PRAIRIE STAR

CREAMERY

All ice cream should be this good

Inventory Operations Analyst

Standard Operating Procedure

Houston Distribution Center · Shreveport Distribution Center

Prairie Star Creamery — Inventory Operations Analyst SOP

1. Purpose and Scope

1.1 Purpose

This Standard Operating Procedure (SOP) establishes the complete set of workflows, decision rules, and documentation requirements for the Inventory Operations Analyst role at Prairie Star Creamery's distribution centers. The role is desk-based and focused on processing, analyzing, and documenting the results of physical warehouse operations performed by the on-site Inventory & Receiving Coordinator and Warehouse Associates.

The Inventory Operations Analyst receives receiving reports, temperature data, physical counts, and damage observations from the dock crew; applies decision thresholds to this data; updates inventory systems; and sends all required notifications and escalations. The physical receiving, temperature measurement, pallet counting, product inspection and put-away execution are performed by on-site warehouse staff and reported to the Analyst for processing.

This SOP exists to ensure that:

• Every inbound shipment of Prairie Star product and outside vendor materials is processed with consistent, repeatable decision logic.

• The cold chain is maintained and documented from the moment product arrives at the distribution center through storage and staging for outbound delivery.

• Inventory records are accurate, current, and auditable at all times.

• Every exception, discrepancy, and incident is documented with the correct level of urgency and routed to the correct person for resolution.

• Vendor performance is tracked and escalated when quality or reliability issues emerge.

1.2 Tools

The Analyst performs all work through the following tools and systems:

1.3 Company-Wide Contacts (HQ and Waco)

These are the people outside your DC that you may need to contact. If your situation does not match any listed circumstance, contact your DC Manager first by sending them a Slack DM that reads "OUT OF SCOPE: [email subject line] -- please advise" and forwarding the email to them.

Daniel Reyes — Director of Supply Chain — daniel.reyes@prairiestar.com — Slack: @d.reyes Contact for: P1 and P2 escalations, load rejections, policy exceptions. Always notify your DC Manager simultaneously.

Emily Carter — Demand Planning Manager — emily.carter@prairiestar.com — Slack: @e.carter

Contact for: Inbound short-dated product notifications, and any other situation when directed by Daniel Reyes or your DC Manager.

Marcus Liu — Procurement Specialist — marcus.liu@prairiestar.com — Slack: @m.liu

Contact for: Outside vendor PO discrepancies, vendor performance concerns, credit claim support for vendor shipments, new vendor onboarding questions.

Hannah Brooks — Inventory Analyst — hannah.brooks@prairiestar.com — Slack: @h.brooks Contact for: Inventory system discrepancies that cannot be resolved at the DC level, forecast impact questions.

Jacob Patel — Production Planner — jacob.patel@prairiestar.com — Slack: @j.patel

Contact for: Waco transfer discrepancies (variance, temperature, damage), transfer manifest questions, production date questions, transfer schedule changes or delays. Jacob is the primary

contact for anything related to product coming from Waco.

1.4 Houston Distribution Center

Site Location: 2847 Eastgate Industrial Blvd, Houston, TX 77015

Main Phone: (607) 808-9078

Carlos Mendoza — DC Manager — carlos.mendoza@prairiestar.com — Slack: @c.mendoza — Shift: 06:00–16:00 CT

Your direct supervisor. Approves inventory adjustments and P3+ escalations. First contact for any situation not covered by this SOP.

Alicia Nguyen — Inventory & Receiving Coordinator — alicia.nguyen@prairiestar.com — Slack: @a.nguyen — Shift: 06:00–15:00 CT

On-site coordinator who performs physical receiving, temperature checks, and counts. Reports data to the Analyst for processing.

Sarah Kim — Warehouse Associate (Senior) — sarah.kim@prairiestar.com — Slack: @s.kim — Shift: 06:00–14:30 CT

Handles receiving, put-away, and order picking. Also monitors freezer conditions.

Kevin White — Warehouse Associate — kevin.white@prairiestar.com — Slack: @k.white — Shift: 06:00–14:30 CT

Same responsibilities as Sarah Kim. Also assists with truck loading.

Brandon Keller — Dispatcher / Route Planner — brandon.keller@prairiestar.com — Slack: @b.keller — Shift: 05:30–14:30 CT

Coordinate with Brandon on order availability for next-day routes. He needs to know about holds, shortages, and any SKU that may not be available.

Luis Ramirez — Lead Driver — luis.ramirez@prairiestar.com — Slack: @l.ramirez — Shift: 06:00–15:00 CT

Lead driver handling high-volume routes. May interact during loading if there are product questions.

Receiving Slack Channels:

• #receiving-houston — real-time receiving updates, arrivals, completions, flags

• #dc-escalations-houston — P1/P2 events, escalations

Freezer Zones:

1.5 Shreveport Distribution Center

Site Location: 4501 Industrial Park Drive, Shreveport, LA 71115

Main Phone: (607) 808-9079

Renee Dubois — DC Manager — renee.dubois@prairiestar.com — Slack: @r.dubois — Shift: 06:00–16:00 CT

Same authority and responsibilities as Carlos Mendoza at Houston.

Wyatt Green — Inventory & Receiving Coordinator — wyatt.green@prairiestar.com — Slack: @w.green — Shift: 06:00–15:00 CT

On-site coordinator. Same role as Alicia Nguyen at Houston.

Olivia Bennett — Warehouse Associate (Senior) — olivia.bennett@prairiestar.com — Slack: @o.bennett — Shift: 06:00–14:30 CT

Only Warehouse Associate at Shreveport. Handles all receiving, put-away, and order picking. Task prioritization is critical since there is no second associate.

Dylan Harper — Dispatcher / Route Planner — dylan.harper@prairiestar.com — Slack: @d.harper — Shift: 05:30–14:30 CT

Same coordination role as Brandon Keller at Houston.

Receiving Slack Channels:

● #receiving-shreveport — real-time receiving updates, arrivals, completions, flags

• #dc-escalations-shreveport — P1/P2 events, escalations

Freezer Zones:

1.6 Slack Channels Reference

P1 and P2 priority events Analyst, Shreveport DC and escalations requiring Manager, Daniel Reyes Director attention originating at Shreveport DC

1.7 Communication Rules

Use Slack for real-time alerts, shift updates, quick confirmations, status checks, and channel-based announcements. Use Email for formal notifications requiring a record, incident reports, credit claims, adjustment approvals, end-of-shift summary, and responses to external parties.

