Inventory & Delivery

SOP 0: Inventory Overview — Systems and Responsibilities

Purpose

Understand how inventory is tracked at Regenesis, who is responsible for what, and where to find inventory data. This is the starting point for anyone new to the inventory team.

Cross-References

Inventory SOP 1: Receiving Goods — Inbound Shipments

Inventory SOP 2: Stock Count — Monthly Inventory Check

Inventory SOP 4: Component Reorder — When and How to Restock

Manufacturing SOPs: Production workflow and component consumption

Frequency

Reference document — review quarterly or when systems/roles change.

Owner

Devitto (production inventory) / Agnes (procurement and sourcing)

Maintainer

Wina

Time Needed

N/A (reference document)

Team Responsibilities

Agnes — Procurement and Sourcing

\[table-embed:1:1 Responsibility | 1:2 Details | 2:1 Supplier management | 2:2 Maintain relationships with all suppliers (Bali, Indonesia, Philippines, China) | 3:1 Purchase orders | 3:2 Create and send POs to suppliers | 4:1 Receiving goods | 4:2 Verify incoming shipments against POs, inspect quality | 5:1 Sourcing new suppliers | 5:2 Research and evaluate new supplier options | 6:1 Price negotiation | 6:2 Negotiate pricing and payment terms | 7:1 Import documentation | 7:2 Handle customs paperwork for international shipments |\]

Devitto — Production Inventory and Delivery

\[table-embed:1:1 Responsibility | 1:2 Details | 2:1 Production inventory | 2:2 Track components consumed during manufacturing | 3:1 Stock counts | 3:2 Monthly physical inventory counts | 4:1 Stock levels | 4:2 Monitor stock levels, flag low stock to Agnes | 5:1 Finished goods | 5:2 Track completed pods ready for delivery | 6:1 Delivery coordination | 6:2 Pack, ship, and deliver pods to clients | 7:1 Warehouse organization | 7:2 Maintain organized storage areas |\]

Supply Chain Overview

Regenesis manufactures wellness pods. Components come from multiple sources:

\[table-embed:1:1 Source Region | 1:2 What Comes From Here | 1:3 Typical Lead Time | 1:4 Key Supplier(s) | 2:1 Bali (local) | 2:2 Local materials, consumables, small parts | 2:3 1-3 days | 2:4 TBD — confirm with Agnes | 3:1 Domestic Indonesia | 3:2 Standard components, packaging | 3:3 5-7 days | 3:4 TBD — confirm with Agnes | 4:1 Philippines | 4:2 Shells (pod body/housing) | 4:3 2-3 weeks | 4:4 Heinimex | 5:1 China | 5:2 Assembly parts, electronics, specialized components | 5:3 4-6 weeks | 5:4 TBD — confirm with Agnes |\]

Inventory Tracking System

TBD — confirm with Devitto/Agnes: Where is inventory currently tracked?

Possible systems:

Google Sheets (most likely current system)

ClickUp custom fields

Dedicated inventory software

Paper-based system

Whatever system is in use, it must track:

\[table-embed:1:1 Data Point | 1:2 Description | 2:1 Item name/code | 2:2 Unique identifier for each component | 3:1 Category | 3:2 Raw material, WIP, finished good, consumable | 4:1 Current quantity | 4:2 How many are in stock right now | 5:1 Location | 5:2 Where in the workshop/warehouse | 6:1 Minimum stock level | 6:2 Reorder trigger point | 7:1 Supplier | 7:2 Where to reorder from | 8:1 Unit cost | 8:2 Cost per unit (for valuation) | 9:1 Last received date | 9:2 When was the last shipment received |\]

Inventory Categories

\[table-embed:1:1 Category | 1:2 Description | 1:3 Examples | 2:1 Raw Materials | 2:2 Unprocessed components waiting to be used | 2:3 Shell components, electronics, wiring | 3:1 Work-in-Progress (WIP) | 3:2 Pods currently being assembled | 3:3 Partially assembled pods | 4:1 Finished Goods | 4:2 Completed pods ready for delivery | 4:3 Fully assembled and QC-passed pods | 5:1 Consumables | 5:2 Items used up during production | 5:3 Adhesives, screws, packaging materials | 6:1 Spare Parts | 6:2 Replacement parts for after-sales service | 6:3 Replacement panels, electronics |\]

Done When

Every team member knows their inventory responsibilities

Inventory tracking system is identified and documented

All suppliers are listed with contact details and lead times

Inventory categories are understood by the team

This SOP is reviewed and confirmed accurate by Devitto and Agnes

Nobody knows where inventory data is: Ask Devitto first, then Agnes, then Tav. One of them will know the current system.

