DEPOT

SOP Alignment

Implemented

GMP Flow

Receiving is shown as Receive, Inspect, Quarantine, external QA/QC disposition reference, then Inventory Available when Released.

Availability Boundary

Released Only

State Controlled

Quarantine, hold, rejected, returned, disposed, and inspection-pending states remain unavailable.

Paper Controls

MRN + SMA

Retained

Depot retains receiving-bay and custody-movement paper controls as source evidence.

Validation Gaps

Future Controls

Not Hidden

Authentication, backend persistence, immutability, retention, backup, UAT, and migration validation are explicit gaps.

Receiving & Inventory Evidence Pack

Audit evidence for receiving records, stock state, traceability, and known future controls.

Related Views

Receiving SOP Crosswalk

Retained paper controls, Depot-native replacements, derived registers, role boundaries, and report readiness.

SOP Evidence

Receiving Traceability

Receipt, inspection, exception, quarantine, external QC/QA reference, authorized disposition, and inventory consequence chain evidence.

Traceability

Inventory Architecture Consistency Review

Adversarial consistency review covering state leakage, quantity conservation, and shared availability logic.

Consistency

Validation Gap Register

Future controls required before production validation and controlled operational use.

Future Controls

Receiving Steps

Step	State Boundary	Depot Evidence	Availability Effect	Status
Receive	Received	MRN reference, Receiving Transaction, supplier, delivery note, material, quantity, carrier, receiver, package count.	Physical evidence exists; inventory is not usable.	Controlled Entry
Inspect	Awaiting Inspection / Under Inspection	Native inspection checks for packaging, label, quantity, documents, COA, damage, visual condition, comments, and photographs.	Inspection evidence is captured; inventory remains unavailable.	Native Record
Quarantine	Quarantined	Quarantine inventory row, location, availability blocker, segregation evidence, and custody movement records.	Physical stock may exist, but cannot support issue, readiness, coverage, or reorder usable stock.	Not Available
Review	QC Review / Technical Review	External evidence requirement flag, external source reference, external result reference, QC recommendation, COA, and external report attachments.	Review may support an external QA/QC decision; it does not change inventory availability by itself.	Review Evidence
QA Disposition	Released / Rejected / Hold	Authorized disposition reference, authorized role, decision date, previous state, new state, comments, and resulting location.	Only Released disposition state can create usable inventory.	Inventory Boundary
Inventory Available	Released / Available	Inventory creation record and released available stock position.	Stock can support issue, readiness, coverage, reorder usable stock, and valuation views.	Usable

Control	Why Retained	Depot Support	Evidence Use	Status
Material Received Note	Physical goods handover, driver and receiver signatures, carbon-copy distribution, loading bay usability, outage resilience, and chain-of-custody evidence.	MRN number, MRN date, supplier, delivery note, receiver, package count, and optional scan/photo attachment.	Controlled source document for physical receipt before Depot receiving transaction capture.	Retained
Stock Movement Advice	Physical movement authorization, receiver/security/QA signatures, loading-area usability, outage resilience, and independent custody evidence.	SMA number, source, destination, material, quantity, reason, requestor, receiver, security verification, QA verification, and optional attachment.	Controlled source document for physical custody movements without changing QA state.	Retained

Paper Record	Depot Replacement	Source Records	Report Output	Status
Receiving Register	Receiving Transaction records and Receiving Register report.	RCV, MRN, supplier, delivery note, material, quantity, state, location, status history.	Receiving Register	Depot Native
Receiving Inspection Report	Native Receiving Inspection workflow and inspection history.	INS records, inspection checks, comments, photographs, inspector, timestamp, decision.	Inspection Register	Depot Native