Urgent (P1) Events: Send a Slack direct message with "URGENT:" prefix at the start

Email Subject Line Format: [Priority] – [Source] [Reference#] – [Date]. Examples: "P1 – Inbound Waco Manifest 20260415-001 – 2026-04-15" or "P3 – Inbound Waco Manifest 20260415-002 – 2026-04-15."

2. Product Reference

2.1 Signature Line (Core Flavors) — Pints

2.2 Specialty Line (Rotating Flavors) — Pints

2.3 Seasonal Line — Pints

2.4 Ice Cream Sandwich Line — Core

2.5 Ice Cream Sandwich Line — Specialty

2.6 Lot Code Format

All Prairie Star products carry a lot code in the format: [Line]-[YYYYMMDD]-[Sequence]

• Line: A single letter identifying the production line. A = main pint line. B = specialty/seasonal pint line. C = sandwich line (all).

• Date: The production date in YYYYMMDD format.

• Sequence: A two-digit number indicating the batch sequence for that line on that date. 01 = first batch, 02 = second batch, etc.

The lot code is printed on the case (bottom panel) and on each individual consumer unit.

2.7 SKU-to-Zone Assignment Rules

When the Analyst receives put-away confirmation from the dock crew, verify that product was placed in the correct zone using these rules:

• Signature Line (SC-001 to SC-010): Assign to H-A or S-A (core long-term storage)

● Specialty Line (SP-001 to SP-005): Assign to H-B or S-B (specialty long-term storage) ● Seasonal Line (SN-001 to SN-004): Assign to H-C or S-B (Shreveport uses S-B, Houston uses H-C)

• All Sandwich Products (SW-001 to SW-007): Assign to H-C or S-B (Shreveport uses S-B, Houston uses H-C)s

Long-term storage zones (A, B, C for Houston; A, B for Shreveport) are set to -20°F.

Staging zones (H-D, S-C) are set to -10°F and are for picked orders only — not for long-term product placement.

3. Outside Vendor Reference

Prairie Star's DCs receive shipments from the following outside vendors for non-product materials. Before processing any vendor shipment, pull vendor_master.xlsx and review vendor-specific notes and known issues.

Important Note on Dry Ice (ICE-01): Uses a weight-based variance threshold instead of standard case-count thresholds. Acceptable variance: ±5 lbs (P4). Variance >5 lbs but ≤20 lbs: P3 – flag and notify vendor. Variance >20 lbs: P2 – reject the delivery and escalate per Section 14.

4. Files and Systems

The following files are the Analyst's working documents. Each file has a defined purpose, and you must use the correct file for each task. Do not create personal copies or informal tracking documents under ANY circumstances — ALL work is to be recorded in these official files.

inbound_receiving_log.xlsx — Master receiving log. One row per inbound shipment (Waco and vendor). Columns: receipt date, manifest/PO number, origin, total pallets, total cases, temperature readings, variance, damage class, status, notes. Open rows indicate pending items. Used for every inbound receipt from arrival through closeout.

transfer_manifests_template.pdf — Template to be used when generating a transfer manifest. One transfer manifest per Waco shipment, filed as ‘[Manifest Number].pdf’. Cross-reference against dock crew's reported counts and lot codes. Read-only.

inventory_master.xlsx — System of record for on-hand inventory. Columns: SKU, product name, lot code, quantity (cases), zone (h), zone (s), status (Active/Hold/Quarantine), receipt date, last counted date, notes. Updated after every put-away confirmation. Used for SKU-to-zone verification.

temperature_log.xlsx — Freezer zone temperature records. Columns: date, time, zone, reading (°F), method (scheduled/alarm/spot-check), within range (Y/N), action taken (if out of range), initials. One tab per month. Reviewed after every inbound receipt and during end-of-shift.

incident_reports_template.pdf — Template to be used when an incident report needs to be created. One document per incident. Created when required by priority level (P1, P2, P3 with

quarantine, or credit claims) with the file titled as: IR-[YYYY-MM-DD]-[category].pdf. Category options: Temperature, Variance, Contamination, Other_Damage. Must contain; incident date (YYYY-MM-DD), incident category, priority level (P1, P2, P3 with quarantine, or credit claims).

vendor_master.xlsx — Outside vendor directory. Columns: vendor code, company name, category, primary contact name, email, phone, account number, payment terms, standard lead time, usual delivery day(s), performance notes, last updated date. Consulted before every vendor receiving.

5. Priority and Severity Matrix

Every event that deviates from normal operations is assigned a priority level. The priority level determines how fast you must respond, who you must notify, and what documentation is required. Four priority levels are defined, from P1 (most severe) to P4 (least severe).

When you encounter such an event, find the row in this matrix that best matches what is being reported. If the event could fit into more than one priority level, always choose the higher (more severe) level. It is better to over-escalate than to under-escalate. When escalating, do not reply to the original email unless the SOP instructs you to do so.

5.1 P1 — Critical

Definition: Immediate risk to product safety, food safety, or major financial exposure. The situation is actively getting worse and will cause significant harm if not addressed within minutes.

Response Time: Immediate (within 15 minutes)

Examples:

• Product received >+10°F (above safe frozen range) — immediate rejection and contamination concern

• Freezer zone temperature above 0°F for more than 15 minutes (system failure) — product at risk

• Severe inbound load damage: container breached, visible contamination, pest evidence (Class 4 damage), melted product

• Broken or missing seal on a Waco transfer trailer with no explanation

• Structural failure in a freezer zone (collapsed racking, ceiling leak onto product) ●

• Contamination discovery: foreign material, pest evidence, chemical exposure on or near product

Notification Requirements:

• Slack DM to DC Manager with "URGENT: [email subject line] – [vendor name] shipment received [YYYY-MM-DD]", along with the vendor name and date shipment was received

• Forward email to both the Director of Supply Chain and DC Manager) within same hour

• (forward to both, using a single email)

● Slack post to #cold-chain-alerts and the relevant DC’s #dc-escalations with "URGENT: issue with [vendor name] for shipment received on [YYYY-MM-DD]"

Documentation Requirements:

• Incident report

Product Action:

• Full rejection. Do not unload if possible.

