in the PO/Contract (i.e., 250mg ,500mg, 1g, etc.)
applicable) 8. Unit of measure as indicated in the PO/Contract (i.e., pieces, Blister packs,
Unit of Measure: bottles, box, kits, etc.)
9. Unit cost as indicated in the PO/Contract.
10. Batch/Lot number(s). If there are multiple batches/lots in the bin, ensure to
DR/SI/RIS/ Recipient / account all of it including its quantities.
Quantity
PTR/BL No. Remarks
Date 11. Expiration date(s). Make sure to account all batches/lots including its
expiration dates and quantitties If there are expiration date due to multiple
Received Issued Balance Total Cost
0 #VALUE!
batches/lots, ensure to account all of it including its quantities.
12. End-user (i.e., Health programs).
13. Date of the transaction.
14. Quantity received.
15. Quantity issued.
16. Difference between the quantity received/stock on hand and the quantity
issued.
17. Amount of the stock on hand.
18. Corresponding document for the transaction (receive or issuance). Put the
Delivery receipt number or Sales Invoice receipt number if the transaction is
"receiving" of item from the supplier. Put PTR/BL/RIS number if the transaction
is "issuance". PTR/BL/RIS number can also be applicable as "receiving" if the
item is an allocation by the upper tier (DOH central or Regional offices).
19. Put other remarks such as the recipient of the item issued or the consignor of
the received items.
29
 30

Stock Card shall be filled up by the Store Supervisor with the following
ANNEX 6B
information:
1. Stock Keeping Unit Code - refer to the latest SKU code developed by
the DOH Central Office.
Stock Keeping Unit
STOCK CARD 2. PO/Contract number for the item.
(SKU) Code:
3. Company name of supplier.
4. Item description as indicated in the PO/Contract.
P.O. / Contract #: Entity Name:
Supplier: Fund Cluster: 5. If the item is a pharmaceutical product, indicate the dosage form as
Item Description: stated in the PO/Contract (i.e., tablet, capsule, suspension, syrup, etc.)
Unit Cost:
Dosage Form (If 6. If the item is a pharmaceutical product, indicate the dosage strength as
applicable) Mode of stated in the PO/Contract (i.e., 250mg, 500mg, 1g, etc.)
Dosage Strength (If Procurement: 7. Unit of measure as indicated in the PO/Contract (i.e., pieces, Blister
applicable) packs, bottles, box, kits, etc.)
Unit of Measure: End User(s): 8. Entity Name (procuring entity).
9. The source of the funds used to procure the item (i.e., GOP, loan,
grant, trust fund, etc.)..
Quantity DR/SI/RIS/ Recipient / 10. Unit cost as indicated in the PO/Contract.
PTR/BL No. Remarks 11. Mode of procurement.
Date
12. End-user (i.e., Health programs).
Received Issued Balance Total Cost 13. Date of the transaction.
0 #VALUE!
14. Total Quantity received.
15. Total Quantity issued.
16. Difference between the quantity received/stock on hand and the
quantity issued.
17. Amount of the stock on hand in the warehouse.
18. Corresponding document for the transaction (receive or issuance). Put
the Delivery receipt number or Sales Invoice receipt number if the
transaction is "receiving" of item from the supplier. Put PTR/BL/RIS
number if the transaction is "issuance". PTR/BL/RIS number can also
be applicable as "receiving" if the item is an allocation by the upper
tier (DOH central or Regional offices).
19. Put other remarks such as the recipient of the item issued or the
consignor of the received items.

NOTE: Stock card holds all information about a single product with different lot
numbers / batch numbers, different expiration date and different location inside
the warehouse/storeroom under a single Purchase Order/Contract. It is the
consolidation of all Bin Cards of a single item placed in different areas inside the
WAREHOUSE OPERATIONS MANUAL 2022

warehouse/storeroom.
ANNEX 7 Fill-up Location Map with the following information:

LOCATION MAP

1.) Rack Assignment (i.e., Rack A)/ Pallet Code (i.e., Pallet
A001)
2.) Specific Location in the Rack assginment (E.g: Rack A-Level
ANNEXES