Inventory system is outdated or inaccurate: Trigger an immediate stock count (SOP 2) to re-baseline.

Supplier contact lost: Check with Agnes's records, email history, or WhatsApp contacts. Critical suppliers should have backup contacts documented.

Role confusion (who does what): Refer to this SOP. If still unclear, Devitto and Agnes decide together, escalate to Tav if needed.

TBD Items

TBD — confirm with Devitto/Agnes: What system is currently used to track inventory?

TBD — confirm with Agnes: Complete supplier list with contact details

TBD — confirm with Devitto: Current warehouse/storage layout

TBD — confirm with Tav: Are there plans to upgrade the inventory system?

SOP 1: Receiving Goods — Inbound Shipments

Purpose

Properly receive, inspect, and log every incoming shipment so that inventory records are accurate, damaged goods are documented immediately, and nothing gets lost between the supplier and the workshop.

Cross-References

Inventory SOP 0: Overview of systems and responsibilities

Inventory SOP 2: Stock Count — ensures receiving records match physical stock

Inventory SOP 4: Component Reorder — follows up on POs that result in these shipments

Finance SOPs: Vendor invoice processing

Frequency

Every time a shipment arrives — no exceptions.

Owner

Agnes (primary) / Devitto (if Agnes is unavailable)

Maintainer

Wina

Time Needed

Small local delivery: 15-30 minutes

Large international shipment: 1-2 hours

Step-by-Step: Receiving a Shipment

Step 1: Check Expected Shipments

Before any delivery arrives, check the expected deliveries list

Know which PO (Purchase Order) the shipment relates to

Have the PO document ready for comparison

If an unexpected shipment arrives, do NOT refuse it — receive it but flag immediately to Agnes

Step 2: Verify Packing List Against PO

Obtain the packing list from the delivery driver or inside the shipment

Compare line by line against the original PO:

Item descriptions match?

Quantities match?

Part numbers match (if applicable)?

Mark any discrepancies on the packing list in red

Sign the packing list with date and time

Step 3: Inspect for Damage

Before signing the delivery note, visually inspect ALL packages

Check for:

Crushed or dented boxes

Water damage or staining

Torn packaging

Missing items (count boxes vs packing list)

Open packages to inspect contents (especially fragile/expensive items)

Check for manufacturing defects on critical components

Step 4: Photo Documentation

ALWAYS take photos of:

The delivery vehicle and overall shipment (for proof of receipt)

Any damaged packaging BEFORE opening

Any damaged goods AFTER opening

The packing list with your signature

Save photos to: Inventory > Receiving > \[YYYY-MM-DD\] > \[Supplier Name\]

For damaged goods: take close-up photos from multiple angles

Step 5: Count Quantities

Count every item individually — do not trust box labels

For bulk items (screws, small parts): weigh and calculate based on unit weight

Record actual quantities received

Note any differences from PO quantities

Step 6: Log in Inventory System

Open the inventory tracking system (TBD — see SOP 0)

Add each received item:

Item name/code

Quantity received

Date received

PO number

Supplier name

Condition (good / damaged / partial)

Update current stock levels

Step 7: Store in Correct Location

Move items to their designated storage location

Follow FIFO (First In, First Out) — new stock goes BEHIND existing stock

Label shelves/bins if not already labeled

Heavy items on lower shelves, fragile items protected

Step 8: Report Discrepancies

If quantities do not match PO: notify Agnes immediately

If goods are damaged: notify Agnes with photos

Agnes contacts the supplier for:

Replacement of damaged goods

Credit for short-shipped items

Updated delivery for missing items

Document the discrepancy in the receiving log

Step 9: File Documents

Save packing list (physical or scanned) to: Inventory > Receiving > \[YYYY-MM-DD\]