• Notify Waco (if Waco transfer) or vendor (if outside vendor) of rejection and reason, and request return transport immediately.

5.2 P2 — Urgent

Definition: Significant quality or food safety concern that requires escalation and may result in partial or full rejection. Less immediate than P1 but must be resolved within the same shift.

Response Time: Within 1–2 hours

Examples:

• Inbound product temperature +1°F to +10°F (warm but technically frozen; requires quarantine and assessment)

• Major quantity variance (>10 cases or >3% of shipment)

• Truck seal broken or appears tampered with (unauthorized access concern) ● Damage class 3

• (product container breached on one or few cases — potential contamination concern)

• Freezer zone temperature at -15°F or warmer for more than 15 minutes (but zone has not yet crossed 0°F), OR freezer zone temperature at -25°F or colder for more than 15 minutes (but zone has not yet crossed -30°F).

• Seal number mismatch on a Waco transfer that has already been opened

Notification Requirements:

• Forward email to the Director of Supply Chain (cc: DC Manager, relevant vendor contact (if applicable)

• Slack post to the relevant DC’s #dc-escalations thread with "P2" prefix

Slack post format: "P2 Escalation. Detail: [brief description]. Incident report: [status]. Action required: [brief description]."

• If inbound Waco, also notify the Production Planner

• Include condition details in written report

Documentation Requirements:

• Incident report required

Product Action:

• Quarantine pending assessment. Hold product in H-Q or S-Q until Director decision received.

• May result in full rejection, partial rejection (salvageable portion isolated), or conditional acceptance with note.

● Notify origin (Waco or vendor) and initiate claim if applicable.

5.3 P3 — Moderate

Definition: Quality issue that can be handled per standard procedure but requires

documentation and notification to stakeholders. Does not necessarily result in rejection; may require conditional acceptance or expedited outbound.

Response Time: Within 4 hours (same shift)

Examples:

• Inbound product temperature -4°F to 0°F

• Moderate quantity variance (4-10 cases or 1-3% of shipment)

• Damage class 2 (outer case compromised, but product containers intact; isolation and inspection required)

• Lot code mismatch on cases (physical case differs from manifest)

• Inbound short-dated product (arriving with <45 days to expiry)

• Freezer zone temperature warmer than -18°F but colder than -15°F (minor zone excursion) ●

• A P3 pattern: the same P4 event recurring three or more times in 30 days (e.g., a vendor that has been 1-2 cases short on three consecutive deliveries)

Notification Requirements:

• Email notification to relevant stakeholders (DC Manager, the Production Planner if Waco, vendor if outside vendor)

• Slack post to relevant channel (e.g., #waco-production-coord for Waco variance, #receiving-[site] for general flags)

• Update receiving log with P3 notation

Documentation Requirements:

• Incident report required if quarantine is initiated

• Log entry in receiving log with "P3 – [Description]" status

Product Action:

• Conditional acceptance. Proceed with put-away but flag in inventory_master.xlsx.

• If temperature-related: Notify demand planning of potential accelerated outbound. ● If

• damage class 2: visually inspect cases, isolate damaged cases to quarantine, mark inventory record.

• If variance: hold receipt open pending variance resolution and remain in contact with origin.

5.4 P4 — Low

Definition: Minor discrepancy that does not affect product safety or cold chain integrity. Log and monitor; no escalation required unless pattern emerges.

Response Time: Within 8 hours (end of shift)

Examples:

• Inbound product temperature ≤-10°F (optimal or acceptable; standard acceptance)

• Minor quantity variance (1-3 cases and ≤1% of shipment)

• Damage class 1 (cosmetic only — label torn, corner dent; no container breach)

• One-time vendor delivery delay of <2 hours (not part of pattern)

• Temperature reading taken slightly out of protocol (thermometer not perfectly centered in case, but reading still valid)

• Temperature taken and within acceptable parameters

• Packing slip formatting issue that does not affect identification (minor discrepancy resolved verbally)

• General internal updates that fall outside of those listed above

Notification Requirements:

• Send no email or Slack whatsoever; resources should not be expended on low severity issues

Documentation Requirements:

• No incident report required

• No escalation required

• Refrain from documentation or file updates unless otherwise required by the SOP; resources

• should not be expended on low priority issues

Product Action:

• Accept. Proceed with standard put-away and inventory update.

• Accept with note (note minor issue in receiving log for future reference).

5.5 When in Doubt

● Compound events: If a single shipment has two P3 events simultaneously (e.g., a minor temperature excursion and a moderate variance), treat the combined event as P2.

• Pattern escalation: A single minor variance from a vendor is P4. A third minor variance

• from the same vendor in a month is P2. Patterns escalate.

• Round up rule: If an event could reasonably fit two priority levels, choose the higher level. Over-escalation is never penalized. Under-escalation can damage customer relationships or create safety risks.

6. Temperature Acceptance Table

6.1 Background and Measurement Protocol

Ice cream is one of the most temperature-sensitive frozen products. Unlike frozen vegetables or meat, ice cream begins to lose structural integrity — developing ice crystals and textural defects — at temperatures above -10°F. By 0°F, the product may still be technically frozen but has likely experienced thawing sufficient to affect customer experience. Above 0°F, the product is

refreezing territory where visible defects emerge. Above +10°F, the product is no longer safely frozen.

Prairie Star stores product at -20°F. Product leaves the Waco production facility at -20°F or colder. During transport on a well-maintained reefer truck (4-6 hour run from Waco to Houston/Shreveport), some warming is inevitable — every time a truck door opens, ambient air enters. A well-executed transfer should deliver product at -15°F to -10°F. Anything warmer indicates a potential problem: reefer unit malfunction, extended stop, door left open, or transit delay.

The Analyst receives temperature data from the dock crew. The on-site Inventory & Receiving Coordinator or Warehouse Associate follows this protocol:

1. Use a calibrated digital probe thermometer (calibration sticker must be current). 2. Take three pulp temperature readings per load: one case from the front of the trailer (nearest the doors — typically warmest), one from the middle, and one from the rear (nearest the reefer unit — typically coldest). Insert the probe between cases so it contacts the product surface through the case wall. Hold for 15 seconds or until the reading stabilizes.