1-001) or location of the pallet in the warehouse

3.) Item Description based on the Purchase Order/ Contract
(Unit of 4.) Batch/Lot Nos.
Measure as per P.O)
5.) Expiration Date - (Following the example Format
('MM-DD-YYYY)
6.) Quantity of Whole Cartons stacked on that specific location
7.) Quantity loose unit stacked on that specific location (use
the unit of measure stated in the Purchase Order/Contract)
-1485
8.) FDA Test Analysis Status
- Passed: for those items which already conform to FDA
Test Analysis
- Waiting: for those items which are still waiting for the
result of the FDA Test Analysis
- Failed: for those items which do not conform to the FDA
Test Analysis
- Not Applicable: for items which do not requre FDA Test
Analysis
9.) Remaining Shelf Life of the item
10.) End-user/Program to which the item belongs
11.) Ideal Space Capacity of the Warehouse
12.) Actual Space utilization of the warehouse
13.) Item Description (Should be exactly the same as the item
no.3)
14.) Purchase Order / Contract Number
15.) Total number of whole cartons of the item
16.) Total number of loose quantity of the item (use the unit of
measure stated in the Purchase Order/Contract)
17.) Quantity of item per carton
18.) Total Quantity of the item (Whole cartons + Loose Cartons)
0
600 PALLET
19.) Quantity stated in the Stock Card (For counterchecking
0
between the actual quantity and quantity in the stock cards,
quantity should tally between the actual count and quantity
in Stock Card)
0
20.) Dimension of carton in centimeter
590 PALLETS 21.) Weight of carton in kilogram
22.) Total Volume in Cubic Meters (CBM) the item stored in the
0
warehouse
31
 32

ANNEX 8
Republic of the Philippines
NAME OF OFFICE
DEPARTMENT OF HEALTH

_______________________________________
ADDRESS

WAREHOUSE LOCATION

INBOUND SUMMARY REPORT

PERIOD COVERAGE _________

DATE ARRIVED IN Procurement / Donation Control SOURCE TOTAL Quantity

SKU EXPIRATION DATE QUANTITY UNIT OF UNIT COST DIMENSION (in cm) Wt in Total No. of
THE WAREHOUSE END-USER Number (PO/Contract, RIS, (SUPPLIER/ ITEM DESCRIPTION AMOUNT per CBM
CODE (DD/MM/YYY) RECEIVED MEASURE (PhP) kg CTNS
(DD/MM/YYY) PTR, BL) CONSIGNOR (PhP) carton Height Width Length
0.00 #DIV/0! #DIV/0!
0.00 #DIV/0! #DIV/0!
0.00 #DIV/0! #DIV/0!

Outbound Summary Report shall be filled up by the Store Keeper with the following information:
1. Date coverage of inbound report. 10. Unit of measure as indicated in the PO/Contract.
2. Date delivered/arrived at the warehouse. 11. Unit cost of the item as indicated in the PO/Contract.
3. End-user/owner of the commodity. (i.e., Health Programs).
4. Indicate PO/Contract number (if the item is your own procurement); 12. Total amount of the item received.
indicate PTR/RIS/BL number(s) if the item is an allocation from the upper 13. Quantity unit of measure per carton (i.e., 120 bottles per carton)
tier (DOH Central or Regional Office). 14. Dimension of carton/package (height, width, and length) in centimeter.
5. Indicate the source - Company name of Supplier, if the item is your own 15. Weight of carton in kilograms.
procurement; Consignor if the item is an allocation from the upper tier
16. Total number of cartons received.
(DOH Central or Regional Office).
17. Total Cubic Meter (CBM). CBM is computed by multiplying the total number
6. SKU code. Please refer to the SKU code list from the DOH Central Office.
of cartons to the dimension of carton and dividing the result to 1,000,000
7. Item description as indicated in the PO/Contract. (formula is indicated in the cell).
8. Expiration Date of the item.
WAREHOUSE OPERATIONS MANUAL 2022

9. Quantity received.
ANNEX 9 Republic of the Philippines
NAME OF OFFICE
DEPARTMENT OF HEALTH

_______________________________________
ADDRESS

WAREHOUSE LOCATION

OUTBOUND SUMMARY REPORT

ANNEXES

PERIOD COVERAGE ____

_____

Shipment Document
DATE ARRIVED IN DATE OF Procurement / Donation SOURCE TOTAL
SKU EXPIRATION DATE QUANTITY UNIT OF UNIT COST Quantity DIMENSION (in cm) Wt in Total No. of Tracking Number
THE WAREHOUSE DISPATCH END-USER Control Number (PO/Contract, (SUPPLIER/ ITEM DESCRIPTION AMOUNT CBM Recipient
CODE (DD/MM/YYY) DISPATCHED MEASURE (PhP) per carton kg CTNS (Shipment plan No., PTR
(DD/MM/YYY) (DD/MM/YYY) RIS, PTR No.) CONSIGNOR (PhP)
Height Width Length No., RIS No.)