Register	Source Data	Control Purpose	Responsible Role	Evidence Retained	Status
Receiving Register	RCV and MRN-linked transaction records.	Show what arrived, who received it, and where it sits in the receiving state model.	Receiving	MRN reference, supplier, delivery note, material, quantity, status, current location.	Implemented
Inspection Register	INS inspection records.	Show who inspected material and what inspection decision was recorded.	Receiving	Packaging, label, quantity, documentation, COA, damage, visual checks, comments, photos.	Implemented
Quarantine Inventory Report	QTN/REJ records and availability bucket rows.	Separate physical stock from released available stock and final dispositions.	Warehouse / QA	Location, availability blocker, segregation evidence, returned/disposed accounting.	Implemented
QA Disposition Register	QAR records.	Show authorized disposition outcomes with reference, authorized role, decision date, previous state, new state, and inventory consequence.	QA/QC reference owner	Disposition reference, authorized role, decision date, previous state, new state, comments, and resulting location.	Implemented
Rejected Material Register	QA rejection decisions and rejected disposition records.	Keep rejected material non-issuable and traceable even after return or disposal.	QA / Warehouse	Inspection evidence, rejection reason, segregation, return or disposal outcome.	Implemented
Receiving Exception Register	EXC exception records.	Show what was expected, what arrived, what was wrong, what was accepted, what was rejected, and what happened next.	Receiving / QA	Exception category, expected/received/variance quantities, disposition, rationale, evidence.	Implemented
Hold Inventory Register	Hold state records and hold-related exceptions.	Show material blocked pending documentation, external source evidence, or authorized disposition.	QA	Hold reason, availability blocker, current location, next control.	Implemented
Missing Documentation Register	Missing COA, missing documentation, and supplier documentation mismatch exceptions.	Show documentation blockers that prevent Released disposition.	Receiving / QA	Missing evidence class, affected material, next control, availability blocker.	Implemented
Supplier Return Register	RTS return disposition records.	Show returned quantity, destination supplier, reason, authorized disposition reference, and permanent receipt history.	Warehouse / QA	Return date, quantity, supplier destination, QA evidence, SMA evidence.	Implemented
Disposed Material Register	DIS disposal records.	Show disposed quantity, reason, authorized disposition reference, and permanent traceability.	QA / Warehouse	Disposal date, quantity, reason, authorized disposition reference, historical visibility.	Implemented
SMA Register	SMA movement authorization records.	Show paper-only, digital-only, or hybrid movement authorization evidence without changing QA state.	Warehouse / Security / QA	SMA number, source, destination, material, quantity, reason, requestor, receiver, security, QA verification.	Implemented
Inventory Architecture Consistency Review	Shared availability helper, receiving availability rows, lots, reports, readiness, command search, and traceability evidence.	Show adversarial consistency review for state leakage, quantity conservation, and single-source availability logic.	Validation Reviewer	Verified controls, resolved inconsistencies, consolidations, and remaining risks.	Implemented

Record And State Controls

Prefix	Purpose	Created By	Controlled State	Evidence Type	Related Report	Status
MRN	Material Received Note source reference.	Receiving personnel on paper; referenced in Depot.	Physical receipt source evidence.	Paper reference, optional scan/photo.	Receiving Register	Source Document
RCV	Receiving transaction.	Receiving	Received, Awaiting Inspection, Under Inspection, Quarantined, Released, Rejected.	Supplier, PO, delivery note, MRN, material, quantity, lot, expiry, COA/SDS flags.	Receiving Register	Controlled Record
INS	Receiving inspection record.	Receiving inspector.	Accepted, Accepted with Observation, Rejected.	Inspection checks, comments, photographs, inspector, timestamp.	Inspection Register	Controlled Record
QTN	Quarantine inventory record.	Warehouse / Receiving.	Quarantine or Hold.	Location, availability blocker, segregation evidence.	Quarantine Inventory Report	Unavailable
QCR	QC or technical review record.	QC / Technical reviewer.	Review recommendation.	External evidence requirement, external source reference, external result reference, QC recommendation.	QA Disposition Register	Review Evidence
QAR	QA disposition inventory outcome.	Depot records an external authorized QA/QC disposition reference.	Released, Rejected, Hold.	Disposition reference, authorized role, decision date, previous state, new state, comments.	QA Disposition Register	Inventory Consequence
EXC	Warehouse receiving exception.	Receiving / QA.	Open, Hold, Awaiting Balance, External Evidence Requested, Closed.	Expected quantity, received quantity, variance, disposition, rationale, evidence.	Receiving Exception Register	Exception Evidence
SMA	Stock Movement Authorization.	Warehouse / Requestor with security and QA verification as applicable.	Requested, Authorized, Completed.	SMA number, source, destination, material, quantity, reason, receiver, security, QA evidence.	SMA Register	Movement Evidence
RTS	Return to supplier disposition.	Warehouse / QA.	Returned.	Return reason, return date, quantity returned, supplier destination, authorized disposition reference.	Supplier Return Register	Returned
DIS	Disposal disposition.	QA / Warehouse.	Disposed.	Disposal reason, quantity disposed, authorized disposition reference, date.	Disposed Material Register	Disposed
REJ	Rejected material inventory evidence.	Warehouse / QA.	Rejected, Returned, or Disposed outcome.	Rejected tag, segregation evidence, QA rejection, final disposition.	Rejected Material Register	Rejected Trace
INV	Inventory creation or non-creation outcome.	Depot system after authorized disposition evidence.	Usable stock created only after Released disposition; otherwise non-usable traceability record.	Source state, inventory result, released location, availability flag, traceability chain.	Stock Position / QA Disposition Register	Inventory Boundary