3. Record all three readings in inbound_receiving_log.xlsx and temperature_log.xlsx.

4. The warmest of the three readings is the controlling measurement. Use this value to determine the tier.

5. Decimal readings: round to the nearest whole degree. When a reading falls exactly on a tier boundary, round toward the warmer tier (conservative choice). Examples: -4.5°F rounds to -4°F (Tier 3). -10.5°F rounds to -10°F (Tier 1). 0.5°F rounds to +1°F (Tier 4).

The Analyst applies the readings to the table below to determine the correct action tier.

6.2 Ice-Cream Temperature Acceptance Tiers

6.3 Special Cases

Staging Dock Re-Evaluation: Product on the staging dock (H-D or S-C) is subject to time limits: maximum 30 minutes when ambient dock temperature is ≤35°F, maximum 15 minutes when ambient is >35°F. The Coordinator reports ambient dock temperature (from wall-mounted thermometer) when product is staged and when removed. The Analyst logs time-in, time-out, and ambient temperature in temperature_log.xlsx. If product exceeds these limits, it must be returned to a freezer storage zone and a pulp temperature reading taken. If pulp temperature has risen above -10°F, apply this acceptance table as if the product were being received inbound. Log the event in temperature_log.xlsx.

Multiple Readings, Multiple Lots: If an inbound receipt contains multiple Waco transfers (multiple manifests), each manifest has its own three temperature readings. Apply the acceptance table independently to each manifest's warmest reading. If one lot is Tier 1 and

another is Tier 3, the Tier 3 lot is flagged for enhanced monitoring while the Tier 1 lot proceeds normally.

7. Quantity Variance Table

7.1 How to Calculate Variance

Variance is the difference between the manifest quantity (what was supposed to arrive) and the actual quantity counted by the dock crew (what arrived). Variance is expressed in two ways:

1. Absolute variance: Total number of cases over or under (e.g., +5 cases, -3 cases) 2. Percentage variance: Variance as a percentage of the manifest quantity (e.g., +2% of 500 cases = +10 cases)

Calculation:

• Absolute variance = Actual cases – Manifest cases

• Percentage variance = (Absolute variance ÷ Manifest cases) × 100

7.2 Variance Tiers

7.3 Mixed-SKU Variances

When a single inbound receipt contains multiple SKUs and variances appear on some SKUs but not others:

• Calculate variance for each SKU independently.

• Apply the variance table to each SKU's variance.

● If SKU-A has a 5-case variance (Moderate) and SKU-B has an 8-case variance (Moderate), log both and escalate the overall receipt as "Moderate variance on multiple SKUs." ● If one SKU has a Major variance and another has a Minor variance, escalate the receipt to P2 (the higher priority applies to the overall receipt).

7.4 Recurring Minor Variances

If a vendor has a pattern of recurring minor variances (1–3 case shortages recurring three or more times within a rolling 30-day window, per Section 5.3), even if each individual variance is <1%, escalate the overall pattern to P3. Send an email to the vendor’s Primary Contact noting the pattern and requesting investigation or corrective action.

8. Inbound Short-Dated Product

When inbound product arrives with less than 45 days to expiry, this is a P3 event (per Section 5.3). Apply P3 response time (within 4 hours of put-away confirmation) for the notifications below:

1. Send email to the Production Planner and Demand Planning Manager noting "Inbound short-dated product – [SKU, lot code, days to expiry]" and requesting prioritization in outbound. 2. If <15 days upon arrival, also email the Director of Supply Chain and request immediate demand plan.

3. Proceed with put-away to assigned zone per Section 2.7, but add note to inventory_master.xlsx "SHORT-DATED – ACCELERATE OUTBOUND."

9. Damage Disposition Rules

The Analyst receives damage reports from the dock crew describing the condition, location, and extent of damage to a shipment or individual pallets. The Analyst classifies the damage using the rules below and initiates the appropriate response.

9.1 Damage Class Definitions

9.2 Damage Discovered During Receiving

When the dock crew reports damage during the receiving process:

1. Classify the damage using the table above.

2. Apply the Priority Level — this determines notification and escalation speed.

3. Log the damage type in inbound_receiving_log.xlsx. E.g., set damage class to one of Class 1, Class 2, Class 3, or Class 4.

4. For Class 1: Note and proceed.

5. For Class 2 or 3: Quarantine affected cases, document in writing, email relevant parties, initiate credit claim.

6. For Class 4: Quarantine entire receipt, escalate immediately per P1 rules.

10. Escalation Chain

The Analyst's escalation pathway is clear and unambiguous:

Escalation is not a failure. It is the correct action. The escalation pathway exists to ensure every decision receives appropriate authority and oversight.

11. Processing Inbound Waco Transfers

This procedure describes how the Analyst processes receiving reports for inbound Waco transfers. The dock crew (Coordinator and Warehouse Associates) perform the physical operations: unload, measure temperatures, count pallets, inspect seals, verify lot codes, and direct put-away. The Analyst receives the crew's data and applies decision thresholds.

11.1 Pre-Arrival (Before Truck Arrives)

1. Pull the transfer manifest .

2. Pre-fill one row in inbound_receiving_log.xlsx with: receipt date (today), manifest number, origin ("Waco Transfer"), manifest total pallets, manifest total cases, and leave temperature readings, variance, and status fields empty to indicate that they are pending.

3. Post to #receiving-[site] Slack channel using Template S1 (Inbound Arrival): "Waco transfer [manifest#] expected at [time]. Pallets: [#], Cases: [#]. Dock crew standing by." 4. Notify the Coordinator via Slack that the manifest is ready and to send temperature, count, and damage data when receiving is complete.