Outbound Summary Report shall be filled up by the Store Keeper with the following information:
1. Date coverage of outbound report. 11. Unit of measure as indicated in the PO/Contract.
2. Date of arrival in the warehouse. 12. Unit cost of the item as indicated in the PO/Contract.
3. Date of dispatch from the warehouse. This is important in order to monitor 13. Total amount of the item dispatched.
the days past from the date of arrival at the warehouse up to its dispatch. 14. Quantity unit of measure per carton (i.e., 120 bottles per carton)
4. End-user/owner of the commodity. (i.e., Health Programs). 15. Dimension of cartion in centimeter.
5. Indicate PO/Contract number (if the item is your own procurement); indicate 16. Weight of carton in kilograms.
PTR/RIS/BL number(s) if the item is an allocation from the upper tier (DOH
17. Total number of cartons dispatched.
Central or Regional Office).
18. Total Cubic Meter (CBM). CBM is computed by multiplying the total number
6. Indicate the source - Company name of Supplier, if the item is your own
of cartons to the dimension of carton and dividing the result to 1,000,000
procurement; Consignor if the item is an allocation from the upper tier
(formula is indicated in the cell).
(DOH Central or Regional Office).
19. Tracking Number of Shipment documents generated by your office (i.e.,
7. SKU code. Please refer to the SKU code list from the DOH Central Office.
Shipment plan number or PTR/RIS number).
8. Item description as indicated in the PO/Contract.
20. Indicate the recipient as necessary.
9. Expiration Date of the item.
10. Quantity dispatched
33
 34

NAME OF OFFICE
Department of Health
ANNEX 10 WAREHOUSE NAME
WAREHOUSE LOCATION
ADDRESS

MONTHLY INVENTORY
PERIOD COVERAGE ________

STOCK REMAININ
SOURCE EXPIRATION TOTAL Quanti DIMENSION (in cm)
Procurement / Donation DATE DELIVERED SKU ITEM UNIT OF UNIT COST Wt Total No. of AGING G SHELF
END-USER (SUPPLIER/ DATE QUANTITY AMOUNT ty per CBM REMARKS
Control Number (DD/MM/YYY) CODE DESCRIPTION MEASURE (PhP) in kg CTNS (in LIFE (In
CONSIGNOR (DD/MM/YYY) (PhP) carton Height Width Length
months) months)

Monthly Inventory shall be filled up with the following information:

1. Date coverage of inventory report. 11. Unit cost of the item as indicated in the PO/Contract.
2. End-user/owner of the commodity. (i.e., Health Programs). 12. Total amount of the stock on gand.
3. Indicate PO/Contract number (if the item is your own procurement); indicate 13. Quantity unit of measure per carton (i.e., 120 bottles per carton)
PTR/RIS/BL number(s) if the item is an allocation from the upper tier (DOH 14. Dimension of cartion in centimeter.
Central or Regional Office).
15. Weight of carton in kilograms.
4. Indicate the source - Company name of Supplier, if the item is your own
16. Total number of cartons on hand.
procurement; Consignor if the item is an allocation from the upper tier
(DOH Central or Regional Office). 17. Total Cubic Meter (CBM). CBM is computed by multiplying the total
number of cartons to the dimension of carton and dividing the result to
5. Date delivered/arrived at the warehouse.
1,000,000 (formula is indicated in the cell).
6. SKU code. Please refer to the SKU code list from the DOH Central Office.
18. Number of months that the item is residing in the warehouse (Stock aging
7. Item description as indicated in the PO/Contract. in months).
8. Expiration Date of the item per batch. 19. Remaining months before the expiry of the item.
9. Quantity (Stock on Hand). 20. Indicate other remarks as necessary.
WAREHOUSE OPERATIONS MANUAL 2022

10. Unit of measure as indicated in the PO/Contract.

 ANNEXES 35

ANNEX 11 Republic of the Philippines

Department of Health
OFFICE
NAME OF OFFICE

OFFICE ADDRESS
ADDRESS

NOD shall be filled up by the Office Clerk with the following information:
1. NOD control number generated manually or via warehouse management
system.
2. Date the NOD was prepared.
3. Name and position of resident COA auditor in your office.
4. Name and position of Head of Office (Director). Endorse for signature.
5. Item description as indicated in the PO/Contract.
6. Company Name of Supplier.
7. Date of delivery.
8. Delivery Receipt or Sales Invoice Number.
9. Issue date indicated in the Delivery Receipt or Sales Invoice.
10. PO/Contract No.
11. Date of PO/Contracat.
12. Amount in Peso of the item received.
13. Tick the boxes appropriately. Make sure to indicate the place of delivery
(warehouse name and location) and attach delivery documents (Sales
invoce, delivery receipt, PO/Contract).
14. Name and signature of office clerk who prepared the NOD.
15. Name and signature of Store Manager or Supply Officer who checked the
documents.
36 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 12

Note: Do not leave a blank space. Put N/A in those portion(s) that is/are not applicable.

