STANDARD OPERATING PROCEDURE Doc.

Number 006/SMUOPS-SOP/VII/2017
Pengelolaan Persediaan BHP Effective Date
Inventory Control for Consumable Pages
Rev No.-Rev
Date

Pengertian Pengelolaan atau Pengendalian Persediaan (inventory control) adalah

kebijakan persediaan secara fisik akan berkaitan dengan investasi dalam
aktiva lancar di satu sisi dan pelayanan ketersediaan stock yang
diperlukan oleh Operator Cath lab (Dokter). Pengaturan persediaan ini
berpengaruh terhadap semua fungsi bisnis (operation dan finance)

Inventory Control Management Procedures are managing the availability of

Consumable Stock in physical condition. It relates to the service level to the
operation of the Cathlab, and also the profitability of the Site. The inventory
management is affecting all business aspect (finance and operation).

Tujuan Tujuan utama dari pengendalian persediaan  adalah agar perusahaan

selalu mempunyai persediaan dalam jumlah yang tepat, pada waktu
yang tepat, dan dalam spesifikasi atau mutu yang telah ditentukan
sehingga kontinuitas usaha dapat terjamin (tidak terganggu). Selain itu,
kondisi overstock juga harus dihindari karena dapat berimpact negative
terhadap likuiditas finansial.

The main purpose to control the inventory is to make sure that the company or
in this case site, always have enough inventory of consumable with the
specification and quality according to our standard, so that there is no
disruption on the business because of unavailability. On the other hand, the
overstock has to be avoided as well because it will affect our financial liquidity.

Fungsi Enam fungsi penting  yang dikandung oleh persediaan  dalam memenuhi
kebutuhan perusahaan adalah sebagai berikut :
Six important function in the availability to fulfill the requirement of the site is as
follow :
1. Menghilangkan resiko ketidakpastian; Safety Stock
Control stock is to reduce the risk of uncertainty; safety stock.
2. Menghilangkan resiko keterlambatan pengiriman, leadtime lebih
lama.
Reducing the risk of delay in shipment, longer than usual lead
time.
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Pengelolaan Persediaan BHP Effective Date
Inventory Control for Consumable Pages
Rev No.-Rev
Date

3. Menghilangkan resiko bila barang yang dipesan tidak baik atau

rusak sehingga harus dikembalikan.
Minimize the risk of defective goods that need to return to the supplier.

4. Menghilangkan resiko terhadap kenaikan harga atau inflasi.

Stock control is to minimize the risks to rising prices or inflation
5. Untuk mengantisipasi perubahan pada permintaan dan
penawaran
To anticipate the changes in request and supply

6. Mendapatkan keuntungan dari pembelian berdasarkan

potongan kuantitas (Quantity Discount)
To get more profit from volume discount.

7. Mengantisipasi atas permintaan yang dapat diperkirakan

kebutuhannya.
To anticipate predictable usage.

8. Memberikan pelayanan kepada Operator Cath lab (Dokter)

dengan tersedianya barang yang diperlukan / komitmen
terhadap Operator atas ketersediaan barang.
To serve the Cathlab operator (doctor) and fulfill the commitment of
consumable availability.

Berdasarkan fungsi diatas, persediaan dikelompokkan dalam 4 jenis ;

Based on the above functions, availability is grouped into 4 type :
1. Flucktuation Stock yaitu untuk menjaga fluktuasi permintaan
yang tidak diperkirakan sebelumnya, dan untuk  mengatasi bila
terjadi  kesalahan atau penyimpangan dalam rencana penjualan,
waktu produk atau pengiriman barang.
Stock fluctuation, is keep the fluctuating request that are not
predicted before. This is also to anticipate if there’s mistake
2. Anticipation Stock yaitu untuk menghadapi permintaan yang
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Pengelolaan Persediaan BHP Effective Date
Inventory Control for Consumable Pages
Rev No.-Rev
Date

telah diramalkan, dan pada saat permintaan tinggi  dan kapasitas

produksi tidak sanggup memenuhinya. Atau karena  kesulitan
memperoleh barang, sehingga operasional atau tindakan
terhadap pasien tetap berjalan.

3. Lot-size Inventory   yaitu persediaan yang diadakan lebih besar

dari pada kebutuhan saat itu, dan hal ini terkait dengan
bagaimana mendapatkan keuntungan dari potongan pembelian
(discount quantity), karena dengan pembelian yang  lebih besar
akan menghemat  biaya pengangkutan per unit lebih rendah dan
biaya administrasi lebih mudah.