Save delivery note (signed copy) to same folder

Forward any invoices to Ami (Finance) for payment processing

Receiving Checklist (Quick Reference)

\[table-embed:1:1 # | 1:2 Check | 1:3 Done? | 2:1 1 | 2:2 PO ready for comparison | 2:3 | 3:1 2 | 3:2 Packing list obtained | 3:3 | 4:1 3 | 4:2 Items match PO (type, quantity) | 4:3 | 5:1 4 | 5:2 Visual inspection for damage | 5:3 | 6:1 5 | 6:2 Photos taken | 6:3 | 7:1 6 | 7:2 Quantities counted | 7:3 | 8:1 7 | 8:2 Logged in inventory system | 8:3 | 9:1 8 | 9:2 Stored in correct location (FIFO) | 9:3 | 10:1 9 | 10:2 Discrepancies reported to Agnes | 10:3 | 11:1 10 | 11:2 Documents filed | 11:3 |\]

Done When

All items counted and match PO (or discrepancies documented)

No damaged goods unaccounted for

Inventory system updated with received quantities

Items stored in correct location following FIFO

Photos taken and saved

Documents filed

Discrepancies (if any) reported to Agnes

Shipment arrives when nobody is available: Do NOT let the driver leave the goods unattended. Call Agnes or Devitto. If truly nobody available, receive the goods, lock them securely, and process Steps 2-9 as soon as possible.

Packing list missing: Count everything manually. Take extra photos. Contact supplier for packing list copy. Note "no packing list" in receiving log.

Major damage discovered: Refuse the shipment if damage is severe and driver is still present. Take photos first. Contact Agnes immediately. If driver already left, document everything and file a claim.

Wrong items delivered: Do not open/use them. Contact Agnes to arrange return/exchange with supplier. Keep items separate from regular inventory.

Inventory system down: Record everything on paper. Enter into system as soon as it is available. Do not skip the logging step.

TBD Items

TBD — confirm with Agnes: Standard PO format and where POs are stored

TBD — confirm with Devitto: Storage location map for the workshop/warehouse

TBD — confirm with Agnes: Preferred method for supplier communication about discrepancies

TBD — confirm with Devitto/Agnes: Is there a receiving log template already in use?

SOP 2: Stock Count — Monthly Inventory Check

Purpose

Verify that physical inventory matches system records every month. Catch discrepancies early before they become serious problems — missing components, theft, waste, or data entry errors.

Cross-References

Inventory SOP 0: Overview of systems and responsibilities

Inventory SOP 1: Receiving Goods — incoming stock should match receiving logs

Inventory SOP 4: Component Reorder — stock count informs reorder decisions

Finance SOPs: Inventory valuation for financial reporting

Frequency

Monthly — last working day of each month.

Owner

Devitto (leads the count) / Agnes (assists and verifies)

Maintainer

Wina

Time Needed

Preparation: 30 minutes

Physical count: 2-4 hours (depends on inventory size)

Reconciliation: 1-2 hours

Total: Half a working day

Step-by-Step: Monthly Stock Count

Step 1: Prepare for Count (Morning of count day)

Print or export current inventory records from the system

Prepare count sheets — one sheet per category:

Raw Materials

Work-in-Progress (WIP)

Finished Goods (completed pods)

Consumables

Spare Parts

Gather counting tools: clipboard, pen, calculator, measuring tape/scale

Ensure no goods are being received or dispatched during the count

Notify the team: "Stock count in progress — no inventory movement until complete"

Step 2: Count Raw Materials

Go to raw materials storage area

Count each item type individually

For bulk items (screws, small parts): weigh and calculate based on unit weight

Record actual count on the count sheet

Note any items in poor condition (damaged, expired, deteriorated)

Do NOT look at the system record while counting — count blind, compare later

Step 3: Count Work-in-Progress (WIP)

Go to the production/assembly area

Count all partially assembled pods

For each WIP pod, note:

Pod serial number or identifier

Stage of completion (e.g., "shell mounted, no electronics")

Components already installed

Record on WIP count sheet

Step 4: Count Finished Goods

Go to finished goods storage area

Count all completed pods

Verify each pod has:

Passed QC (check QC sticker/tag)

Serial number recorded

Record on finished goods count sheet

Step 5: Count Consumables

Count consumable items in the workshop

Common consumables: adhesives, fasteners, packaging, cleaning supplies

For partially used items, estimate remaining quantity

Record on consumables count sheet

Step 6: Count Spare Parts

Count spare parts inventory (for after-sales service)

