Depot Receiving & Inventory Evidence Pack
Open the validation-readiness evidence pack for retained paper controls, Depot-native records, derived registers, state control, traceability, audit evidence, and validation gaps.
OperationalSettings
Receiving SOP Crosswalk
Validation-facing crosswalk showing retained paper controls, Depot-native records, derived registers, role boundaries, and report readiness.
MRN RetainedSMA RetainedValidation Ready
Receiving SOP Crosswalk
Depot aligns to the SOP by retaining MRN and SMA as controlled source documents, replacing manual registers, and deriving controlled reports.
| SOP Section | Document | Depot Treatment | Validation Purpose | Status |
|---|---|---|---|---|
| Paper Documents Retained | Material Received Note (MRN) | Paper MRN remains the controlled source document. Depot records MRN number, date, and optional attachment. | Preserves physical receipt authorization, bay signatures, outage resilience, and independent handover evidence. | Retained |
| Paper Documents Retained | Stock Movement Advice (SMA) | Paper SMA remains optional and valid. Depot supports paper reference only, full digital authorization, or hybrid authorization. | Preserves controlled custody movement evidence while Depot becomes the system of record. | Retained |
| Documents Replaced by Depot | Inventory Receiving Register | Replaced by controlled Receiving Transaction records and Receiving Register report. | Retires manual register duplication while preserving sequential record identity, traceability, and audit history. | Replaced |
| Documents Replaced by Depot | Receiving Inspection Report | Replaced by native Receiving Inspection records with inspection decision history and evidence sections. | Moves inspection capture into Depot without weakening inspection evidence. | Replaced |
| Documents Derived by Depot | Receiving Register Report | Generated from RCV records, MRN references, status, material, and location fields. | Reviewer can reconstruct what arrived and current state without a paper register. | Derived |
| Documents Derived by Depot | Inspection Register Report | Generated from INS records, inspection checks, decisions, inspectors, timestamps, and photographs. | Reviewer can answer who inspected material and what the decision was. | Derived |
| Documents Derived by Depot | Quarantine Register | Generated from quarantine, hold, rejected, and unavailable stock state records. | Reviewer can see that physical stock exists but is not usable until an authorized Released disposition. | Derived |
| Documents Derived by Depot | QA Disposition Register | Generated from QAD records, disposition type, reference, authorized role, decision date, lot, previous state, and new state. | Reviewer can answer what authorized inventory disposition was recorded and how it changed inventory state. | Derived |
| Documents Derived by Depot | Rejected Material Register | Generated from rejected quarantine records, inspection evidence, QA rejection, and disposition location. | Reviewer can confirm rejected inventory is segregated, non-issuable, and traceable. | Derived |
| Documents Derived by Depot | Receiving Exception Register | Generated from EXC records for partial delivery, missing COA, damaged packaging, external review, returns, and disposal. | Reviewer can answer what went wrong, what was accepted, what was rejected, and what happened next. | Derived |
Role Responsibilities
The visible role boundary is validation evidence: Receiving records and inspects, QA/QC authorization happens outside Depot, and Depot records the inventory disposition state.
| Role | May | Cannot | Visible Control | Status |
|---|---|---|---|---|
| Receiving | Receive material, record MRN reference, create receiving transaction, and record inspection evidence. | Record QA disposition, reject inventory as an authorized disposition, remove hold, or make stock available. | Receiving pages keep stock unavailable until an authorized QA disposition is recorded. | Disposition Required |
| QA | Record an already-authorized release, hold, rejection, return, or disposal outcome for inventory control. | Bypass MRN, inspection, quarantine, or technical review evidence. | QA disposition pages show reference, authorized role, decision date, lot, previous state, and new state. | Decision Authority |
| Operations | View receiving status, use released inventory, and perform controlled custody movement when permitted. | Override authorized dispositions or issue quarantined, held, rejected, received, or inspection-pending inventory. | Operations surfaces show unavailable state messages and keep non-released stock out of available stock. | No Override |
Formal Controlled Reports
Receiving reports show report name, timestamp, scope, generated by, record counts, and controlled output fields.