State	Available for Issue	Counts in Readiness	Counts in Reorder Usable Stock	Custody Transfer	Requires QA Decision	Status
Received	No	No	No	Yes	Yes - must inspect and review first.	Not Usable
Awaiting Inspection	No	No	No	Yes	Yes - inspection and review still pending.	Not Usable
Under Inspection	No	No	No	Yes	Yes - inspection is not release.	Not Usable
Quarantined	No	No	No	Yes	Yes - authorized QA/QC disposition reference required.	Not Usable
Hold	No	No	No	Yes	Yes - hold must be resolved by QA.	Blocked
Rejected	No	No	No	Yes	Decision recorded; final return/disposal path may follow.	Blocked
Returned	No	No	No	No	No - final disposition; not physical on-hand.	Final
Disposed	No	No	No	No	No - final disposition; not physical on-hand.	Final
Released / Available	Yes	Yes	Yes	Yes	Completed - Released disposition is the availability boundary.	Usable

Control Statement	Where Enforced	Evidence Surface	Status
Quarantined stock cannot be issued.	Shared availability helper, Stock Register issue guardrail, movement examples, quarantine reports.	Quarantine Inventory, Stock Register, Movements, Reports.	Verified
Hold stock cannot be issued.	Shared availability helper and hold-specific issue block message.	Hold Inventory Register, QA Disposition, Stock Register.	Verified
Rejected stock cannot be issued.	Shared availability helper, rejected material report, movement blocked-state evidence.	Rejected Material Register, Receiving Traceability, Movements.	Verified
Returned stock is not physical on-hand.	Bucketed availability model excludes returned quantity from physical stock and released availability.	Supplier Return Register, Lots, Receiving Availability, Inventory Architecture Consistency Review.	Verified
Disposed stock is not physical on-hand.	Bucketed availability model excludes disposed quantity from physical stock and released availability.	Disposed Material Register, Lots, Receiving Availability, Traceability.	Verified
Missing-COA stock cannot become Released.	Receiving exception model and disposition evidence show documentation blocker before any Released outcome.	Missing Documentation Register, Receiving Exception Register, QA Disposition.	Verified
Transfers do not change QA state.	SMA movement effect states custody movement only; QA state remains unchanged unless QA records a decision.	SMA Register, Inventory Movements, Quarantine Transfer records.	Verified
Partial accept/reject totals must reconcile to receipt quantity.	Receiving availability rows carry physical, returned, disposed, and total accounted buckets.	Lots, Receiving Exception Register, Inventory Architecture Consistency Review.	Verified
Readiness and coverage use released stock only.	Shared stock-position and allocation helpers use released available quantity for readiness, coverage, reorder, and commitment surfaces.	Coverage Map, Equipment Survival, Reorder Watch, Allocations, Reports.	Verified