4. Pipeline Inventory : persediaan yang dalam proses pengiriman

dari tempat asal ketempat barang itu dipergunakan dan
memakan waktu berminggu-minggu.

Ruang Lingkup Ruang lingkup prosedur pengelolaan persediaan ini mencakup :

Scope Scope of Inventory Management Procedure is :

1. Pengelolaan persediaan obat, BHP (Barang Habis pakai) konsinyasi,

BHP Direct Purchase, BHP reuse, alat kesehatan yang terdapat di site
maupun HO.
Managing drug, Consignment Consumable, Direct Purchase Consumable and
Reuse Consumable. It also includes medical supply that used at Site.

2. Pengelolaan persediaan barang-barang nonmedis

Managing of non-medical goods.

Tanggung Jawab HO Inventory Staff, Administrator Site, Site Manager dan Site Operation
Responsibility Manager

Prosedur : 1. Barang yang diterima dan keluar harus dicatat ke dalam sistem secara
real time dan transaksi persediaan yang terjadi dalam periode
berjalan harus ditutup pada akhir bulan. Saldo akhir dari periode
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berjalan akan menjadi saldo awal periode berikutnya.

Goods that are coming in or going out have to be documented in the system
immediately. Inventory transaction has to close within the same month. The
balance at the end of the same period will be the starting point of the next
period.

2. Penilaian persediaan dihitung  menggunakan  metode rata-rata

tertimbang.
The stock is calculated using the weighted average method.

3. Di Head Office, Store keeper dalam hal ini Inventory Staff bertanggung
jawab atas penerimaan, pengeluaran dan penyimpanan persediaan,
perlindungan terhadap kehilangan dan kerusakan, pengawasan dan
pelaporan dan juga pengelolaan identifikasi fisik persediaan untuk
semua barang yang berada di HO maupun yang berada didalam
gudang perusahaan.
At Head Office level, the Storekeeper or the Inventory Staff is responsible for
receiving, keeping and delivering any stock, including protecting it from loss
or damage. He/she is also responsible for monitoring and identification of
the physical stock for all goods that were store at the Head Office (HO) or the
warehouse.

4. Store keeper Site dalam hal ini Admin Site bertanggung jawab atas
penerimaan, pengeluaran dan penyimpanan persediaan,
perlindungan terhadap kehilangan dan kerusakan, pengawasan dan
pelaporan dan juga pengelolaan identifikasi fisik persediaan untuk
semua barang yang berada di Site.
The Site Store Keeper, or in this case the Site Admin, is responsible for
receiving, keeping, or stocking-out of the inventoried goods, including
protecting it from loss or damage. He/she is also responsible for monitoring
and identification of the physical stock for all goods that have stored at Site.

5. Penambahan master dan kode barang disusun oleh Supply Chain

Departement HO.
Product Addition at the Master Product List, including creating the code has
done by Supply Chain Department at Head Office.

6. Setiap persediaan didalam gudang (warehouse) Site maupun Gudang

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Pengelolaan Persediaan BHP Effective Date
Inventory Control for Consumable Pages
Rev No.-Rev
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perusahaan  memiliki kode persediaan  yang unik (struktur kode yang

sama dalam perusahaan) Store keeper HO ataupun Store Keeper Site
tidak diperkenankan merubah, menambah ataupun mengurangi kode
yang telah ada.
All stock at the Site or the Head Office warehouse has specific code (it has
the same structure code). Head Office Store Keeper and Site Store Keeper
are not allowed to change or add/reduce the available code.

7. Storekeeper HO dan Storekeeper Site (Admin site) bertanggung jawab

untuk menindaklanjuti setiap masalah / kerusakan / kehilangan di
area gudang dan berkoordinasi aktif dengan pihak-pihak terkait untuk
memecahkan masalah tersebut.

The Head Office Store Keeper and the Site Store Keeper (Site Admin) are
responsible for following up all problem, damage, and missing in the
warehouse area and coordinating activities with any party that could solve
the problem.

8. Penyimpanan persediaan diluar gudang harus memperoleh

persetujuan dari Supply Chain Manager.
If there any inventory kept outside of Site or warehouse has to be approved
by Supply Chain Manager.