11.2 Dock Crew Reports Receiving Data

The Coordinator will send you (the Analyst) receiving data via Slack (preferred) or email. The report includes:

• Seal status: Intact / Broken / Tampered

• Temperature readings: Three readings (front, middle, rear per Section 6.1 protocol) and

warmest

• Pallet count: Actual pallets unloaded

• Case count by SKU: Breakdown if shipment contains multiple SKUs

• Lot codes received: List of lot codes on cases (should match manifest)

• Damage observations: Any damage class, location, extent

• Notes: Anything unusual

Example Slack report from Coordinator:

@analyst Manifest 20260415-001 receiving complete. Seal: intact. Temps: -18, -16, -20 (warmest -20). Pallets: 24. Cases: 480 (all SC-001). Lot codes: A-20260410-01 (24 cases), A-20260410-02 (456 cases) ✓ match manifest. No damage. Ready for put-away.

11.3 Apply Temperature Acceptance Table (Section 6)

Receive the three temperature readings and use warmest.

• Tier 1 (≤-10°F): Accept. Proceed.

• Tier 2 (-9 to -5°F): Accept with note. Proceed. Note in receiving log.

• Tier 3 (-4 to 0°F): Accept conditionally. Email the Production Planner. Proceed to put-away with note in inventory_master.xlsx.

• Tier 4 (+1 to +10°F): Quarantine. Do not proceed. Email the Director of Supply Chain and DC Manager. Hold for assessment.

• Tier 5 (>+10°F): Reject. URGENT escalation. Email the Director of Supply Chain, DC Manager, the Production Planner. Do not unload.

11.4 Calculate Quantity Variance (Section 7)

Compare the manifest quantities to the actual counts reported by the dock crew:

• 0 cases: Exact match. Log and proceed.

● 1-3 cases and ≤1%: Minor variance. Log and proceed. Note in receiving log. ● 4-10 cases or 1-3%: Moderate variance. Log, email the Production Planner with variance detail, and hold receipt open pending response.

• >10 cases or >3%: Major variance. Log, email the Director of Supply Chain (cc: DC Manager, the Production Planner), and hold receipt open pending investigation.

11.5 Verify Lot Codes

Confirm that the lot codes reported by the dock crew match the lot codes on the manifest:

• Match: Proceed.

• Mismatch (e.g., manifest shows A-20260410-01 but received cases show

• A-20260409-01): P3 event. Log in receiving log "Lot code mismatch – manifest [code] vs received [code]." Email the Production Planner and DC Manager with discrepancy. Hold receipt open pending clarification.

• Lot code illegible or missing: P3 event. Request dock crew to verify lot code on cases and report back. Hold receipt open.

11.6 Update Inventory Records

Once dock crew confirms all data is accurate (seals, temperatures, counts, lot codes):

inbound_receiving_log.xlsx: Fill in all temperature readings, warmest, variance, lot codes, and damage notes. Set status to "Received – Pending Put-Away" or "Put-Away Complete" when dock crew confirms put-away.

temperature_log.xlsx: Record the warmest temperature of the 3 recorded values.

inventory_master.xlsx (after put-away confirmation): Add a row for each lot code received with SKU, zone, lot code, case count, received date, and expiry date (production date + shelf life from Section 2). Set status to "Active." Add notes if Tier 3 temperature or P3 variance is pending resolution.

11.7 Send Required Notifications

Based on the priority level, send notifications per the rules in Section 5:

• P4 (clean receipt, Tier 1 temperature, exact match): Post to #receiving-[site] using Template S2 (Receipt Complete – Clean). Send email using Template E1 for audit trail. Example: "Manifest 2026-04-15-001 received and accepted. Pallets: 24, Cases: 480, Temp: -18°F (avg), Variance: 0. Product in H-A. ✓"

• P3 (Tier 3 temperature or Minor/Moderate variance): Post to #receiving-[site] using Template S3 (Receipt with Flags). Email relevant parties (the Production Planner, DC Manager, etc.). Example: "Manifest 2026-04-15-002 received with flags. Temp: -3°F (P3 conditional acceptance – flagged for enhanced expiry monitoring). Variance: +2 cases. Email sent to the Production Planner and DC Manager."

• P2 (Tier 4 temperature, Major variance, Class 2-3 damage): Email the Director of Supply Chain and DC Manager immediately. Post to the relevant DC’s #dc-escalations (P2 – [description]). Hold receipt open pending assessment.

• P1 (Tier 5 temperature, Class 4 contamination, major emergency): URGENT Slack DM to DC Manager with "URGENT:" prefix. Email the Director of Supply Chain, DC Manager CC’d, within same hour. Post to #cold-chain-alerts and the relevant DC’s #dc-escalations using the format specified in section 5.1.

11.8 Close the Receipt

Once all pending items are resolved (variance response received, temperature assessment complete, damage documentation finished), update inbound_receiving_log.xlsx:

• Set status to "Closed – Accepted" or "Closed – Rejected" or "Closed – Conditional"

• Mark receipt date as closed (red highlight or checkbox)

• Post final confirmation to #receiving-[site] Slack channel

Do not close if items remain pending. Keep the status open (e.g., "Open – Pending Variance Resolution") until fully resolved.

12. Processing Vendor Shipments

This procedure describes how the Analyst processes receiving reports for outside vendor shipments (packaging, dry goods, cleaning supplies, dry ice, pallets). The dock crew reports data; the Analyst applies decision thresholds, updates records, and manages vendor performance tracking.

12.1 Pre-Arrival

1. Pull the PO and packing slip . Verify vendor, delivery date, SKUs/quantities, and delivery address.

2. Check vendor_master.xlsx for vendor-specific notes, known issues, and special handling requirements (e.g., "Gulf Coast Packaging — count lids separately, high shortage history" or "CleanPro Industrial — must include SDS with every delivery").

3. Pre-fill one row in inbound_receiving_log.xlsx with: receipt date (today), Manifest number, origin (vendor name), expected quantities from PO, and set status to "Pre-arrival."

4. No Slack post required for routine vendor deliveries (unless special circumstance).

12.2 Dock Crew Reports Receiving Data

The Coordinator reports:

• Delivery time and truck information (if relevant)

• Case count by SKU (actual vs. PO)

• Condition assessment: Packaging intact, any crush damage, moisture damage, pest evidence

● Special items verification:

• Lids counted separately (if packaging vendor)

• Dry ice weight verified (if Arctic Express)

• SDS present (if CleanPro)

• Pallet condition verified (if TexPal)

• Damage observations if any

Example report:

@analyst PO 54821 Gulf Coast Packaging received. 40 cases pint containers, 50 cases lids (counted separately). All cases intact, no damage. Weights match invoice. Ready to move to dry storage.