Record on spare parts count sheet

Step 7: Reconcile with System Records

Now compare your physical counts against system records

For each item, calculate the variance:

Variance = Physical Count minus System Record

Positive variance = more on hand than expected (possible unreported receipt)

Negative variance = less on hand than expected (possible unreported usage, damage, or theft)

Flag any variance greater than 5% or greater than 5 units

Step 8: Investigate Discrepancies

For each flagged variance, try to determine the cause:

Was a receipt not logged? (Check with Agnes)

Was usage not recorded? (Check with production team)

Was an item damaged and discarded without logging? (Check waste records)

Could there be a counting error? (Recount the specific item)

Document the investigation result for each discrepancy

Step 9: Update System Records

After investigation, adjust system records to match physical count

Record each adjustment with:

Item name

Old quantity

New quantity

Reason for adjustment

Who approved the adjustment

Devitto approves all adjustments; Agnes reviews

Step 10: Report

Create a monthly stock count summary:

Date of count

Total items counted

Number of discrepancies found

Value of discrepancies (if unit costs are known)

Root causes identified

Corrective actions taken

Send report to Devitto, Agnes, and Ami

Ami needs this for financial inventory valuation

File report: Inventory > Stock Counts > \[YYYY-MM\] > Count Report

Stock Count Sheet Template

\[table-embed:1:1 Item Code | 1:2 Item Name | 1:3 Category | 1:4 Storage Location | 1:5 System Qty | 1:6 Physical Qty | 1:7 Variance | 1:8 Notes | 2:1 | 2:2 | 2:3 | 2:4 | 2:5 | 2:6 | 2:7 | 2:8 |\]

Done When

All categories counted (raw materials, WIP, finished, consumables, spare parts)

Physical counts recorded on count sheets

Reconciliation completed against system records

Discrepancies investigated and documented

System records updated with approved adjustments

Monthly report sent to Devitto, Agnes, and Ami

Count sheets filed

Cannot complete count in one day: Pause the count, secure the area (no movement), and complete first thing next morning. Do not split counts across multiple days with activity in between.

Large unexplained discrepancy (more than 10%): Recount the item. If still discrepant, escalate to Devitto and Tav. Investigate potential theft, waste, or system error.

Inventory system inaccessible: Complete the physical count on paper. Reconcile when system is available. Do not skip the count.

Team member unavailable on count day: Reschedule to the next working day. Do not skip the monthly count.

Recurring discrepancies on the same items: Investigate the root cause (incorrect unit of measure, receiving errors, production waste). Implement targeted fixes.

TBD Items

TBD — confirm with Devitto: Current count sheet format (or create standard one)

TBD — confirm with Devitto/Agnes: Who approves inventory adjustments?

TBD — confirm with Ami: What inventory valuation method is used (FIFO, average cost)?

TBD — confirm with Tav: Acceptable variance threshold (currently suggesting 5%)

SOP 3: Pod Shipping and Delivery

Purpose

Safely pack, ship, and deliver a completed wellness pod to a client — ensuring it arrives undamaged, on time, and with proper documentation. First impressions matter: delivery is the client's first physical experience with the product.

Cross-References

Manufacturing SOP 05: Final QC Check — must pass before shipping

Sales SOP: Order Confirmation and Delivery — client communication and scheduling

Inventory SOP 2: Stock Count — update finished goods after dispatch

Finance SOPs: Delivery triggers invoicing/payment milestones

Frequency

Each time a pod is ready for delivery to a client.

Owner

Devitto (packing and shipping) / Barrie (logistics coordination)

Maintainer

Wina

Time Needed

Pre-delivery QC verification: 1 hour

Packing: 2-4 hours (depending on pod model)

Loading: 1-2 hours

Transit: varies by destination

On-site handover: 1-2 hours

Step-by-Step: Pod Shipping and Delivery

Step 1: Confirm Pod is Ready for Delivery

Verify pod has passed final QC (reference Manufacturing SOP 05)

Check QC sign-off document — must be signed and dated

Confirm serial number matches the client's order

If QC not passed: DO NOT proceed. Return to production for fixes.