Fill-up Product Identification Label wi th the following information:

1. Location area code or rack number where the item is located. Develop your own location area code in
your warehouse for easier reference. This location area code shall also be reflected in your location
map.
2. Indicate Purchase Order/ Contract number.
3. Indicate PTR number if the item is from the allocation of the upper tier (DOH central or regional office).
4. Sales Invoice (SI) Number (If applicable).
5. Delivery Receipt (DR) Number or Stock Transfer Number (If applicable).
6. Complete item description based on the Purchase Order/ Contract/ PTR.
7. Receiving date of the item.
8. End-user/Program.
9. Batch/Lot No. of item per pallet. If there are multiple batches/lots per pallet, add rows and indicate all
the batches/lots on the pallet.
10. Quantity per batch/lot (Use the Unit of Measure as stated in the PO/Contract). Indicate if there are
loose cartons and state the quantity as well.
11. Expiration Date(s) of the item. If there are multiple batches/lots per pallet, specify the expiry date per
batch/lot
12. Date the item was inspected.
 ANNEXES 37

ANNEX 13
FDA Status Identification Label
38 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 14 Republic of the Philippines

Department of Health

NAME OF OFFICE

ADDRESS
 ANNEXES 39

Fill-up Corrective Requisition on Warehouse Operations with the following information:

1. Control Number indicated for the Corrective Requisition on Warehouse Operations.

2. Tick the appropriate box in which scope of warehouse operations the request is being made
based on the Quality Checklist.
3. Narrate comprehensive details of the issue(s) and request(s) on the selected scope:

a. Warehouse Exterior examples:

i. Wall/s integrity – No. of holes and whereabouts of leaks for repair.
ii. Drainage Status – Specify the whereabouts of standing water and impaired drainage
for troubleshooting.
iii. Lightings – No. of additional lights needed or units for replacement.
iv. Vehicle access space – Specify needed space for smooth receiving, dispatch and
parking of vehicles.
v. Others that may be appropriate with warehouse exterior concerns.

b. Warehouse Interior examples:

i. Wall/ Roof/ Ceiling integrity – No. of holes and whereabouts of leaks for repair.
ii. Floor integrity – No. and whereabouts of cracks and uneven floor portion for repair.
iii. Ventilation – Specify sufficient number of fans and air-conditioners needed to
facilitate proper ventilation inside the warehouse/ storeroom(s).
iv. Fans and Air-conditioners – No. of Fans (Stand fan, wall fan, Exhaust fan) and
Air-conditioning units needed to be repaired and/or replaced
v. Lightings – No. of additional lights needed or units for replacement.
vi. Others that may be appropriate with warehouse interior concerns.

c. Warehouse Layout examples:

i. Segregation of Areas – Specify the space needed and other requirements for the
following areas: Receiving, Quarantine, Storage, Staging, Releasing and Damaged
areas to promote smooth workflow and orderliness inside the storeroom/warehouse.
ii. Others that may be appropriate with warehouse layout concerns.

d. Good Storage Practices (GSP) examples:

i. Sealing and labeling of items – No. of needed packing tape, paper and marker for
labeling, Cling/Plastic wrap for each pallet.
ii. Thermohygrometers – No. of units for repair, replacement, or re-calibration for
balanced monitoring of temperature and relative humidity within the warehouse and
storerooms.
iii. Pallets – No. of damaged pallets for replacement and additional units if necessary.
iv. Space between pallets and proper stacking – specify the space needed to free-up to
promote GSP prior accepting additional commodities.
v. Others that may be appropriate with GSP concerns.

e. Warehouse Processes and Forms

i. FEFO/FIFO – specify the space needed to free-up the space and maintain FEFO and
FIFO principles.
ii. Others that may be appropriate with warehouse processes and forms concerns.

f. Warehouse Signage and Label – Specify additional signage and label needed to be
posted in conspicuous areas for information and part of precautionary measures.

g. Warehouse Equipment
i. Ladders / Trolleys / Jack lifts / Forklift – Specify if additional units are necessary and
request for replacement if units are already not working properly.
ii. Others that may be appropriate with warehouse equipment concerns.
40 WAREHOUSE OPERATIONS MANUAL 2022

h. Warehouse Housekeeping
i. Cleaning Materials – Gather all needed materials for housekeeping from utility staffs
and ensure sufficient stocks in a monthly basis.
ii. Rodent Traps – Request if necessary.
iii. Pest Control Measures – Maintain regular visit of service provider(s) to ensure
pest-free environment within the warehouse.
iv. Others that may be appropriate with warehouse housekeeping concerns.