Category	Receiving Problem	Control Expectation	Availability Rule	Status
Partial Delivery	Expected quantity is not fully received.	Record expected, received, and outstanding balance while preserving the original receipt.	Received quantity remains quarantined until inspection, review, and authorized disposition.	Balance Tracked
Over Delivery	Supplier delivers more than ordered or expected.	Record excess quantity and disposition rationale before accepting or returning excess.	Excess remains unavailable unless an authorized Released disposition is recorded for the accepted quantity.	Excess Controlled
Under Delivery	Received quantity is below ordered quantity.	Separate supplier shortfall from a receiving count error.	Only physically received quantity with an authorized Released disposition can become available.	Shortfall Controlled
Damaged Packaging	Outer packaging, seals, cartons, pallets, or containers are damaged.	Capture severity, photos, inspector comments, and accepted or rejected quantities.	Damaged or observed stock remains unavailable until authorized disposition.	Photo Evidence
Damaged Material	Material itself appears compromised or contaminated.	Segregate affected quantity and retain inspection evidence.	Affected material cannot be issued; reject, hold, return, or dispose by controlled disposition.	Segregate
Missing COA	Required certificate of analysis is absent.	Record missing COA and hold pending documentation.	Released disposition is blocked until COA evidence is available and reviewed.	Disposition Blocked
Missing Documentation	Required delivery, supplier, SDS, or support documents are absent.	Record missing document class and follow up without deleting receipt evidence.	Material stays quarantined or on hold until documentation review is complete.	Documentation Hold
Expired Material	Material is received after expiry.	Record expiry date, review comments, and rejection or hold rationale.	Expired material cannot become available through receiving or transfer.	Reject / Hold
Near Expiry Material	Material has limited remaining shelf life.	Record expiry date, days remaining, and review comments.	Conditional availability is a placeholder only; authorized disposition evidence is still required.	Review Required
Incorrect Material	Received material does not match PO, delivery note, or label expectation.	Hold or reject while retaining supplier and receipt evidence.	Incorrect material cannot become available unless corrected and authorized for Released disposition.	Mismatch
Incorrect Lot Number	Expected lot differs from received lot.	Record expected lot, received lot, and documentation correction placeholder.	Lot mismatch remains unavailable until review and authorized disposition.	Lot Hold
Incorrect Labeling	Label text, identity, lot, expiry, or handling label is incorrect.	Capture label evidence and hold pending correction or rejection.	Label exceptions cannot bypass authorized disposition.	Label Hold
Incorrect Quantity	Physical count differs from expected or documented quantity.	Record count evidence, accepted quantity, and variance.	Only confirmed and released quantity becomes available.	Count Variance
Supplier Documentation Mismatch	Supplier documents conflict with label, lot, quantity, or delivery data.	Hold material and keep mismatch evidence linked to the receipt.	Released disposition is blocked until mismatch disposition is documented.	Mismatch Hold
Failed Inspection	Native receiving inspection fails packaging, labeling, quantity, document, or visual checks.	Link failed inspection to quarantine, hold, rejection, return, or disposal outcome.	Failed inspection cannot produce available inventory.	Failed
Failed QC Review	Technical review does not support Released disposition.	Capture QC recommendation and hold, reject, re-sample, return, or dispose.	Released disposition remains blocked until review is complete.	QC Hold
Hold Pending Review	Warehouse needs more evidence before final disposition.	Record reason for hold and preserve status history.	Hold can be removed only by authorized QA/QC disposition; history remains immutable.	Hold
Return to Supplier	Material must leave site under controlled return evidence.	Record return reason, date, quantity, and supplier destination.	Return is a final disposition, not usable inventory.	Return
Disposal Required	Material must be disposed of instead of released or returned.	Record disposal reason, quantity, authorized disposition reference, date, and traceability.	Disposed material remains historically visible and non-issuable.	Disposal
External Review Required	External review requires additional source evidence.	Track source reference requested, source reference received, and awaiting external result states.	Inventory remains unavailable while external source evidence is pending.	External Evidence Pending

Disposition	Control Meaning	Availability Effect	Status
Released	Inventory with an authorized Released disposition can become usable stock.	Available for issue, readiness, coverage, reorder usable stock, and operational use.	Released
Rejected	Rejected disposition inventory remains non-issuable and segregated.	Unavailable; may move only as controlled custody for return or disposal.	Rejected
Returned	Rejected or excess material returned to supplier remains historically visible.	Not physical on-hand and not available.	Returned
Disposed	Rejected material disposed with an authorized disposition reference remains historically visible.	Not physical on-hand and not available.	Disposed
Held	Material is blocked pending external source-record review or documentation.	Unavailable until an authorized disposition changes state.	Held