Step 2: Pre-Delivery Inspection

Power on the pod and run a complete function test

Check all surfaces for cosmetic damage (scratches, dents, discoloration)

Verify all accessories and documentation are included:

User manual

Warranty card

Power cable and connectors

Remote control (if applicable)

Any client-specific customizations

Clean the pod thoroughly — inside and out

Take photos of the pod in delivery-ready condition (proof of condition at dispatch)

Step 3: Packing

Prepare packing materials:

Protective foam corners and edge protectors

Bubble wrap for fragile components

Stretch wrap for moisture protection

Wooden crate or pallet (for shipping)

"FRAGILE" and "THIS SIDE UP" labels

Wrap the pod in protective materials:

Foam corners on all edges

Bubble wrap around control panels and glass surfaces

Stretch wrap the entire unit

Place in crate/on pallet and secure with straps

Attach labels: FRAGILE, THIS SIDE UP, destination address, serial number

Step 4: Prepare Shipping Documentation

Create/print the following documents:

Packing List: Itemized list of everything in the shipment

Commercial Invoice: For customs (international shipments)

Delivery Note: For client signature on receipt

Certificate of Conformity: QC passed documentation

Place one copy of documents in a waterproof envelope attached to the outside of the crate

Keep one copy at the office

Step 5: Arrange Transport

Contact the shipping/logistics provider:

Local delivery (Bali): Use company vehicle or local courier

Domestic Indonesia: Freight company (TBD — confirm preferred provider)

International: Freight forwarder (TBD — confirm preferred provider)

Confirm:

Pickup date and time

Vehicle size appropriate for the pod

Insurance coverage for transit

Estimated delivery date

Share tracking information with the client (via Sales team)

Step 6: Loading

Use proper lifting equipment (forklift, crane, or adequate manpower)

Minimum 2 people for loading — pods are heavy and fragile

Secure the crate in the vehicle to prevent movement during transit

Take photos of the loaded crate in the vehicle (proof of loading condition)

Driver signs the packing list confirming receipt of goods in good condition

Step 7: Coordinate with Client

Confirm delivery date and time window with client (at least 48 hours in advance)

Verify site requirements:

Access road/path wide enough for delivery vehicle?

Unloading equipment needed at site?

Power available at installation location?

Floor/surface suitable for pod placement?

Send client a delivery confirmation with:

Expected arrival time

What they need to prepare

Contact number for delivery team

Step 8: Delivery and Unloading

Arrive at client site within the agreed time window

Inspect the crate before unloading — note any transit damage

Unload carefully using proper equipment/manpower

Position the pod in the agreed location

Remove all packing materials

Step 9: On-Site Handover

Unpack the pod and remove all protective materials

Inspect for any transit damage together with the client

Power on and demonstrate all functions to the client

Walk through the user manual with the client

Answer any questions

Have the client sign the Delivery Note confirming:

Pod received

Condition (good / damaged — with notes)

Accessories and documentation received

Basic operation demonstrated

Step 10: Post-Delivery

Return signed Delivery Note to the office

Update inventory system: finished goods minus 1

Notify Finance (Ami) that delivery is complete — triggers invoicing

Notify Sales team that handover is complete

File all delivery documents: Inventory > Deliveries > \[Client Name\] > \[YYYY-MM-DD\]

Schedule follow-up call with client (3-5 days after delivery) to check satisfaction

On-Site Handover Checklist

\[table-embed:1:1 # | 1:2 Check | 1:3 Done? | 2:1 1 | 2:2 Pod positioned in agreed location | 2:3 | 3:1 2 | 3:2 All packing materials removed | 3:3 | 4:1 3 | 4:2 Visual inspection with client (no damage) | 4:3 | 5:1 4 | 5:2 Powered on and functional | 5:3 | 6:1 5 | 6:2 All functions demonstrated | 6:3 | 7:1 6 | 7:2 User manual provided and explained | 7:3 | 8:1 7 | 8:2 Warranty card provided | 8:3 | 9:1 8 | 9:2 All accessories present | 9:3 | 10:1 9 | 10:2 Client questions answered | 10:3 | 11:1 10 | 11:2 Delivery Note signed by client | 11:3 |\]

Done When

Pod passed pre-delivery QC

Pod packed securely with proper materials

All shipping documents prepared

Transport arranged with insurance

Client site requirements confirmed

Pod delivered and unloaded without damage

On-site handover completed with client signature

Inventory system updated

Finance notified for invoicing

All documents filed

Follow-up call scheduled

Transit damage discovered at delivery: Document with photos immediately. Do not ask client to accept damaged goods. Arrange replacement/repair. File insurance claim.