9. Batas optimal persediaan harus dikelola dengan menyesuaikan

permintaan-permintaan dari Setiap Departemen terkait dan
meminimalisasi biaya-biaya penyimpanan, pemesanan dan masa
kadaluarsa barang. Batas-batas persediaan harus ditentukan
sebelumnya dan dimasukkan kedalam sistem.
Optimum limit of inventory manage according to the request from each
Department, with minimalizing the inventory cost, ordering cost, and expired
date if goods. Inventory limit has to determined before its put into the
system.

Rencana kerja mingguan dan bulanan harus digunakan sebagai

dokumen penuntun dalam menentukan batas-batas persediaan
berikut:
Weekly and Monthly working plan are being used as a guiding document to
determine the inventory limit.
o Batas pemesanan ulang atau jumlah pemesanan ekonomis
Reordering point or economical order quantity.
o Batas minimum persediaan
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Rev No.-Rev
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Minimum stock quantity.

o Batas maksimum persediaan
Maximum stock quantity.

Batas Pemesanan ulang atau jumlah pemesanan;

Reordering Limit :
1. Permintaan akan kebutuhan barang didasarkan pada
perhitungan economic order quanti ty (EOQ)  dan ti ti k
pesan kembali (reorder point).
The request of stock based on the calculati on of Economic
Order Quanti ty (EOQ) and Reordering Point .

2. Reorder Point dapat dihitung sbb :

Reorder Point = (LD x AU) + SS
LD = Lead Time ( Waktu yang dibutuhkan antara barang dipesan
hingga sampai ke site) – dalam satuan hari
AU = Average Usage = Pemakaian rata-rata per hari
SS = Safety Stock ( Jumlah persediaan barang minimum yang
harus dimiliki untuk menjaga kemungkinan terjadinya
keterlambatan datangnya barang).
Reordering Point calculates as :
Reorder Point = (LD x AU) + SS
LD = Lead Time (time needed for the ordered goods to arrive at the
Site) – in # of day
AU = Average Usage = average daily usage.
SS = Safety Stock (quantity of minimum stock that has to be kept to
anticipate a late delivery)

Batas Minimum Persediaan

Minimum stock limit.
Batas minimum persediaan dapat dihitung berdasarkan Average
permintaan,  adalah rata-rata historis permintaan suatu periode
tertentu, biasanya dalam periode waktu kira-kira 3 bulan untuk
mengabsorb lonjakan-lonjakan yang terjadi selama periode tersebut. Hal
ini dapat digunakan untuk menjadi dasar permintaan di masa
mendatang.
The minimum limit could be calculated using Average request, which is the
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historical average request during a certain period. Usually in the three months
period to absorb any fluctuation that happened during that period. The
minimum stock limit could use for estimating a future request.

Batas maksimum persediaan

Maximum stock limit.

Dari Data persediaan waktu yang lalu, akan dapat di teliti untuk mencari
besarnya persediaan yang terendah sebagai batas minimum dan
besarnya persediaan yang tertinggi sebagai batas maksimum,
We can study di previous inventory data to determine the minimum limit and
PROSEDUR PENERIMAAN the maximum limit of goods
BARANG
Goods Receiving PROSEDUR PENERIMAAN BARANG
Goods Receiving Procedures.
Procedures (STOCK IN)
1. Untuk BHP Direct Purchase / COD (Cash on Delivery) yang dibeli
dari Petty cash pada saat penerimaan barang dari
supplier,distributor local, atau apotik, Admin site menerima
barang-barang tersebut disertai dengan surat jalan dari supplier
atau warehouse reuse HO dan admin site mengecek barang
tersebut sesuai dengan surat jalan dan surat pembelian order
(Purchase order) atau dokumen pendukung lainnya.
For Direct Purchase Consumable or COD (cash on delivery) that are
purchased using Petty Cash, Admin Site receiving those goods with
Delivery Order/Packing List from Supplier or Store or Head Office Reuse
warehouse. Admin Site will check the goods and match the quantity
shipped against the Packing List/Delivery Order and Purchase Order
(PO)

2. Informasi dari Internal Order / Purchase Requisition (PR) yang

sudah diapproved, FORM # 003/SMUOPS-Form/VIII/2017 dari
Prosedur Purchasing_Pembelian Barang di Site (SOP#
011/SMUOPS-SOP/VIII/2017) harus ada saat Admin Site
menerima barang konsinyasi maupun BHP Direct Purchace yang
dikirimkan langsung oleh distributor ke Site.
The approved Internal Order/Purchase Requisition (PR) (form #
003/SMUOPS-Form/VIII/2017 on procedure Procurement_Purchasing
Goods at Site SOP#011/SMUOPS-SOP/VIII/2017 have to be available
when the Admin Site is receiving Consignment Consumable or Direct
Purchase Consumable that are delivered directly by the distributor to
the Site.

