Checklist Purchasing and Inventory

Are all items available in the laboratory stock recorded in a Stock Inventory Register?

Take a sample by checking for two or three supplies in the stock if their Stock Cards are in the Stock Inventory Register and check if the Stock Cards are up-to-date.

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Is the stock register in accordance with the actual stock (i.e. is it up-to-date)?

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Do staff members know the correct procedure of taking items from the stock?

Take a sample by asking random staff members.

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Does the laboratory have an overview of all the items in stock?

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Has the laboratory formulated key specification for each item in stock?

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Does the laboratory perform a financial analysis on a regular basis to anticipate income versus expenditure for the coming year?

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Does the laboratory have an Inventory Control Register that contains the following details:

  • Names of all the items in stock
  • The number of units of each item currently in stock
  • The average number of units used per day of each item
  • The minimum stock level of each item for which a new order must be made
  • Of each item the average number of days before orders arrive at the laboratory
  • The supplier details of each item
  • The key specifications of each item

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Is the Inventory Control Register kept up to date by counting the items in stock and comparing this with the number of items shown in the register?

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Does the laboratory have an SOP for Selection and Evaluation of Suppliers?

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Does the laboratory select suppliers in a standardized way and documents this procedure?

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Does the laboratory develop contracts for reception of services in a standardized way?

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Does the laboratory evaluate contracts for reception of services in a standardized way and documents this procedure?

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If contracts are amended/changed, does the laboratory have records/minutes explaining the amendments/changes and why they were made?

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Does the laboratory routinely perform acceptance tests on newly delivered products before they are taken into service?

Ask for evidence.

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Has the laboratory formulated the procedure for selecting referral laboratories? If the laboratory does not refer samples to other laboratories: is a statement included in the quality manual explaining that no samples are referred to other laboratories?

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Has the laboratory formulated the procedure for monitoring referral laboratories on a regular basis?

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Is a folder present containing documents with appointments between the referral laboratories and this laboratory and monitoring data?

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Is a folder present containing records of samples referred to referral laboratories, including the result reports?

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Does the laboratory have a documented procedure on selecting, ordering, acceptance testing and storing of new reagents and consumables?

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Does the laboratory have a documented procedure on maintenance of the inventory?

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Are all supplies stored under the right conditions in the laboratory?

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Are records of supplies kept with the following details? [tick off]

  • Name of the supply
  • Preparation date/date of receipt
  • Whether or not acceptance criteria were met and any follow-up actions
  • Opening date (to be filled out when first opened)
  • Expiry date (can often be found on internet if not visible on supply package)
  • Possible safety warnings (Risk (R-) and Safety (S-) phrases or Health (H-) and Precaution (P-) phrases) if not indicated already on the supply package

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Are all supplies stored such that they cannot fall from shelves or suffer damage in other ways?

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In regions where earthquakes are a real risk: are supplies stored in such a way that they cannot be damaged due to an earthquake?

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Are all supplies stored according to the first-in-first-out (FIFO) system?

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Are all storage areas complying with the safety requirements related to the supplies stored in them?

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Do storage areas protect the supplies from external influences such as humidity, light, insects, etc.?

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Are all storage areas lockable to prevent unauthorized access?

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Are all storage areas labeled with hazard symbols related to the supplies stored in them?

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Is a list with R- and S-phrases/H- and P-statements provided on each storage area where this is relevant?

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Do staff members know what R- and S-phrases and H- and P-statements are and how to find them?

Take a sample by asking some staff members.

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