Client site not ready: If the site cannot accept the pod (no power, access blocked, etc.), coordinate with client for rescheduling. Do NOT leave the pod in an unsuitable location.

Pod fails function test at client site: Troubleshoot on-site if possible. If not fixable: apologize, arrange repair visit or replacement, take the pod back if necessary.

Client refuses to sign Delivery Note: Understand the concern. If legitimate issue, resolve it. If client is simply difficult, escalate to Sales/Barrie.

No delivery vehicle available: Book alternative transport immediately. Do not delay delivery without notifying the client.

TBD Items

TBD — confirm with Devitto: Standard packing materials and where to source them

TBD — confirm with Barrie: Preferred logistics providers (domestic and international)

TBD — confirm with Tav: Insurance requirements for pod transit

TBD — confirm with Sales: Client communication template for delivery scheduling

TBD — confirm with Devitto: Is there a delivery vehicle or always third-party?

SOP 4: Component Reorder — When and How to Restock

Purpose

Ensure critical components are reordered before stock runs out, preventing production delays. This SOP defines when to reorder, how to reorder, and who is responsible — so production never stops because someone forgot to order parts.

Cross-References

Inventory SOP 0: Overview of systems and responsibilities

Inventory SOP 2: Stock Count — monthly count identifies low stock

Inventory SOP 1: Receiving Goods — what to do when the reorder arrives

HR SOP: Vendor Communication Protocol — how to communicate with suppliers

Finance SOPs: Purchase order approval and payment process

Frequency

Ongoing — check stock levels weekly. Reorder as needed.

Owner

Agnes (procurement) / Ami (budget approval)

Maintainer

Wina

Time Needed

Weekly stock check: 30 minutes

Placing a reorder: 1-2 hours (PO creation, supplier communication)

Emergency reorder: immediate

Supplier Lead Times

\[table-embed:1:1 Supplier Region | 1:2 Typical Lead Time | 1:3 Examples | 2:1 Bali local | 2:2 1-3 days | 2:3 Local materials, consumables, hardware store items | 3:1 Domestic Indonesia | 3:2 5-7 days | 3:3 Standard components, packaging, specialized local suppliers | 4:1 Philippines | 4:2 2-3 weeks | 4:3 Pod shells (Heinimex) | 5:1 China | 5:2 4-6 weeks | 5:3 Assembly parts, electronics, specialized components |\]

Critical insight: China orders must be placed 6+ weeks before needed. Philippines orders 4+ weeks. Plan accordingly.

Minimum Stock Levels

TBD — confirm with Tav/Devitto for each component category.

The table below is a template. Actual minimum levels must be set based on production rate and lead times.

\[table-embed:1:1 Category | 1:2 Example Items | 1:3 Min Stock Level | 1:4 Reorder Quantity | 1:5 Supplier Region | 2:1 Pod shells | 2:2 Main body, lid | 2:3 TBD | 2:4 TBD | 2:5 Philippines | 3:1 Electronics | 3:2 Control boards, sensors, displays | 3:3 TBD | 3:4 TBD | 3:5 China | 4:1 Wiring/cables | 4:2 Power cables, data cables | 4:3 TBD | 4:4 TBD | 4:5 China/Domestic | 5:1 Fasteners | 5:2 Screws, bolts, nuts | 5:3 TBD | 5:4 TBD | 5:5 Local/Domestic | 6:1 Adhesives | 6:2 Sealant, glue, epoxy | 6:3 TBD | 6:4 TBD | 6:5 Local | 7:1 Packaging | 7:2 Foam, bubble wrap, crates | 7:3 TBD | 7:4 TBD | 7:5 Local/Domestic | 8:1 Consumables | 8:2 Cleaning supplies, PPE | 8:3 TBD | 8:4 TBD | 8:5 Local |\]

Rule of thumb until minimums are confirmed:

If you can see you have less than 2 weeks of supply at current production rate — reorder

For China/Philippines items: maintain 2 months of buffer stock

Step-by-Step: Regular Reorder Process

Step 1: Weekly Stock Level Check (Agnes)

Every Monday morning, check current stock levels in the inventory system

Compare against minimum stock levels

Flag any items at or below minimum

Check upcoming production schedule — will any items run low this month?