3. Untuk BHP atau alat kesehatan yang dikirimkan oleh Distributor

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atau Supplier ke HO, maka saat barang diterima oleh Inventory

Staff harus disertai/ dicocokan dengan Purchase Requisition
(PR).
For Consumable or Medical supplies that are delivered by Distributor or
Supplier to Head Office, Inventory Staff have to match it against the
Purchase Requisition (PR).

4. Jika saat penerimaan barang, ditemukan adanya barang yang

rusak, using atau spesifikasinya tidak sesuai, barang telah
expired, maka admin site berhak menolak barang dari
supplier/distributor tersebut.
On goods receiving, if we found any goods that damaged, used, expired
or the wrong specification, Admin Site has the right to reject the
shipment from the supplier/distributor.

5. Admin segera membuat Berita Acara atas kondisi barang yang

diterima tersebut dan menginformasikan serta menyerahkan
berita acara tersebut kepada Purchasing Departement
Admin will make an Acceptance Note for the goods condition that not
acceptable and then inform and give the Note to the Purchasing
Department.

6. Surat Tanda Terima Barang (STTB)/ Good Received Notes (GRn)

adalah dokumen wajib dan dianggap sebagai bukti barang yang
diterima. Form # 004/SMUOPS-Form/VIII/2017
Goods Receiving Note (GRn) is the required document and could use as
a proof of delivery acceptance. Form # 004/SMUOPS-Form/VIII/2017

7. Surat Tanda Terima Barang (STTB)/ Good Received Notes (GRn)

wajib dibuat oleh Admin dan disetujui oleh Site Manager terkait.
Site Admin is required to make Good Receiving Noted (GRn) and
approved by the Site Manager.

8. Admin harus memastikan bahwa jumlah yang tercatat dalam

Surat Tanda Terima Barang harus sesuai dengan jumlah barang
yang diterima. Jika jumlah yang diterima berbeda dengan Surat
Jalan dari Supplier/ Distributor, maka Surat Jalan dari
Supplier/Distributor harus direvisi dan ditandatangani oleh
kedua pihak.
Admin has to make sure that the quantity listed in the GRn match with
the physical quantity received. If there’s a discrepancy between the
physical quantity received and the Delivery Order/Packing List from the
Supplier/Distributor, then the Delivery Order/Packing List has to be
revised and signed by both parties.
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9. Jika jumlah yang tertera dalam Delivery Order/Packing List

(jumlah barang yang dikirim) lebih tinggi dari jumlah yang tertera
didalam Purchase Requisition (PR)-barang konsinyasi atau
Purchase Order-barang direct purchase, store keeper harus
mengambil keputusan untuk menolak.
Apabila pengirim menolak untuk mengambil sebagian kelebihan
barang tersebut, informasi tertulis harus diberikan kepada
Purchasing yang akan menghubungi Supplier/Distributor untuk
menentukan apakah jumlah kelebihan akan di keluarkan PO baru
atau Site akan menyimpan barang-barang tersebut sampai
Supplier mengambil barang tersebut pada waktu yang sudah
ditentukan.
If the quantity listed at the Packing List/Delivery Order (the actual
delivered quantity) is higher than the quantity at the Purchase
Requisition/PR – consignment or Purchase Order-Direct Purchase items,
storekeeper/site admin has to decide to reject it.

If the sender refuses to take a portion of the excess, the written

information has to give to the Supply Chain who will contact the
Supplier / Distributor to determine whether the excess amount will
issue by the new PO or the Site will store the goods until the Supplier
takes the item at the specified time.

10. Jika jumlah yang tertera dalam Surat Tanda Terima Barang lebih
rendah dibanding dengan jumlah barang yang tertera dalam PR,
Departement/Site terkait yang mengajukan PR harus
menginformasikan kepada bagian Purchasing. Tindakan-tindakan
yang perlu harus diambil oleh bagian Purchasing untuk
penggantian.
If the quantity at the GRn lower than the requested quantity at the PR,
the Inventory Personel or Site Admin who request the PR needs to
inform the Purchasing. Supply Chain Dept. need to do necessary action
to revise the quantity at the Approved Purchase Request (for
consignment) or Purchase Order (for direct purchase).