12.3 Apply Variance Thresholds

For standard vendor shipments (packaging, dry goods, pallets): Use the Quantity Variance Table (Section 7).

For dry ice (Arctic Express): Use weight-based variance (Section 3).

• ±5 lbs acceptable (P4 – no action)

• 5 lbs but ≤20 lbs (P3 – flag and notify vendor)

• 20 lbs (P2 – reject and escalate per Section 14)

12.4 Update Records

1. Update inbound_receiving_log.xlsx: Fill in actual quantities, variance, damage Class, and status.

12.5 Send Notifications

• P4 (clean receipt, no variance, no damage): Log in receiving log. No Slack post or email required.

• P3 (Minor/Moderate variance, damage class 1): Email vendor with variance detail

• and request credit note or explanation. Example: "PO 54821 – received 38 cases of lids, PO shows 40. Request credit note for 2 cases or confirmation of correct order quantity."

• P2 (Major variance, Class 2-3 damage): Email vendor and the Director of Supply Chain with details. Initiate credit claim if applicable.

• P1 (Class 4 contamination): Do not accept. Escalate immediately per P1 rules.

12.6 Close the Receipt

Once variance is resolved or acknowledged, update status to "Closed" in receiving log.

13. Rejection Processing

When dock crew reports conditions requiring rejection or partial rejection, the Analyst initiates the formal rejection process.

13.1 Full Rejection

When to initiate: Temperature Tier 5, Class 4 contamination, or other P1 condition where the entire receipt cannot be accepted.

1. Log in receiving log: Status = "Rejected – [Reason]" Use Temperature Tier 5, Class 4 Contamination, or Other P1 condition for “Reason”

2. Email the origin immediately:

• Waco transfer: Email the Production Planner, cc the Director of Supply Chain and DC

• Manager. Use template E4 (Waco Rejection). Subject: "P1 – Load Rejection – Waco Manifest [#]

– [Date]". Body: manifest number, reason for rejection (temperature, damage, contamination), temperature readings if applicable, and statement "Recommend immediate return transportation."

• Vendor: Email vendor (use contact from vendor_master.xlsx), cc the Director of Supply Chain and the Procurement Specialist. Use template E7 (Vendor Rejection). Subject: "PRIORITY – Shipment Rejection – Manifest [#] – [YYYY-MM-DD]".

4. Create incident report: See Section 18.

13.2 Partial Rejection

When to initiate: Temperature Tier 4 (quarantine), Class 2-3 damage affecting some cases but not entire pallet, or major variance on one SKU within a mixed shipment.

1. Separate affected cases to H-Q or S-Q quarantine area.

2. Accept undamaged/good-quality cases for put-away to assigned zones. 3. Log in receiving log: Status = "Partially Rejected – [Affected SKU and cases] – [Reason]. Remaining cases accepted."

4. Assess quarantined product:

• Tier 4 temperature: Hold for the Director of Supply Chain’ assessment. Email the Director of Supply Chain and DC Manager with temperature readings and recommendation. May result in full rejection, conditional acceptance, or re-measurement after stabilization. Response expectation: the Director of Supply Chain will respond within 4 hours. If no response within 4 hours, email a follow-up and cc DC Manager. If no response within 8 hours, DC Manager may authorize a disposition decision (conditional acceptance with monitoring, or continued quarantine) as interim approver.

• Class 2-3 damage: Hold for visual inspection. If confirmed containment breach or contamination, reject those cases and process credit claim. If confirmed surface damage only, may accept with note.

5. Email origin (the Production Planner for Waco, vendor contact for vendor) with detail on which cases/SKUs are affected, reason, and current status (quarantined pending assessment or confirmed rejection).

6. Initiate credit claim for affected cases once disposition is final.

14. Inventory Management

14.1 SKU-to-Zone Assignment

After dock crew confirms put-away, the Analyst verifies that product was placed in the correct zone using the rules in Section 2.7:

• Signature Line (SC-001 to SC-010): H-A or S-A

• Specialty Line (SP-001 to SP-005): H-B or S-B

• Seasonal (SN-001 to SN-004): H-C or S-B

• Sandwiches (SW-001 to SW-007): H-C or S-B

When dock crew's put-away confirmation arrives, verify the zone assignment in the message. If

incorrect, immediately Slack the Coordinator: "@a.nguyen Please confirm zone assignment for [SKU, lot code] — should be H-B, not H-A. Will update records once confirmed."

14.2 Overflow Management

If a zone reaches capacity and product must be placed in overflow location:

1. Log in inventory_master.xlsx: Zone = "[Primary Zone] – Overflow at [Alternate Zone]" 2. Email DC Manager: "Zone H-A at capacity. SC-001 lot [code] placed in overflow at [location]. Recommend outbound acceleration or transfer to Shreveport."

3. Track overflow duration: If overflow persists >2 weeks, escalate to the Director of Supply Chain for inter-DC transfer or production adjustment discussion.

14.3 Pallet Tag Verification

After dock crew completes put-away, they will have applied tags to pallets identifying SKU, lot code, case count, and zone. The Analyst verifies tag accuracy by cross-referencing the put-away confirmation against inventory_master.xlsx.

15. Damage and Claims Processing

15.1 Damage Report Classification

When dock crew reports damage, the Analyst classifies it using Section 9 and logs in receiving log.

15.2 Credit Claim Initiation

When an SOP section calls for the initiation of a claim:

1. Determine claim amount: # of damaged cases × case weight × $0.50/lb.

2. Prepare credit claim email:

• For Waco transfers: Use template E8. To: the Production Planner, cc: the Director of Supply Chain, DC Manager. Subject: "Credit Claim – Damage Class [#] – Manifest [#] – [Date]". Body: manifest number, damage class, number of affected cases, damage description (written), total claim amount, and account adjustment request.

• For vendor shipments: Use template E9. To: vendor contact (from vendor_master.xlsx), cc: the Director of Supply Chain, the Procurement Specialist. Subject: "Credit Claim – Damage Class [#] – PO [#] – [Date]". Body: PO number, damage class, number of affected cases, damage description, total claim amount, and request for credit note or replacement shipment.