Step 2: Determine What to Reorder

For each flagged item, determine:

How many to order (reorder quantity)

Which supplier to order from

Expected lead time

Urgency level (routine vs urgent)

Factor in upcoming production needs — if a big order is coming, order extra

Step 3: Create Purchase Order

Create a PO document with:

PO number (sequential)

Date

Supplier name and contact

Item descriptions, quantities, and agreed prices

Requested delivery date

Delivery address

Payment terms

Get approval from Ami (Finance) for orders above threshold (TBD — confirm approval threshold)

For large orders: get approval from Justin

Step 4: Send PO to Supplier

Send PO via the agreed communication channel (email, WhatsApp, supplier portal)

Request order confirmation from supplier:

Items in stock?

Confirmed delivery date?

Any price changes?

Record the confirmed delivery date

Step 5: Track the Order

Add the order to the tracking sheet/system:

PO number

Supplier

Items ordered

Order date

Expected delivery date

Status (ordered / shipped / in transit / delivered)

Follow up with supplier if shipment is late:

1 day late: send a friendly inquiry

3 days late: escalate — request tracking information

1 week late: escalate to Agnes and consider alternative supplier

Step 6: Receive the Order

When goods arrive, follow Inventory SOP 1 (Receiving Goods)

Verify items match the PO

Update inventory system

Close out the PO as "received"

Emergency Reorder Process

When: Production will stop within 48 hours if parts are not obtained.

Step 1: Identify the Emergency

Devitto or production team flags: "We will run out of \[item\] by \[date\]"

Agnes confirms the stock level and agrees it is critical

Step 2: Source Immediately

Check if the item is available locally (Bali) for immediate pickup

If not local: contact the regular supplier for expedited shipping

If supplier cannot expedite: find an alternative supplier (even at higher cost)

Priority: get the parts, worry about cost later

Step 3: Emergency Approval

Agnes calls Ami and/or Justin for verbal approval

Follow up with written PO after the fact

Document: "Emergency order — verbal approval from \[name\] on \[date\]"

Step 4: Receive and Deploy

When parts arrive, bypass normal storage — deliver directly to production

Log in inventory system afterward

Do a root cause analysis: why did we run out? Fix the process to prevent recurrence.

Supplier Contact Register

\[table-embed:1:1 Supplier | 1:2 Region | 1:3 Items Supplied | 1:4 Contact Person | 1:5 Phone | 1:6 Email | 1:7 Payment Terms | 2:1 Heinimex | 2:2 Philippines | 2:3 Pod shells | 2:4 TBD | 2:5 TBD | 2:6 TBD | 2:7 TBD | 3:1 TBD | 3:2 China | 3:3 Electronics, assembly parts | 3:4 TBD | 3:5 TBD | 3:6 TBD | 3:7 TBD | 4:1 TBD | 4:2 Domestic | 4:3 Components, packaging | 4:4 TBD | 4:5 TBD | 4:6 TBD | 4:7 TBD | 5:1 TBD | 5:2 Bali local | 5:3 Consumables, hardware | 5:4 TBD | 5:5 TBD | 5:6 TBD | 5:7 TBD |\]

Done When

Weekly stock check completed

All items below minimum flagged for reorder

POs created and sent to suppliers

Orders confirmed by suppliers with delivery dates

Orders tracked until received

No production stoppage due to missing components

Stock runs out despite weekly checks: Investigate — was the minimum level set too low? Was there unexpected production demand? Adjust minimums and check frequency.

Supplier cannot deliver on time: Find alternative supplier immediately. Agnes maintains backup supplier contacts for critical components.

Price increase from supplier: Negotiate. If significant, get approval from Justin before proceeding. Consider alternative suppliers for competitive quotes.

Budget not available for reorder: Escalate to Justin. Production stoppage costs more than the order. Prioritize critical components.

Quality issues with received goods: Follow Inventory SOP 1 discrepancy process. Contact supplier for replacement. Consider switching suppliers if quality issues recur.

TBD Items

TBD — confirm with Tav/Devitto: Minimum stock levels for every component category

TBD — confirm with Tav/Devitto: Current production rate (units per month) for calculating buffer stock

TBD — confirm with Ami: PO approval threshold (what amount requires approval?)

TBD — confirm with Agnes: Complete supplier contact register

TBD — confirm with Agnes: Standard PO template

TBD — confirm with Justin: Budget authority limits for procurement