i. Waste Management
i. Trash Bins – Ensure sufficient No. of trash receptacles (inside and outside the
warehouse/store) to promote proper segregation of wastes.
ii. Unserviceable items and hazardous wastes – Ensure to request proper disposal of
unserviceable items and hazardous wastes (Batteries, broken lamps, etc.) according
to appropriate guidelines.
iii. Others that may be appropriate with waste management concerns.

j. Distribution and Transport – Refer to TOR/Contract with Third Party Logistics if necessary.

k. Safety and Security

i. Doors/Windows Integrity – Specify the type and quantity of lock needed to be
replaced. Request additional units if needed. Consider installation of security bars if
necessary.
ii. Protective Personal Equipment (PPE) – Specify needed protective gears and quantity
for personnel and visitors such as: Apron, Warehouse hand gloves, Protective Shoes,
Hard Hat and Reflective Vests. Request additional if necessary. Ensure that PPEs are
always worn by staff during warehouse operations.
iii. Cabinet for PPE – If not yet available, request for PPE Cabinet and maintain
accordingly.
iv. First Aide Box – Maintain availability of First Aide Box with sufficient content at all
times.
v. Fire Extinguishers – No. of units for maintenance, and No. of additional units if
necessary. Ensure one (1) Fire extinguisher is placed each rack in the warehouse.
vi. Others that may be appropriate with safety and security concerns.

4. State your recommendations and requests.

5. Monitor the progress of your request until fulfilled.
6. Signature over printed name, date prepared and designation of requestor (Store Manager).
7. Signature over printed name, date validated and designation (Supply Officer).
8. Signature over printed name, date received and designation (Head of Office).

* NOTE: Take corresponding photos and related documents as attachment for each
request (if applicable)
ANNEX 15
Republic of the Philippines
Department of Health

NAME OF OFFICE
ANNEXES

ADDRESS
41
42 WAREHOUSE OPERATIONS MANUAL 2022
ANNEXES 43
44 WAREHOUSE OPERATIONS MANUAL 2022
ANNEXES 45
46 WAREHOUSE OPERATIONS MANUAL 2022
ANNEXES 47
48 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 16 Republic of the Philippines

Department of Health

NAME OF OFFICE

ADDRESS
 ANNEXES 49

Fill-up Incident Report (IR) with the following information:

1. IR Control Number.
2. Incident Type:
i. Expired Items
ii. Injury
iii. Missing Items
iv. Property/Item Damage
v. Security Breach
vi. Trespassing
vii. Others (please specify)

3. Date coverage of the incident and/or date the incident was discovered.
4. Location and address where the incident happened.
5. Specifics:
i. If The type of incident is “Expired Items” – Indicate all information pertaining the item
such as the following but not limited to:
a. Purchase Order/ Contract No.;
b. Item Description;
c. Dosage Form & Dosage Strength (If applicable);
d. Expiry Date(s);
e. Quantity expired

ii. If The type of incident is “Injury” – Indicate all information pertaining the nature of injury
such as the following but not limited to:
a. Name(s) of injured personnel;
b. Affected part(s) of the body;
c. Consciousness status (indicate if the person is found conscious or not);
d. Other important information necessary for investigation

iii. If The type of incident is “Missing Items” – Indicate all information pertaining the item
such as the following but not limited to:
a. Purchase Order/ Contract No. (if applicable);
b. Item Name/Description;
c. Dosage Form & Dosage Strength (for pharmaceuticals);
d. Expiry Date (for pharmaceuticals);
e. Model (for equipment);
f. Serial Number (for equipment, furniture, etc.);
g. Quantity missing;
h. Other important information necessary for investigation

iv. If The type of incident is “Property Damage”– Indicate all information pertaining the item
or equipment such as the following but not limited to:
a. Purchase Order/ Contract No. (if applicable);
b. Item Name/Description;
c. Dosage Form & Dosage Strength (for pharmaceuticals);
d. Expiry Date (for pharmaceuticals);
e. Model (for equipment);
f. Serial Number (for equipment, furniture, etc.);
g. Quantity damaged;
h. Other important information necessary for investigation

v. If The type of incident is “Security Breach”– Indicate all information pertaining the nature
of unauthorized access and affected areas in the operations such as the following but not
limited to:
a. Name of stolen Data, applications, services, devices or network;
b. Worth (if applicable)
c. Other important information necessary for investigation
50 WAREHOUSE OPERATIONS MANUAL 2022

vi. If The type of incident is “Trespassing” – Indicate all information pertaining the nature of
unauthorized access and affected areas in the operations such as the following but not
limited to:
a. Name of unauthorized person trespassed;
b. Reason for trespassing;
c. Result of trespassing;
d. Other important information necessary for investigation