History And Traceability

Role	May	May Not	Evidence Surface	Status
Receiving	Receive material, record receipt, record inspection, capture MRN references and evidence.	Record authorized QA/QC disposition references.	Receiving Transactions, Receiving Inspections, SOP Crosswalk.	Visible Boundary
QA	Provide or record authorized disposition references for release, hold, rejection, return, or disposal.	Use Depot as the QMS/LIMS/QC approval record.	QA Disposition and QA Disposition Register.	Authorized Elsewhere
Operations	View status and use released inventory.	Override QA state or issue unavailable inventory.	Stock Register, Movements, Dashboard, Readiness surfaces.	Released Only
Security / Custody	Verify physical movements where SMA applies.	Change QA state.	SMA Register and Stock Movement Authorizations.	Custody Only

Scenario	Event Chain	Captured Evidence	Related Records	Status
Normal release	Received -> Inspection Complete -> External QC/QA reference -> Released disposition -> Inventory Available.	Previous state, new state, authorized role, decision date, disposition reference, controlled record id, and optional comments.	RCV-2026-000002, INS-2026-000002, QCR-2026-000002, QAR-2026-000001, INV-2026-000001.	Example Chain
Missing COA hold	Received -> Inspection Rejected / Documentation Missing -> Exception -> Rejected or Hold disposition.	Missing document category, availability blocker, inspector, disposition reference, and comments.	RCV-2026-000004, INS-2026-000003, EXC-2026-000003, QAR-2026-000003.	Blocked
Partial accept/reject	Received -> Inspection Complete -> Exception -> QTN accepted portion / REJ rejected portion -> authorized hold/rejection disposition.	Expected, received, accepted, rejected, disposed, and total accounted quantities.	RCV-2026-000006, INS-2026-000004, EXC-2026-000004, QAR-2026-000004, QAR-2026-000005.	Reconciled
Return to supplier	Receiving Transaction -> Exception -> Rejected disposition -> SMA custody movement -> Return to Supplier.	Return reason, return date, quantity returned, destination supplier, disposition reference, and SMA evidence.	RCV-2026-000004, EXC-2026-000003, QAR-2026-000003, SMA-2026-000003, RTS-2026-000001.	Returned
Disposal	Receiving Transaction -> Exception -> Rejected disposition -> Disposal Record.	Disposal reason, quantity disposed, disposition reference, date, historical visibility.	RCV-2026-000006, EXC-2026-000004, QAR-2026-000005, DIS-2026-000001.	Disposed

Activity	User	Timestamp	Action	Previous State	New State	Comment / Reason
ACT-1010	Warehouse User	2026-06-15 12:51	Issue blocked	Rejected	Rejected	Rejected inventory cannot be issued.
ACT-1011	J. Mokoena	2026-06-15 14:10	Receiving exception opened	Received	Awaiting Balance	EXC-2026-000001 records partial delivery: 60 EA expected, 48 EA received, 12 EA outstanding.
ACT-1012	N. Pillay	2026-06-16 11:28	Partial accept/reject recorded	Under Inspection	Quarantine / Rejected	EXC-2026-000004 splits one receipt into 80 containers held in quarantine and 20 containers rejected.
ACT-1013	Warehouse Lead	2026-06-15 14:25	Quarantine custody movement	Quarantine	Quarantine	QTM-2026-000001 moved stock from dock to Incoming Inspection. Availability unchanged.
ACT-1014	QA Manager A	2026-06-16 09:20	Sample requested	Hold	Hold	EXC-2026-000005 keeps Cleaning Sanitizer unavailable while sample result is pending.
ACT-1015	Warehouse Lead	2026-06-16 14:20	Supplier return completed	Rejected	Returned	RTS-2026-000001 removed 200 L from physical stock while retaining returned quantity in receiving history.
ACT-1016	QA Manager A	2026-06-16 14:35	Disposal completed	Rejected	Disposed	DIS-2026-000001 disposed 20 rejected containers; disposed quantity remains traceable and non-issuable.