11. Surat Tanda Terima Barang (STTB) / Good Received Notes (GRn)
tidak dapat dikeluarkan oleh Admin site / bagian gudang
sebelum verifikasi kualitas dilakukan oleh pihak-pihak internal
yang berkopenten terhadap kwalitas barang, dalam hal ini Site
Manager untuk penerimaan barang di site dan Inventory
Supervisor untuk penerimaan barang di warehouse HO.
Site Admin or Warehouse can’t issue Good Received notes (GRn) before
quality verification done by Site Manager for receivable at the Site, and
Inventory Supervisor for receivable at the Head Office warehouse.
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12. Jika saat penerimaan barang, ditemukan adanya barang yang

rusak, using atau spesifikasinya tidak sesuai, barang telah
expired, maka admin site berhak menolak barang dari
supplier/distributor tersebut.
If the received goods found to be damaged, expired, used, or the wrong
specification, then Site Administrator have to reject the delivery from
supplier/distributor.

13. Batas expiry date yang diterima sekurang kurangnya adalah 12

bulan setelah tanggal penerimaan (untuk barang beli
putus/direct purchase)
Minimum expired date is at least 12 months after the date of receiving
(for direct purchase consumable).

14. Admin site atau Inventory Staff segera membuat Berita Acara
atas kondisi barang yang diterima tersebut dan
menginformasikan serta menyerahkan berita acara tersebut
kepada Purchasing Departement pada hari yang sama disaat
barang terima.
Site Admin or Inventory Staff needed to make Acceptance Note for the
goods condition and informed them to Supply Chain Dept on the same
day good are received.

15. Jika ditemukan adanya barang yang usang, rusak atau

spesifikasinya salah atau hal-hal lain yang berkaitan dengan
kualitas barang dibandingkan dengan PR, maka barang tersebut
harus ditolak dan Nota Pengembalian Pembelian (Direct
Purchase) harus dibuat dan dikirimkan kepada
Supplier/Distributor. Supplier harus menyetujui Nota
Pengembalian Pembelian dan mengambil barang dari
site/gudang. Jika Supplier tidak mengambil barang-barang
tersebut maka barang-barang tersebut dianggap sebagai FoC
(Free of Charge) dan dicatat ke dalam kode persediaan yang
berbeda.
For Direct Purchases at the site, if we found goods that delivered
broken, damage or with the wrong specification or any other
discrepancy related to the quality stated in the PR, the goods need to
return, and we issued Return Note to Supplier. The supplier has to
agree with the Return Note and pick up the goods from the
site/warehouse. If the Supplier did not take back the goods, then they
will be considered FoC (Free of Charge), and it will register under a
different code in the inventory. The site needs to communicate with the
Head Office regarding this additional code for FoC.
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16. Berdasarkan informasi/Berita Acara dari Admin Site, Purchasing

departemen membuat Nota Pengembalian Barang kepada
Suplier/Distributor.
Based on the information in the Acceptance Note from Site Admin, the
Purchasing Department will make a Return Note to the Supplier.

17. Admin Site mengirimkan Surat Tanda Terima Barang atau good
Received Notes kepada Supply Chain Dept.
Site Admin will send Good Received Notes (GRn) to the Purchasing
Dept.

18. Tembusan Surat Tanda Terima Barang (STTB /GRn) harus

dikirimkan ke Finance Dept untuk diverifikasi dengan PO dan
Invoice, untuk proses pencatatan dan pembayaran.
Copy of Goods Received Notes (GRn) that needs to distributed to
Finance Dept for PO vs. Invoice verification as well as a complete
document of account payable

19. Surat Tanda Terima Barang dapat dibuat lebih dari satu untuk
satu nomor PO/PR yang pengirimannya dilakukan bertahap.
One PO/PR could have several Goods Received notes (GRn) if the
shipment was split into many deliveries.

20. Site admin atau Inventory Staff melakukan pendataan terhadap

barang yang diterima dan memasukkannya pada lemari stock
atau warehaouse dengan mencatat atau input data barang yang
diterima pada data stock.
Admin Site or Inventory Staff should record the goods received at the
inventory data, and put the stock into the designated cupboard/space
in the warehouse.