3. Log in receiving log: Open claim status = "Claim – [Amount] – Sent [Date]"

4. Track response deadline: Waco typically responds within 2 business days. Vendors typically respond within 5 business days. Note expected response date in receiving log.

15.3 Tracking Open Claims

The Analyst maintains a list of open claims in a "Claims Tracker" section of the receiving log (or separate sheet):

• Manifest/PO number

• Claim amount

• Damage class

• Date sent

• Origin (Waco or vendor)

• Status (Sent, Acknowledged, Approved, Credited, Closed)

Every Friday , review open claims. If no response within expected timeframe:

• Email origin with subject "Follow-Up: Credit Claim – [Manifest/PO] – Status?" ● If

• claim is >30 days old with no response, escalate to the Director of Supply Chain.

16. Temperature Excursion Processing

16.1 Freezer Zone Excursion

When: A freezer zone temperature reading falls outside the acceptable range for more than 15 minutes.

Coordinator reports: "H-A temp alarmed at -25°F, then climbed to -18°F over 45 minutes. Currently -22°F. No alarm reset."

Analyst action:

1. Log in temperature_log.xlsx: Zone, time, temperature reading, status = "Excursion – [Duration and extent]"

2. Classify severity: If within acceptable range but trending (e.g., -22°F to -18°F when target is -20°F), this is P4 — log and monitor. If outside acceptable range for less than 30 minutes, this is P3 — email DC Manager and log. If outside acceptable range for more than 30 minutes (e.g., climb from -20°F to -10°F over 2 hours), this is P2 — email the Director of Supply Chain and DC Manager, post to #cold-chain-alerts. If temperature rises above -10°F in long-term storage, this is P1 — URGENT escalation.

Slack message format: "Zone [Zone] temperature excursion. Readings: [time/temp pairs]. Duration: [#] min. Status: [In range now / Escalating / Maintenance requested]. Email sent to [recipients]."

3. Email content: "Zone [zone] temperature excursion: readings [time/temp pairs], duration, current status. Recommend [maintenance check / compressor service / investigation]." 4. Recommended action: DC Manager or maintenance to inspect compressor, thermostat, and reefer unit for malfunction.

5. Monitor: If excursion is <15 minutes and temperature recovers, log and continue. If excursion repeats, escalate.

16.2 Staging Dock Temperature Event

When: Product on the staging dock (H-D or S-C, setpoint -10°F, acceptable -15 to -5°F) arrives above acceptable range or warms above -5°F while staged.

Example report from dock crew: "Product staged in H-D at 08:00. Ambient dock temp

32°F. Product still on dock at 08:45 — exceeded 30-minute limit. Pulp re-reading: -8°F."

Analyst action:

1. Check time limit: Was product on the staging dock longer than the permitted window (30 min at ≤35°F, 15 min at >35°F)?

2. If time limit exceeded and pulp temperature is still ≤-10°F: Log in

temperature_log.xlsx as "Staging dock time exceedance — temp within range." P4. Proceed with outbound.

3. If time limit exceeded and pulp temperature is above -10°F: Apply the Temperature Acceptance Table (Section 6) as if this were a new inbound receipt. Log the event. Escalate per the tier that applies.

4. If product is within time limit: No action needed. Proceed with normal outbound scheduling.

16.3 Inbound Load Events

Handled during receiving processing (Section 12). Apply Temperature Acceptance Table.

17. End-of-Shift Documentation

The closing documentation routine ensures all work is documented, pending items are tracked, and upcoming priority items are flagged. Complete the following steps in sequence.

17.1 Final Temperature Log Review

Step 1:

1. Pull temperature_log.xlsx.

2. Review all temperature readings taken today across all zones (H-A, H-B, H-C, H-D, H-Q, S-A, S-B, S-C, S-Q).

3. Flag any readings outside acceptable range and confirm escalation status (P3, P2, or P1 email sent if applicable).

4. Note any zone trending: If a zone's morning reading was -20°F and evening reading is -18°F, note the trend for DC Manager awareness.

17.2 Receiving Log Closeout

Step 2:

1. Pull inbound_receiving_log.xlsx.

2. Identify any open receipts (status not "Closed").

3. For each open receipt, document pending status. Examples: "Open – Pending Variance Resolution – Awaiting response from Waco (expected 4/17)," "Open – Pending Tier 4 Assessment – Quarantined pending Director decision," or "Open – Pending Damage Claim Response – Class 2 claim sent 4/15 (expected 4/17)."

4. Do not force-close receipts. Pending status tells next shift exactly what is being waited on.

17.3 Reconciliation

Step 3:

1. Verify all expected inbound has arrived or note which shipments are delayed/rescheduled.

2. Check for any unscheduled inbound (surprise vendor delivery, emergency transfer) and confirm it is logged.

17.4 Tomorrow's Preview

Step 4:

1. Identify any pre-work needed: Pull transfer manifests or POs, check vendor_master.xlsx for special notes, and flag any inbound that requires special handling (short-dated product, new vendor, repeat issue vendor).

2. Note in end-of-shift email if tomorrow requires early preparation.

17.5 Dispatcher Coordination

Step 5:

1. Confirm today's order availability with Dispatcher.

• "Tomorrow's delivery routes scheduled. Any holds or urgent SKUs short?" 2. Note

any SKU shortages or overstock for demand planning discussion next week.

17.6 End-of-Shift Handoff Email

Send email using template E11:

Subject: End-of-Shift Handoff – [Date] – [Site]

Required content: Daily summary of all inbound receipts processed (manifest/PO number, cases, temperature tier, variance, status). Open items with pending status and expected resolution dates. Expiry monitoring status (any tier changes, new flags). Freezer zone status (all nominal, or note any excursions/trends). Tomorrow's preview (scheduled inbound, pre-work needed). Escalations (if any, with current status).

17.7 End-of-Shift Slack Post

Post to #receiving-[site]:

S2 (Clean Day): "EOD Summary [date]. 2 inbound receipts processed (1 Waco, 1 vendor). All clean, no flags. Zones normal. Ready for tomorrow."

S3 (With Flags): "EOD Summary [date]. 2 inbound receipts: Manifest 2026-04-15-001 clean. PO 54821 received with variance flag (+6 lbs dry ice, awaiting vendor response). Open claims: 1 pending. Zones normal.."