Scenario	Traceability Path	Final Disposition	Evidence Surface	Status
Normal Released Material	Receiving Transaction -> Inspection -> Quarantine -> external QC/QA reference -> QA Disposition -> Available Inventory.	Released	Receiving Traceability and QA Disposition Register.	Released
Rejected Material	Receiving Transaction -> Inspection -> Exception -> Rejected disposition -> Rejected Inventory.	Rejected	Rejected Material Register and Receiving Traceability.	Rejected
Returned Material	Receiving Transaction -> Exception -> Return to Supplier.	Returned	Supplier Return Register and Receiving Traceability.	Returned
Disposed Material	Receiving Transaction -> Exception -> Disposal Record.	Disposed	Disposed Material Register and Receiving Traceability.	Disposed

Gaps And Scorecard

Gap	Risk	Future Control	Status
Real authentication not yet implemented.	User identity and role attribution are demo/static rather than enforced.	Implement authenticated user identity and validated user provisioning.	Future Control Required
Persistent database not yet implemented.	Static records cannot prove durable write/read behavior or data retention.	Persist controlled records, states, identifiers, and immutable audit events in validated storage.	Future Control Required
File upload/storage not yet implemented.	Attachment sections exist, but evidence files are not yet stored or linked.	Implement controlled file storage, checksum or version metadata, and retention rules.	Future Control Required
Audit trail immutability must be technically enforced.	Append-only presentation exists, but persistence-layer immutability is not yet proven.	Enforce append-only audit records, database constraints, and audit trail review reports.	Future Control Required
Role permissions must be enforced server-side.	Visible role boundaries do not yet prevent unauthorized server actions.	Implement server-side authorization checks for disposition records, holds, releases, returns, and disposals.	Future Control Required
Data retention policy required.	Retention periods for MRN scans, COAs, external result references, inspection photos, and audit records are not defined.	Approve retention schedule and enforce archival/deletion rules.	Future Control Required
Backup/restore evidence required.	A production reviewer cannot confirm controlled records can be recovered.	Document backup schedule, restore tests, and recovery evidence.	Future Control Required
User access review required.	No periodic review evidence for QA/QC reference recorders, Receiving, Operations, or Security permissions.	Create access review procedure and evidence report.	Future Control Required
SOP approval required.	Depot architecture is SOP-aligned, but procedure approval remains a business control.	Approve SOP updates referencing retained MRN/SMA and Depot-native records.	Future Control Required
UAT evidence required.	Build and browser checks are engineering verification, not formal user acceptance.	Execute UAT scripts for receiving, exceptions, disposition records, movements, reports, and search.	Future Control Required
Migration/import validation required if historical data is loaded.	Imported history may break identifiers, state buckets, quantities, or traceability chains.	Validate migration mapping, reconciliation totals, rejected/returned/disposed history, and audit provenance.	Future Control Required

Category	Evidence	Readiness Status
SOP alignment	MRN/SMA retained, paper registers replaced, and receiving flow presented as SOP-gated.	Implemented
State control	Only Released / Available inventory can be used; all other states are unavailable.	Implemented
Availability integrity	Physical, released, quarantine, hold, rejected, returned, disposed, and total accounted buckets are separated.	Implemented
Traceability	Traceability paths link receipt, inspection, exception, quarantine, QC, QA, inventory, return, and disposal records.	Implemented
Exception handling	Warehouse exceptions remain inside receiving and do not bypass quarantine, inspection, or authorized disposition records.	Implemented
Role clarity	Receiving, QA, Operations, and Security/Custody boundaries are visible.	Partially Implemented
Audit trail readiness	Status history and activity evidence show user, timestamp, previous state, new state, reason, and record linkage.	Partially Implemented
Report readiness	Receiving, inspection, quarantine, QA disposition, exception, hold, missing documentation, return, disposal, SMA, and consistency reports exist.	Implemented
Persistence readiness	Identifiers, relationships, states, evidence sections, and gap register identify future persistence controls.	Future Control Required