| Report Name | Report ID | Generated | Scope | Generated By | Record Count | Controlled Output | Status |
|---|---|---|---|---|---|---|---|
| Receiving Register | RPT-RCV-2026-000001 | 2026-06-16 16:00 | All receiving transactions for June 2026 | Depot System | 6 | RCV, MRN, supplier, delivery note, material, quantity, status, location | Controlled Report |
| Inspection Register | RPT-INS-2026-000001 | 2026-06-16 16:00 | Native receiving inspections for June 2026 | Depot System | 4 | INS, receipt, checks, decision, inspector, timestamp, evidence count | Controlled Report |
| Quarantine Inventory Report | RPT-QTN-2026-000001 | 2026-06-16 16:00 | Unavailable received inventory by quarantine, hold, rejected, returned, and disposed state | Depot System | 6 | QTN/REJ, receipt, physical state, final disposition, location, blocker, segregation evidence | Controlled Report |
| QA Disposition Register | RPT-QAD-2026-000001 | 2026-06-16 16:00 | Authorized release, hold, reject, return, and disposal outcomes | Depot System | 5 | QAD, disposition, reference, authorized role, decision date, lot, previous state, new state | Controlled Report |
| Rejected Material Register | RPT-REJ-2026-000001 | 2026-06-16 16:00 | Rejected material decisions, including current returned or disposed outcomes | Depot System | 2 | Rejected receipt, inspection, authorized disposition, final location, returned/disposed disposition blocker | Controlled Report |
| SMA Register | RPT-SMA-2026-000001 | 2026-06-16 16:00 | Stock movement authorizations across paper, digital, and hybrid modes | Depot System | 3 | SMA, source, destination, material, requestor, receiver, QA/security verification | Controlled Report |
| Receiving Exception Register | RPT-EXC-2026-000001 | 2026-06-16 16:00 | Warehouse receiving exceptions and controlled outcomes | Depot System | 6 | EXC, material, exception type, expected quantity, received quantity, disposition, status | Controlled Report |
| Hold Inventory Register | RPT-HOLD-2026-000001 | 2026-06-16 16:00 | Receiving exceptions and inventory records held pending review, documentation, or sampling | Depot System | 2 | Record ID, receipt, material, hold reason, blocker, current location, evidence | Controlled Report |
| Missing Documentation Register | RPT-DOC-2026-000001 | 2026-06-16 16:00 | Missing COA, missing documentation, and supplier documentation mismatch exceptions | Depot System | 1 | EXC, receipt, missing evidence, availability blocker, next control | Controlled Report |
| Supplier Return Register | RPT-RTS-2026-000001 | 2026-06-16 16:00 | Receiving dispositions returned or pending return to supplier | Depot System | 1 | Return record, EXC, receipt, quantity, supplier destination, reason, authorized disposition reference | Controlled Report |
| Disposed Material Register | RPT-DIS-2026-000001 | 2026-06-16 16:00 | Receiving dispositions disposed or pending controlled disposal | Depot System | 1 | Disposal record, EXC, receipt, quantity, reason, date, authorized disposition reference | Controlled Report |
Validation Readiness
These indicators show where persistence, authentication, timestamping, attachments, and external disposition-reference links will attach later.
| Control | Evidence in Depot | Future Persistence Point | Status |
|---|---|---|---|
| Record Identity | Controlled identifiers visible across MRN, RCV, INS, QAD, SMA, QTN, QCR, REJ, and INV records. | Persist sequence generator and unique constraints per record family. | Ready |
| Traceability | Lot traceability view links receipt, inspection, exception records, quarantine, external QC review reference, authorized disposition, and inventory result. | Persist parent-child record links and immutable provenance joins. | Ready |
| State Control | Receive -> Inspect -> Quarantine -> Review -> QA Disposition -> Inventory State remains visible and enforced. | Persist controlled state transitions with server-side guards. | Ready |
| User Attribution | Status history, disposition records, inspections, and SMA records display user fields. | Bind user fields to authenticated accounts and role claims. | Placeholder |
| Timestamping | Status history and report generation timestamps are visible as controlled evidence. | Persist server-issued timestamps and time-zone normalization. | Ready |
| Evidence Links | Attachment sections define where delivery notes, COAs, SDS, photos, external result references, and SMA evidence belong. | Persist attachment metadata, object storage links, checksum, and version references. | Architecture Ready |
| Disposition Authorization Reference | QA disposition records capture reference, authorized role, decision date, lot, previous state, and new state. | Persist disposition audit metadata and keep authorization evidence in the external QA/QC source process. | Inventory Audit Metadata |
| Exception Outcomes | EXC records show expected quantity, received quantity, accepted quantity, rejected quantity, disposition, and next control. | Persist exception outcome lines and enforce server-side availability blockers for missing evidence, hold, return, and disposal states. | Architecture Ready |