SALES ORDER CONTROL

PROCEDURE SUMMARY


PURPOSE

This procedure covers the activities to adequately review each customer purchase order (contract) to ensure that customer requirements are understood and documented.

This procedure does not cover taking a customer order and submitting all required documentation to process the order (refer to 0302CSPR - Sales Order Control).

This procedure will:
- ensure that the customer's quality and engineering requirements are clearly defined in the request for quote (RFQ)
- ensure that the quote to the customer is clearly defined and documented, and that we are capable of compliance
- ensure that the differences between the quote and the purchase order are resolved prior to acceptance of the purchase order
- ensure that the purchase order requirements are clearly defined and documented


REVISION

Revision 2; Initial Release 06/01/01


POLICY

All customer purchase orders received are applicable.

All RFQ's will be
- applicable when received
- quoted based upon the company's ability to comply with the specifications


RESPONSIBILITY SUMMARY

The SALES REPRESENTATIVES are responsible for
- reviewing the RFQ to determine if special product engineering is required
- generating a quote and submitting it to the customer

The QUALITY TECHNICIAN is responsible for providing assistance when required in the resolution of customer requirements for engineered products.

The SALES ENGINEER is responsible for providing assistance when required in the resolution of customer requirements for engineered products.

The SALES TEAM is responsible for reviewing and approving all engineered product requests.

The PRODUCT ENGINEER is responsible for creating/changing the product structure.


DOCUMENT OWNER

The Customer Service Manager is responsible for maintaining and enforcing this controlled document.


REFERENCES

Approval List

Quality Assurance Manager
Customer Service Manager


Records Created

Records Responsibility Location Retention Period Disposition
Sales Order Customer Service Manager Customer Service 2 years Destroy
Sales Order Requiring Product Structure(Form #0301-0993) Customer Service Manager Customer Service 2 years Destroy
Quote - temporary Customer Service Manager Customer Service 90 days Destroy
System Transactions for BOM I.S. Manager I.S. Department 2 years Destroy

PROCEDURE SEGMENT

Timing/Triggers:

This activity is performed whenever a customer's Purchase Order or RFQ is received.

This activity can be initiated at any time.

The job title Sales Team refers to the following:
- Sales Representative
- Quality Technician
- Sales Engineer

The job title Product Engineer refers to one of the following:
- Sales Engineer
- Product Engineer

When reviewing a purchase order, the Sales Representative should begin at task #18.

Customer Purchase Order and Customer Order Worksheets can be used interchangeably. Both refer to customer documentation required to document customer requirements.


Directed From:

None

Stop and Perform:

Sales Order Control (0302CSPR)
Sales Order Documentation (0302CSPR:01)
Sales Order Entry (0302CSPR:02)
Sales Order Changes/Cancellations (0302CSPR:03)

Continue With:

Sales Order Control (0302CSPR), as required

Actor Task

Sales Representative 1. Reviews the customer's RFQ to determine if it requests catalog product or engineered (custom) product.

Note: Engineered product can also include requirements for special quality documentation.

Refer to 0301QUST - Standard for Available or Special Quality Documentation.

If the RFQ requests a catalog product, then goto task #2. Else, goto task #12.

2. Ensures that the requirements are clear and defined.

Note: Verbal RFQ’s will be converted to a customer order worksheet and validated with the customer.

Verify that scope, functionality, and delivery are defined.

3. Resolves any differences that may exist prior to acceptance.

If requirements are not defined, then return to task #2. Else, goto task #4.

4. Generates a quote to respond to the RFQ.

5. Verifies that quote satisfies the RFQ.

6. Submits the quote to the customer.

Customer 7. Accepts the quote.

8. Submits purchase order.

Sales Representative 9. Validates purchase order to quote.

10. Documents acceptance of the purchase order by signing and dating the first page of the purchase order.

11. Forwards copy of the customer purchase order to the Sales Representative responsible for order entry.


End of activity.

Continue with 0302CSPR - Sales Order Control.

12. Obtains the assistance of the Sales Engineer and/or Quality Technician to review the RFQ.

Sales Team 13. Reviews the RFQ.

If clarifications are needed, then goto task #14. Else, goto task #15.

14. Contacts the customer for additional information.

Note: This may occur as many times as necessary until the clarification is complete.

15. Generates a quote that is consistent with the RFQ and the company's capabilities.

16. Submits the quote to the customer.

If the quote is not acceptable, then return to task #14.

If a purchase order is offered, then goto task #18.

If a purchase order is not offered, then goto task #17.

Sales Representative 17. Negotiates changes with the customer.

If the customer agrees, then goto task #18. Else, end of activity.

18. Reviews the customer's purchase order.

Note: Verbal customer orders will be converted to a customer order worksheet and validated with the customer.

Verify that scope, functionality, and delivery are defined.

19. Ensures that the requirements are clear and defined.

20. Resolves any differences that may exist prior to acceptance.

If requirements are not defined, then return to task #19. Else, goto task #21.

21. Documents acceptance of the purchase order by signing and dating the first page of the purchase order.

If additional product data management is not required, then goto task #22. Else, goto task #23.

22. Forwards copy of the customer purchase order to the Sales Representative responsible for order entry.

End of activity.

Continue with 0302CSPR - Sales Order Control.

23. Determines the type of product data management that is required.

Note: Product data management falls into three categories:
- (1) items with no product structure
- (2) items with a documented product structure but with no structure on the system
- (3) items requiring a special feature/option that is not in the system

24. Complete a Sales Order Requiring Product Structure form.

25. Submits the form and supporting documentation to the Product Engineer.

Product Engineer 26. Creates the product structure and/or changes the product structure in the system.

Insert Your System Transaction Here

Note: Refer to 0401EGWK - Bill of Material Maintenance.

27. Returns the Sales Order Requiring Product Structure form to the Sales Representative.

Sales Representative 28. Marks the purchase order to request data entry and to place the order on hold (do not release).

29. Forwards the purchase order to the Sales Representative responsible for order entry.

Stop and perform 0302CSPR:01 - Sales Order Documentation, and 0302CSPR:02 - Sales Order Entry.

Sales Team 30. Receives (from order entry) the sales order, customer's purchase order and the company's specifications for the order.

31. Reviews and corrects all ambiguities and discrepancies.

Note: The sales order will be reprinted and reverified by the Sales Team.

If corrections are required, then stop and perform 0302CSPR:03 - Sales Order Changes/Cancellations. Else, goto task #32.

32. Ensures that all requirements are documented and clearly defined.

33. Notifies Sales Representative responsible for order entry to release the sales order.


End of activity.
PROCEDURE FLOWCHART

PROCEDURE FLOWCHART

PROCEDURE FLOWCHART