21. Barang yang diterima dan keluar harus dicatat ke dalam sistem
secara real time dan transaksi persediaan yang terjadi dalam
periode berjalan harus ditutup pada akhir bulan. Saldo akhir dari
periode berjalan akan menjadi saldo awal periode berikutnya.
The stock-in or stock out has to record in the system in real time, and
inventory transaction that happens within the same month has to be
close at the end of the month. The balance at the end of the period will
become the beginning quantity of the next period
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22. Proses penerimaan barang harus mengikuti aspek-aspek

PROSEDUR pengawasan internal yang digambarkan dalam SOP.
PENGELUARAN BARANG Goods Receiving Process has to follow the internal monitoring process
as describe in the Standard Operating Procedure (SOP)
STOCK OUT

PROSEDUR PENGELUARAN BARANG

1. Barang persediaan akan disimpan dan dikeluarkan sesuai FIFO (First
In First Out).
The inventory will be kept in and stock-out according to First In First Out
(FIFO)

2. Proses transfer persediaan baik BHP baru maupun reuse antar gudang
( dari warehouse HO ke Site ) adalah hal penting dan diperlukan
dalam sistem guna membantu kelancaran proses transfer barang.
Untuk memenuhi permintaan transfer BHP ini harus memperoleh
persetujuan dari Supply Chain Dept (Supply Chain Manager).
Proses transfer ini menggunakan Form # 005/SMUOPS-
Form/VIII/2017

Transfer Process of stock, whether it’s a new Consumable or Reuse

consumable, between Head Office warehouse and Site is important and
needs to be done regularly especially for the Reuse Product. For New
Consumable Product, we need to get approval from Supply Chain Manager.
This Transfer Process will use Form # 005/SMUOPS-Form/VIII/2017

3. Pengeluaran barang dalam hal ini alat kesehatan atau equipment dari
warehouse HO ke Site harus memperoleh persetujuan dari Supply
Chain manager. FORM # 006/SMUOPS-Form/VIII/2017.

Stock out of medical supplies or equipment from Head Office warehouse (i.e.,
defibrillator) to the site will have to get approval from the Supply Chain
Manager.Form #. FORM # 006/SMUOPS-Form/VIII/2017.

4. Staff Inventory mencatatkan keluar masuk barang di warehouse HO

secara real time, using FORM# 007/SMUOPS-Form/VIII/2017

Inventory Staff will record the stock in and out in the Head Office warehouse
in real time. FORM# 007/SMUOPS-Form/VIII/2017.

5. Pengeluaran persediaan ke lokasi user atau site tanpa melalui gudang

tidak diperbolehkan.
Stock out directly to the user location or the Site without going thru Head
Office warehouse is not allowed
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6. Tidak diijinkan atau tidak diperbolehkan melakukan permintaan

secara langsung dari Site ke Supplyer atau Distributor tanpa melalui
Supply Chain Dept.
A direct request from the Site to the Supplier/Distributor without going to
Head Office Supply Chain Dept are not allowed.

7. Jika ada pengembalian barang dari Site, maka Admin Site atau Staff
Inventory harus menghitung jumlah barang yang dikembalikan dan
membuat Nota Pengembalian Barang / Form Retur barang. FORM #
PROSEDUR PELAPORAN 008/SMUOPS – Form/VIII/2017
If there are return goods from the Site, Site Admin or Inventory Staff needs to
PERSEDIAAN
count the quantity of the Return goods and make Return Note (Form Return
Inventory Reporting Barang. FORM # 008/SMUOPS – Form/VIII/2017
Procedure

PROSEDUR PELAPORAN PERSEDIAAN – Refer to Stock Opname

Procedure.
Inventory Report Procedure.
1. Pengecekan ketersediaan barang atau Inventory BHP konsinyasi,
direct purchase dan BHP reuse di setiap site dilakukan pada hari
jum’at oleh admin dan accounting secara bersama-sama.
2. Pengecekan ketersediaan barang dilakukan dengan mengecek
daftar barang pada daftar stok dengan fisik barang.
3. Bila ditemukan selisih barang pada pengecekan barang maka
dilakukan pengecekan ulang pada buku besar dan sampah tindakan.
4. Hasil Stok opname disetiap Site dikirimkan ke HO setiap akhir
minggu atau pada hari Jum’at.
5. Laporan stock opname dibuat dalam bentuk excel dan pdf.
Untuk PDF dikirimkan berserta tanda tangan dari petugas admin,
dan Site manager.

