Store Keeper Guide: Receiving, Batch Selection, Quality Inspection & Warehouse Transfers

By Ahmed Mostafa on May 1, 2026

Beginner

Who Is This Guide For?

This guide is for Store Keepers and Warehouse Staff at Tiba Pharma. It covers two core workflows:

Workflow 1 — Goods Receiving Cycle
Workflow 2 — Internal Material Transfer between Warehouses

Workflow 1 — Full Receiving Cycle Flowchart

🏭 Store Keeper — Goods Receiving Cycle

📋 STEP 1 — Purchase Receipt
Auto-created from Delivery Note / Purchase Order

↓

🏷️ STEP 2 — Batch & Expiry Selection
Assign Batch No. + Expiry Date per item line

↓

🔬 STEP 3 — QC Officer: Quality Inspection
QC Officer fills & submits the Quality Inspection form

✅ PASS → Accepted

❌ FAIL → Rejected

✅ STEP 4 — Submit Purchase Receipt
Stock levels updated in target warehouse

🚫 Reject / Return to Supplier
Notify procurement team

↓

🧾 STEP 5 — Purchase Invoice (Finance Team)
Finance validates and posts supplier liability

↓

💳 STEP 6 — Payment Entry (Finance Team)
Supplier is paid — Receiving Cycle Complete ✓

🟫 Store Keeper | 🟣 QC Officer | 🔵 Finance Team | 🔴 Rejection Path

Step-by-Step Instructions

📦 Step 1 — Purchase Receipt

Your entry point. Arrives auto-generated from the Delivery Note (intercompany) or from a Purchase Order.

Check before proceeding:

Supplier name and PO reference are correct
Item codes, quantities match the physical delivery
Target Warehouse is the correct receiving location

⚠️ Do NOT submit yet. Batch selection and Quality Inspection must be completed first.

🏷️ Step 2 — Batch & Expiry Date Selection

Every pharmaceutical item must have a Batch Number and Expiry Date assigned.

Click on the item row in the Purchase Receipt
Enter the Batch No from the product packaging
Verify the Expiry Date matches the physical item
Record Manufacturing Date if visible

❌ Never accept items without a valid Batch No or Expiry Date. This is a pharmaceutical regulatory requirement.

🔬 Step 3 — Quality Inspection (QC Officer)

Parameter	What to Check	Result
Appearance	No damage, correct color/form, no broken seals	Pass / Fail
Label Accuracy	Item name, batch, expiry match the system	Pass / Fail
Seal Integrity	Packaging seal is unbroken	Pass / Fail
Temperature Compliance	Cold chain maintained for sensitive items	Pass / Fail
Quantity Verification	Physical count matches document	Pass / Fail

✅ ALL pass → set status to Accepted and submit the inspection.
❌ ANY fail → set status to Rejected, notify procurement, arrange supplier return.

🔒 Important: The Purchase Receipt cannot be submitted until the Quality Inspection status is Accepted. The QC Officer must submit the inspection first.

✅ Step 4 — Submit Purchase Receipt

Confirm all batches assigned and QC is Accepted
Final physical count check
Click Submit
Stock levels updated immediately ✓

🧾 Step 5 — Purchase Invoice (Finance)

Finance creates the Purchase Invoice. You may be asked to confirm received quantities match the supplier invoice.

💳 Step 6 — Payment Entry (Finance)

Finance processes payment to the supplier. This completes the full receiving cycle.

Workflow 2 — Internal Material Transfer Flowchart

🔄 Internal Material Transfer Between Warehouses

📦 SOURCE WAREHOUSE
e.g. Main Store

→

📦 TARGET WAREHOUSE
e.g. Dispensary

1️⃣ Create Stock Entry — Type: Material Transfer

↓

2️⃣ Add Items + Select Batch (FEFO Rule)
Set From Warehouse / To Warehouse per line

↓

3️⃣ Verify Quantities — Check Stock Ledger Preview

↓

4️⃣ Submit — Source ↓ qty, Target ↑ qty, Batch follows item ✓

⚠️ FEFO Rule: Always select the batch with the earliest expiry date first. This prevents expired stock from accumulating.

Common Transfer Examples

Main Store → Dispensary (daily replenishment)
Receiving Area → Cold Storage (temperature-sensitive items)
Quarantine Store → Approved Store (after QC clearance)
Central Warehouse → Branch Location

Quick Reference Card

Task	Document	Done By	Key Action
Receive goods	Purchase Receipt	Store Keeper	Verify qty, set warehouse
Assign batch & expiry	Purchase Receipt (item row)	Store Keeper	Enter Batch No + Expiry Date
Inspect quality	Quality Inspection	QC Officer	Submit after all parameters pass
Confirm goods in stock	Purchase Receipt → Submit	Store Keeper	Submit only after QC Accepted
Record supplier liability	Purchase Invoice	Finance	Match invoice to receipt
Pay supplier	Payment Entry	Finance	Process payment
Move stock internally	Stock Entry — Material Transfer	Store Keeper	Set From/To, batch, qty, submit