6. Specify all person(s) involved and/or present during the incident or during the discovery of the
issue.
7. Narrate the chronology of events including date and time of transition.
8. Indicate initial actions made and appropriate follow-ups to address the issue partly/fully.
9. Full name and designation of witness(es).
10. Contact details of witness(es).
11. Signature over printed name and designation of the person making the incident report.
12. Signature over printed name and designation of the person whom the incident report is
submitted.
 ANNEXES 51

ANNEX 17 Republic of the Philippines

Department of Health

NAME OF OFFICE

ADDRESS

Fill-up Pull-out Request for replacement with the following information:

1. Pull-out Request Control Number.
2. Date of Pull-out request.
3. Full Name of the addressee.
4. Designation/Position of the addressee.
5. Company and Address of the addressee.
6. Purchase Order and/or Contract Number.
7. Complete Item Description based on the Purchase Order and/or Contract.
8. Complete Dosage Strength and Dosage Form of the Item(s).
9. List of batch/lot numbers which failed the test analysis.
10. Total Quantity and Unit of Measure to be pulled-out (i.e., 1,000 bottles).
11. Location where item(s) are currently stored.
12. Full Name of Warehouse Manager and/or his/her representative as contact person for the pull-out.
13. Contact Details of Warehouse Manager and/or his/her representative.
14. Signature over printed name of the addressor (Supply Officer).

(NOTE: Attach to the letter the FDA Test Result copy for ready reference of the Supplier)
52 WAREHOUSE OPERATIONS MANUAL 2022

CHECKED AND VALIDATED BY:

ANNEX 18-A
 ANNEXES 53

CHECKED AND VALIDATED BY:

ANNEX 18-B
54 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 18-C

CHECKED AND VALIDATED BY:

 ANNEXES 55

ANNEX 18-D

CHECKED AND VALIDATED BY:

56 WAREHOUSE OPERATIONS MANUAL 2022

CHECKED AND VALIDATED BY:

ANNEX 18-E
ANNEXES 57
58 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 19 Republic of the Philippines

Department of Health

NAME OF OFFICE

ADDRESS

Fill-up Thermohygrometers Profile Database with the following information:

1. Year coverage of the database.
2. Indicate the brand of the unit (if there is any).
3. Indicate unit model (if there is any).
4. Indicate serial number
5. Date calibrated based on the Calibration Certificate.
6. Re-calibration date as recommended on the Calibration Certificate.
7. Determine the schedule of re-calibration based on your assessment, ensure to provide
schedule two (2) months or earlier prior the suggested re-calibration date
8. Specific area where thermohygrometers are placed inside the warehouse/storeroom.
9. Signature over printed name, date prepared and designation (Store Manager).
10. Signature over printed name, date validated and designation (Supply Officer).
11. Signature over printed name, date received and designation (Head of Office).
* NOTE: This profile database should be monitored and updated yearly or as frequent as
required.
ANNEX 20

NAME OF OFFICE
ANNEXES

ADDRESS

Fill-up Pick List with the following information:

1. Pick List No.
2. Stock Keeping Unit or Item Code
3. Purchase Order/Contract No.
4. Rack Assignment or Designation (E.g: Rack A).
5. Specific Location in the Rack assginment (E.g: Rack A-Level 1-001).
6. Item Description based on the Purchase Order/ Contract.
7. Batch/Lot Nos.
8. Expiration Date - (Following the example Format MM-DD-YYYY).
9. Quantity of Whole Cartons stacked on that specific location.
10. Quantity loose unit stacked on that specific location (use the unit of measure stated in the Purchase Order/Contract).
11. FDA Test Analysis Status:
- Passed: for those items which already conform to FDA Test Analysis
- Waiting: for those items which are still waiting for the result of the FDA Test Analysis
- Failed: for those items which do not conform to the FDA Test Analysis
- Not Applicable: for items which do not requre FDA Test Analysis
12. End-user/Program to which the item belongs.
13. Reference Control Number, if applicable (i.e., allocation control number or shipment/distribution plan control number or request control number).
14. Signature over printed name and position of personnel who generated the pick list.
15. Signature over printed name and position of personnel leading the picking and packing of items.
59
60 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 21
ANNEXES 61
62 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 22
ANNEXES 63