Being done by Site Admin & Accounting :

1. The checking is done every Friday by Admin and Accounting
together.
2. The checking of stock by confirming the quantity in the system with
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the physical quantity.

3. In the stock opname process there are found the difference of goods
on goods checking, then do re-check on the “Buku Besar,” and list of
consumption.
4. The result of the Weekly Stock Opname has to sent to Head Office
(HO) every Friday (end of the week).
Stock Opname Triwulan 5. The report sent to excel and pdf format. The PDF format should have
dan Tahunan the signature of both the Admin and Site Manager.

Dilakukan oleh Admin, Akunting dan Site Manager Bersama dengan

Supplier / Distributor Konsinyasi.
Hal ini ditentukan tingkat urgenitas (kepentingan) dan kemampuan
dalam melakukan stock opname.
1. Penentuan jadwal SO ditentukan oleh HO
2. Admin Purchasing / Admin Inventory HO akan menghubungi pihak
distributor untuk membuat dan menentukan jadwal SO
berdasarkan rekomendasi waktu dari admin site. (disesuaikan
dengan jadwal tindakan pasien)
3. Ketika jadwal SO disepakati oleh distributor maka admin Purchasing
akan menghubungi admin site.
4. Admin site wajib menyiapkan Berita Acara SO sebelum SO
dilaksanakan.
5. SO wajib dihadiri oleh seluruh team yang bertugas di site (Site
manager, Admin dan accounting) dan Inventory Staff HO. Apabila
salah satu dari team tidak hadir, SO harus dibatalkan dan
dijadwalkan ulang.
6. Apabila pihak Supplyer tidak menyiapkan data stock akhir mereka
berdasarkan Berita Acara atau SO terakhir maka SO yang telah
dijadwalkan harus dibatalkan dan dilakukan penjadwalan ulang.
7. SO dilakukan dengan menghitung fisik barang dan mencocokkan
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jumlah, jenis dan ukuran barang secara detail.

8. Setelah SO selesai dilakukan admin wajib membuat berita acara
bermeterai stock opname dengan dibuat rangkap dua dan
ditandatangani oleh masing-masing pihak yaitu antara Site
manager, Inventory Staff HO dan Supplier serta para saksi yang
menyaksikan pelaksanaan stock opname. Form Stok Opname Fisik
ikut dilampirkan pada berita acara tersebut Form # 010/SMUOPS-
Forms/VIII/2017

Being done by Admin, Accounting, Site Manager, together with the Head
Office Staff (Purchasing or Inventory Admin). Supplier of the
Consignment Products will also join the activity for the Quarterly and
Annual Stock Opname. For the first three months of operation, the Head
Office Staff will be joining the Monthly Stock Opname, but after that,
they will only join the quarterly and annual activity together with the
Supplier.
The urgency and the importance of this activity will determine the date
set up.
1. The Head Office (HO) will determine the date of the Quarterly and
Annual Stock Opname, the one with the Supplier.
2. Purchasing Admin from the Head Office (HO) will contact the
supplier for the date appointment, based on the recommended
date/s from the Site Admin (the day when there’s no scheduled
operation).
3. Once the supplier confirms the date, the Purchasing Admin will have
to advise the date to the Site Admin.
4. The Site Admin is responsible for preparing the Acceptance Note of
the Stock Opname before the D-day. Besides the new Acceptance
Note, they also need to collect the data of Acceptance Note from the
Previous Stock Opname.
5. All PT SMU employee at the Site/Hospital has to attend the Stock
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Opname Process (Site Admin, Site Accounting, and Site Manager). If

one of the staff cannot attend the Stock Opname, then the activity
needs to be canceled and rescheduled.
6. SO is done by referring to Receipt of goods / GRN between
distributors with admin site and based on SO Shows SO and previous
SO data that have been signed by the admin with the distributor. The
supplier is responsible for bringing their Stock Opname Result or the
Stock Opname Acceptance Note from the Previous Quarterly Stock
Opname. They also bring all the signed Delivery Order documents for
all orders shipped during the period. Failing to bring these
documents/data means that the Stock Opname cannot conduct.
7. Stock Opname is being done by counting and matching the physical
stocks vs. the one in the data/system. Items to be
matched/confirmed are The quantity, the type, the size, as well as
the lot number and expiration date.
8. The Site Admin is responsible for making 2 (two) copies of
Acceptance Note/”Berita Acara” Stock Opname which will be signed
by Site Manager as a representative of SMU Healthcare and the
Supplier, together with all the witness attend the activity. This Berita
Acara will use ‘materai.’ The Physical Stock Opname Report
(010/SMUOPS-Form/VIII/2017) is attached to the Acceptance Note

