# Standard Operating Procedure (SOP): Product Ingestion Workflow
# SOP 1
##### 1. Purpose
##### To standardize the process of evaluating incoming product data, preventing duplicate records, ensuring accurate inventory cataloging, and streamlining Purchase Order (P.O.) generation.
##### 2. Scope
##### This procedure applies to all team members responsible for inventory management, procurement, data entry, and supplier coordination.
##### 3. Workflow Steps & Decision Logic
##### Step 1: Initial Record Check
- ##### Locate the incoming item in the master inventory database.
- ##### **Decision:** *Does a similar product already exist in our records?*
- ##### **NO:** Proceed directly to **Step 5 (Create New Product Master Record)**.
- ##### **YES:** Advance to **Step 2**.
##### Step 2: Brand Verification
- ##### Compare the brand of the incoming item against the existing record found in Step 1.
- ##### **Decision:** *Is it a different brand?*
- ##### **YES:** Proceed directly to **Step 5 (Create New Product Master Record)**.
- ##### **NO:** Advance to **Step 3**.
##### Step 3: Specification Review
- ##### Compare the technical specifications, dimensions, and core features of the item.
- ##### **Decision:** *Are the specifications different?*
- ##### **YES:** Proceed directly to **Step 5 (Create New Product Master Record)**.
- ##### **NO:** Advance to **Step 4**.
##### Step 4: Supplier and Pricing Evaluation
- ##### Check the vendor details, unit pricing, and contact information for the item.
- ##### **Decision:** *Is there a different supplier, different price, or different contact person?*
- ##### **YES OR NO:** Proceed directly to **Step 6 (Maintain Product Reference & Update Data)**.
- ##### *Note: Regardless of whether the supplier data matches or varies, an existing product master record is used.*
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##### 4. Action Items & Execution
##### Step 5: Create New Product Master Record
- ##### Execute this action if triggered by **Step 1 (NO)**, **Step 2 (YES)**, or **Step 3 (YES)**.
- ##### Generate a brand new system entry.
- ##### Populate all fields completely based on the provided data:
- ##### Technical Specifications
- ##### Model Number
- ##### Part Number
- ##### Brand Name
- ##### Once saved, pass the new data to **Step 7**.
##### Step 6: Maintain Product Reference & Update Data
- ##### Execute this action if triggered by **Step 4**.
- ##### **Do not** create a new system profile. Stick with the existing product and the same product reference number.
- ##### Review the profile for missing attributes. Update any blank or outdated fields with the new supplier, contact, or pricing information provided.
- ##### Once updated, pass the data to **Step 7**.
##### Step 7: Create Purchase Order & Finalize
- ##### Receive the finalized product data (from either Step 5 or Step 6).
- ##### Generate a new Purchase Order (P.O.) utilizing the verified product information.
- ##### Review the P.O. for accuracy, submit it for approval, and terminate the current workflow cycle (**END**).
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# [FLOW CHART] Standard Operating Procedure (SOP): Product Ingestion Workflow
[![[FLOW CHART] Product Ingestion Workflow.drawio.png](https://book.mhipcor.com/uploads/images/gallery/2026-07/scaled-1680-/ePX36rnrAe6ZoGEI-flow-chart-product-ingestion-workflow-drawio.png)](https://book.mhipcor.com/uploads/images/gallery/2026-07/ePX36rnrAe6ZoGEI-flow-chart-product-ingestion-workflow-drawio.png)