Fill-up Bill of Lading (BL) with the following information:

1. BL Control Number.
2. Date when BL was made/prepared.
3. Name of freight forwarder (3PL).
4. Name of warehouse or delivery place.
5. Signature over Printed Name of Consignor (Head of Office).
6. Address of Receiving Facility/Office.
7. Date when BL and items were received.
8. Quantity for delivery.
9. Unit of Measure.
10. Complete Item Description which should include the generic & brand name, dose,
dosage form, net content (as applicable).
11. Total Value of item in Peso.
12. Actual Weight in Kg of items.
13. Volume in terms of CBM.
14. End-user (Health program).
15. Dimension (Height in cm x Weight in cm x Length in cm) of each case/package/carton.
16. Type of Distribution (Air Freight / Land Freight/ Sea Freight).
17. PTR Control Number in which BL is attached and based upon.
64 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 23

Fill-up Request Issuance Slip (RIS) with the following information:

1. Entity Name of issuing facility. 14. Stock Availability.
2. Division Name of issuing facility. 15. Quantity issued.
3. Office Name of issuing facility. 16. Unit Cost.
4. The source of the funds used to procure the 17. Total amount per item.
item for inspection (i.e., GOP, loan, grant, trust 18. Other Remarks/instruction.
fund, etc.). 19. Purpose of request and/or issuance.
5. The responsibility center code assigned by the 20. Signature over printed name, Office and
accounting unit. designation including date signed of
6. RIS Control Number. requesting party.
7. Date when RIS was prepared. 21. Signature over printed name, Office and
8. SKU code. Please refer to the SKU code list designation including date signed of
from the DOH Central Office. Approving authority (i.e., Health Program
9. Complete Item Description as indicated in the Manager)
PO/Contract. 22. Signature over printed name, Office and
10. Unit of Measure. designation including date signed of issuing
11. Batch/Lot Number. party (i.e., Store Manager).
12. Expiration Date. 23. Signature over printed name, Office and
13. Quantity requested. designation including date signed of recipient.
 ANNEXES 65

ANNEX 24 Republic of the Philippines

Department of Health

NAME OF OFFICE

ADDRESS

Fill-up Gate Pass with the following information:

1. Gate Pass Control Number.
2. Date of Transaction.
3. Name of the person who will pick up/receive the item.
4. Company Name of the receiving personnel.
5. PTR / BL and/or RIS Control Number.
6. Complete Item description based on the Purchase Order / Contract.
7. Batch/ Lot No. (if medicine, device or food) Serial No. and/or Model (if equipment) of item to be released.
8. Quantity to be released.
9. Unit of measure based on the PO/Contract/Shipping document.
10. Program or End-user.
11. Purpose of pull-out (i.e., allocation; stock transfer; for pull-out by supplier, for disposal, etc.)
12. Plate Number of the vehicle.
13. Complete Name of the Driver.
14. Type of Vehicle Used.
15. Signature over printed name of Authorized Personnel who approved the transaction (Store Manager).
16. Signature over printed name of Authorized Personnel who checked the transaction (Next in-rank of the authorized
personnel who signed the approval portion).
17. Signature over printed name of the receiving personnel.

NOTE: If multiple trucks/vehicles are involved, prepare separate Gate Pass for each vehicle containing released item(s).
Take official ID of the Recipient of item(s) as attachment on the Gate Pass for filing
66 WAREHOUSE OPERATIONS MANUAL 2022

ANNEX 25
 ANNEXES 67

Manual Tally Sheet shall be filled up by warehouse staff with the following information:

1. Vehicle Type (i.e: van, truck, etc.).

2. Plate No.
3. Date of Delivery.
4. Time when off-loading of item from the vehicle started.
5. Delivery Receipt No. (if the item is from your own procurement)
6. Sales Invoice No. (if the item is from your own procurement)
7. If the item is from your own procurement, indicate RSD No. If the item is from the allocation
of the upper tier (DOH central/regional office), indicate the DNF No.
8. Time when off-loading of item from the vehicle ended.
9. Item description – as indicated in the delivery document (PO/Contract/ Deed of donation).
10. PO/Contract/Donation No. – For deliveries that came from suppliers through procurement
or donation, indicate the document tracking number for tracking purposes.
11. PTR/BL/RIS No. – For deliveries that came from the allocation of DOH central or Regional
office, indicate the PTR/BL document tracking numbers for tracking purposes.
12. Primary packaging – material that is in direct contact with the product (i.e: foil, sachet,
bottle, etc.).
13. Secondary packaging – material that covers the primary packaging of the product (i.e: box,
etc.).
14. Tertiary packaging – material that covers the secondary packaging of the product (i.e:
carton, case, kits, etc.).
15. Quaternary packaging – material that covers the tertiary packaging of the product (i.e:
carton in cases where there is a kit as tertiary packaging).
16. Unit of Measure based on PO/Contract (i.e: tablet, capsule, bottle, kits, etc.).
17. Quantity of Unit of Measure per carton.
18. Quantity of case/carton per pallet.
19. Height of carton in centimeter.
20. Width of carton in centimeter.
21. Length of carton in centimeter.
22. Weight of carton in Kilograms.
23. Batch/lot No.
24. Expiry Date per batch/lot no.
25. Number of pallets containing the same specific batch/lot no.
26. Put remarks as necessary.
27. Name of delivery personnel.
28. Name of receiving personnel at the warehouse.

NOTE: Indicate N/A if the data field is not applicable

 68

ANNEX 26

Fill-up FDA Result Status Database with the following information:

1. PO / Contract Number.
2. Name of Supplier.
3. Generic and Brand Name(s) based on the actual product.
4. Dosage Strength.
5. Dosage Form.
6. Batch/Lot Nos.
7. Expiration Date.
8. Reference Tracking Number or Document Tracking Number (from FDA).
9. Date when samples were submitted.
10. Date when the Test Analysis Result was issued by the FDA.
11. Remarks – Indicate status as: Passed, Failed or Waiting based on the Test Analysis Result.
WAREHOUSE OPERATIONS MANUAL 2022

12. Number of waiting days before the issuance of Test Analysis (Part of Monitoring Timeliness).
 ANNEXES 69

ANNEX 27
70 WAREHOUSE OPERATIONS MANUAL 2022

GUIDE IN FILLING-OUT REQUEST FOR ANALYSIS FORM

1. Date: Indicate the Date of Application

2. For Product Category, Product Source and Region: Choose from the drop-down list the correct information
regarding the sample product being submitted for laboratory analysis. Product Code: is for CSL use only.

3. On 1. PRODUCT INFORMATION:
1.1 Indicate the product name of the sample
1.2 Indicate the brand name of the product using title case format. (NOTE: if you cannot determine
whether it is the Brand Name of the Product then just write the complete Product Name in 1.1)

1.3 Indicate the dosage strength/label claim/amount of active or substance

1.4 For Cosmetic products, this would mean Product type. Please Refer to FDA Circular 2014-014:
Minimum Required Quantity of Sample Units for Testing under sample type.
1.5 Information can be obtained from the label of the sample product. For batch and lot numbers,
1.6 please indicate information reflected on both primary and secondary packaging.
1.7
1.8
1.9
1.10 Refers to the number of sample submitted (Please Refer to FDA Circular 2014-014: Minimum
Required Quantity of Sample Units for Testing for the required number of sample needed for the
specific analysis.)
1.11 Choose accordingly from the drop down list provided. (NOTE: If in case the desired information is
not listed, click OTHERS and describe the type of packaging /or container condition on the space
1.12 provided below)
1.13a Information can be obtained from the label of the sample product
1.13b
1.14a
1.14b
1.15a
1.15b
1.16a
1.16b
1.17a
1.17b
1.18 Indicate whether it is Post-Marketing Surveillance (PMS), Investigation, Collection resulting from
advisory, suspected counterfeit, collected from products with previous issues/problems, referrals
from other Centers/ Division, etc. Please use drop down menu for the appropriate purpose of
collection.
4. On 2. ANALYSIS REQUESTED
2.1 Refer to FDA Circular 2014-014: Minimum Required Quantity of Sample Units for Testing

5. On 3. PRODUCT SOURCE
3.1 Indicate the name of establishment where the sample was bought/collected
3.2 Indicate the complete address of the product source
3.3 Indicate actual date when the sample was bought/collected
3.4a Indicate the complete name/designation/office of the officer who collected the sample.
(NOTE: for product complaint, write the full name of the complainant and affix signature.)
3.4b Affix signature if applicable.
3.5 Indicate whether it is from the Center's detailed work procedure or taken from QSP (single random
sampling, acceptance sampling by attributes)
3.6 Indicate temperature on 3.6b and relative humidity on 3.6c
6. On 4. REQUESTING PARTY
4.1 Fill out accordingly. On Noted by: Indicate the full name of the immediate supervisor of the
4.2 requesting party. Please provide mobile number in the absence of a landline number.