18. Incident Report Procedure

18.1 When Required

Incident reports are required for:

• P1 events: All critical incidents (temperature >+10°F, contamination, rejection, major emergency)

• P2 events: All urgent incidents (quarantine, major variance, vendor non-response)

• P3 events: Only if quarantine is initiated (e.g., Class 2 damage held pending assessment,

• Tier 4 temperature pending reassessment)

• Credit claims: One report per claim for amounts >$500

18.2 Procedure

1. Create incident report.

2. Complete required fields.

3. Route for review via email attachment. For P1/P2 events, submit to DC Manager immediately (same day) — DC Manager forwards to the Director of Supply Chain if applicable. For P3 events, submit to DC Manager within 24 hours. For credit claims, submit with the claim email. The subject of the email should be "[filename] for review" and the body should be blank.

19. Email Templates

The following email templates are referenced throughout this SOP. The structure and required fields must be preserved.

E1 — Waco Transfer: Receipt Confirmation

Subject: P4 – Receipt Confirmation – [Manifest#] – [Date]

Required fields: manifest number, total pallets, total cases, temperature reading, variance (if any), status, lot codes received, notes (if any).

E2 — Waco Transfer: Variance Notification

Subject: [Priority] – Variance Notification – [Manifest#] – [Date]

Required fields: manifest number, SKU(s) affected, manifest qty, actual qty, variance (absolute and %), classification (Minor/Moderate/Major), request for explanation or credit.

E3 — Waco Transfer: Temperature Excursion Notification

Subject: [Priority] – Temperature Excursion – [Manifest#] – [Date]

Required fields: manifest number, temperature readings, tier classification, and requested action.

E4 — Waco Transfer: Load Rejection

Subject: P1 – Load Rejection – [Manifest#] – [Date]

Required fields: manifest number, reason for rejection (temperature, damage, contamination, fraud), specific findings, and request for return transportation.

E5 — Vendor Shipment: Receipt Confirmation

Subject: P4 – Receipt Confirmation – [PO#] – [Date]

Required fields: PO number, SKUs received, quantities, condition (clean receipt notation), and any special notes.

E6 — Vendor Shipment: Variance Notification

Subject: [Priority] – Variance Notification – [PO#] – [Date]

Required fields: PO number, SKU(s) affected, manifest qty, actual qty, variance, request for credit or explanation.

E7 — Vendor Shipment: Rejection

Subject: PRIORITY – Shipment Rejection – [PO#] – [Date]

[Vendor Contact First Name],

Manifest [#] rejected on [YYYY-MM-DD].

Reason: [same as rejection reason on inbound_receiving_log.xlsx]

Action required: Provide return transportation or Credit

Please respond ASAP.

Regards,

Prairie Star Creamery

E8 — Credit Claim: Waco

Subject: [Priority] – Credit Claim – [Manifest#] – [Date]

Required fields: manifest number, damage class or variance detail, number of affected cases, dollar value, damage description (written), and account adjustment request.

E9 — Credit Claim: Vendor

Subject: [Priority] – Credit Claim – [PO#] – [Date]

Required fields: PO number, damage class or variance detail, number of affected cases, dollar value, damage description, and request for credit note or replacement.

E10 — Inventory Adjustment Request

Subject: [Priority] – Inventory Adjustment Request – [SKU] – [Date]

Required fields: SKU, zone, system qty, physical qty, variance, dollar value, approval status, and requested system update.

E11 — End-of-Shift Handoff

Subject: P4 – End-of-Shift Handoff – [Date] – [Site]

Required fields: daily summary (inbound processed, key metrics), open items with pending status and expected resolution dates, expiry monitoring status, freezer zone status, tomorrow's preview, escalations (if any).

Appendix A: Glossary of Key Terms

Lot Code: Unique identifier for a batch of product. Format: [Line]-[Production Date]-[Sequence]. Used to track production date, shelf life, and expiry.

Tier (Temperature): Classification of inbound product temperature determining accept/reject decision (Tier 1-5, Section 6)..

Variance: Difference between manifest quantity and actual received quantity, expressed as

absolute number or percentage.

Variance Tier: Classification of variance by severity (Exact Match/Minor/Moderate/Major, Section 7).

Priority Level: Classification of incident by severity and response urgency (P1-P4, Section 5). Damage Class: Classification of product damage by severity (Class 1-4, Section 9).

Escalation: Routing an issue to a higher-authority person (DC Manager, Director, etc.) for decision-making.

Quarantine: Holding product in a designated zone (H-Q or S-Q) pending assessment or disposition decision.

Credit Claim: Formal request to an origin (Waco or vendor) for financial credit due to damage, variance, or other discrepancy.

Disposition: Final action taken on problematic product (accept, reject, transfer, donate, waste, markdown, etc.).

Expiry Date: Date product is no longer safe or suitable for sale, calculated as Production Date + Shelf Life.

Cold Chain: Continuous temperature control from production through delivery, critical for ice cream integrity.

Reefer Truck: Temperature-controlled truck used for transporting frozen product.

Pallet: Standardized shipping platform (typically 40" × 48") used to stack and move cases in a warehouse.

Case: Standard shipping unit. Prairie Star cases contain either 8 pints, 12 sandwiches, or various quantities of packaging/dry goods.

SKU: Stock Keeping Unit. Unique identifier for a product (e.g., SC-001 = Sweet Cream Prairie, 8-count pint case).

Transfer Manifest: Official shipping document for a Waco transfer listing SKUs, quantities and lot codes, identified by and filed as ‘[Manifest Number].pdf’.

Manifest Number: An identifier assigned to an individual Manifest. Format is YYYYMMDD-NN (NN = 01, 02, 03 based on order of manifest generation that day, i.e. 20260331-01 is the Manifest Number for the first Manifest generated on 31st March, 2026).

PO (Purchase Order): Official purchase document for a vendor shipment listing SKUs, quantities, pricing, and delivery terms.

Staging Dock: Loading/unloading area where picked orders are held before outbound shipment. Maintained at -10°F (warmer than long-term storage).

Receiving Dock: Loading/unloading area where inbound product arrives and is initially

received and counted.