Pencatatan Hasil Stock Secara umum laporan stock opname adalah hasil physic stock opname,
opname
merekonsiliasi antara hasil physic dengan catatan administrasi site atau
Recording of Stock
Opname Result gudang, membuat berita acara hasil stock opname dan menanda
tangani hasil stock phisic tersebut, diketahui dan disetujui oleh yang
berwenang, memasukkan ke sistem administrasi stock baik manual
maupun computer dan melaporkan hasilnya ke manajemen
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perusahaan.

Tahapan Pencatatan hasil stock opname pada HO adalah :

1. Inventory staff HO menerima Hasil stock opname Mingguan BHP
konsinyasi dan BHP Direct Purchase berupa data stock site yang
dikirimkan Admin Site pada hari Jum’at setiap minggunya.
Dokumen/Form# 13/SMUOPS-Forms/IX/2017; 14/SMUOPS-
Forms/IX/2017; 15/SMUOPS-Forms/IX/2017.
2. Inventory Staff menerima hasil stock opname bulanan dan Triwulan
BHP Konsinyasi dan BHP Direct Purchase dari Admin Site setelah
hasil SO tersebut disetujui dan ditanda tangani oleh Site Manager.
Form yang digunakan sama dengan form mingguan.
3. Ketika prosedur sudah selesai dan Hasil stock opname bulanan
disetujui oleh Supply Chain Manager yang berwenang dan data
telah direkonsiliasi antara pencatatan dan keadaan barang yang
tersedia sama jumlahnya, maka hasilnya diinput ke system
Inventory HO.

In general, the stock opname report will contain the information of

physical count, reconcile the physical count with the value/quantity in
the Site’s inventory data. Making the acceptance letter or berita acara
which is signed by all party. The result will be computed into the system
and also reported to the management.
The steps are followed:
1. The Daily Stock Record of Consignment Consumable and Direct
Purchase Consumable recorded in the Site’s Data Stock in the
format that is determined by HO. Form Doc #13/SMUOPS-
Forms/IX/2017; 14/SMUOPS-Forms/IX/2017; 15/SMUOPS-
Forms/IX/2017 and 16/SMUOPS-Forms/IX/2017
2. The result of the weekly stock opname for the Consignment
Consumable as well as Direct Purchase (DP) Consumable is going to
report in the Inventory Report that is sent via email to the Head
Office’s Inventory Staff, Supply Chain Manager, and cc. The COO
and the Head of Site Operation.
Form used is the same as the Daily Stock Record on #1.
3. The Result of the Monthly and Quarterly Stock Opname of both
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Consignment Consumable as well as Direct Purchase Consumable is

going to be reported to the Head Office by Site Admin after it got
approval from Site Manager. The email to the Head Office should be
sent to Inventory Staff, Supply Chain Manager, with cc to The COO,
Supply Chain Manager, and Head of Site Operation.

Note : Prosedur ini berlaku bagi semua jenis stock BHP dan alat kesehatan

Form Tanda Terima Barang (GRn) Form # 004/SMUOPS-Form/VIII/2017

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Form Izin Keluar Barang - Form # 006/SMUOPS-Form/VIII/2017

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Form Keluar Masuk Barang - Form # 007/SMUOPS-Form/VIII/2017

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Form Stock Opname Fisik (Monthly, Quarterly, Yearly)

Form # 010/SMUOPS-Form/VIII/2017
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Form Inventory Report Consignment - Form # 013/SMUOPS-Form/VIII/2017

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Form Inventory Direct Purchase - Form # 014/SMUOPS-Form/VIII/2017

Form Inventory Reuse - Form # 015/SMUOPS – Form/VIII/2017
Form Pharmacy Local - Form # 016/SMUOPS- Form/VIII/2017
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Name Title Signature

Prepared By Patari Pristiyanti Head Of Site Operation

Reviewed By COO

Approved By Ibnu Affan CEO