Job Purpose
To ensure timely and accurate execution of all Materials Department activities including GRN preparation, job challan reconciliation, RGP tracking, SAP HANA process improvement, scrap & asset sale stock management, AP digitization, and 5S implementation. The role ensures smooth inventory control, audit compliance, and operational efficiency for the unit. Physical Checking of Materials and Department round.
Technology handled
- SAP HANA (MM Module)
- Hand-Held Terminal (HHT) Automation
- Digital AP/GRN Scanning Systems
- Excel-based coal GCV/moisture calculations
Inventory Handling
- Store types: Chemical Store (3-storied mezzanine), Spares, Consumables
- High volume GRN/SRV transactions
- Scrap & asset sale stock (SJ24/SJ25)
Documentation Volume
- Daily GRN scanning
- RGP, Job Challan, SRV, Coal Credit/Debit Note
- High volume of vendor documentation for compliance & audits
Context & Challenges
- Dependency on Purchase, SQC, and Finance for timely GRN posting.
- Difficulty in closing aged RGPs due to vendor delays or mismatches.
- SAP HANA stability issues requiring continuous IT coordination.
- Ensuring “zero pending stock entries” in scrap/asset sale locations.
- Implementing 5S in a fully operational mezzanine store with space constraints.
- Driving Waste-to-Wealth initiatives with limited vendor awareness and technical validation.
- Maintaining complete audit documentation without backlog in AP scanning.
Accountability
Supporting Actions
GRN Preparation & Accuracy
- Complete GRNs within 24 hrs (domestic) and 7 days (import).
- Maintain >98% accuracy in SAP posting.
- Ensure monthly 100% GRN posting.
- Prepare coal debit/credit notes based on GCV/moisture reports.
Job Challan Reconciliation & RGP Control
- Reconcile challans within 2 days of material return.
- Achieve >95% RGP closure.
- Regular vendor follow-up and mismatch resolution.
- Maintain zero discrepancy between SAP and physical stock.
SAP HANA System Improvement
- Identify and escalate SAP issues.
- Reduce manual interventions by process automation.
- Drive workflows and implement innovations like HHT auto-issuance.
- Maintain AP error rate below 2%.
Scrap & Asset Sale Stock Generation
- Check SJ24/SJ25 stock monthly and maintain zero pending entries.
- Ensure payment clearance before generating invoices.
- Maintain transparency and compliance in SAP.
GRN Approval & SRV Processing
- Achieve 100% GRN approvals within 20 days.
- Achieve 50% SRV generation within 10 days of approval.
- Ensure MSME vendor compliance under 45 days.
- Maintain proper bin location updates and stock positioning.
AP Digitization
- Scan & upload 100% GRN documents daily.
- Ensure clear & correctly indexed documents for audit readiness.
- Support fast vendor payment processing.
5S Implementation in Store Area
- Conduct monthly 5S audits.
- Achieve 20–40% reduction in non-conformities.
- Improve labeling, bin allocation, and layout.
- Manage 3-level mezzanine chemical store with safety focus.
Job Challan Reconciliation
- Confirms that the quantity sent to the job worker matches the quantity returned after processing within due period .
- Helps to identify any shortages, excesses, or discrepancies in materials.
FOC Challan Documentation
- Ensures all FOC receipts are properly documented.
- Ensures all FOC unrepaired material Issued to respective dept by creating the transfer issue pass.
- To return the FOC material as and when required.
