| STEP |
WHO |
WHEN |
INFO
TO USE |
WHAT
TO DO |
RESULTS |
| 1 |
Anyone |
Upon receiving Customer
PO for forgings
|
Customer PO |
Forward details of PO to
Customer Service Representative.
|
PO forwarded to Customer Service Representative |
| 2 |
Customer
Service Representative |
Upon
receiving Customer PO |
Customer
PO, Price List, Quote (if any), and customer print and specification(s)
|
Place
order into "awaiting approval folder"; initiate Contract Review Sheet;
check PO to see if all questions are answered to enter a Sales Order
(specific part number, price, material, machining requirements, billing
address, ship-to-address, print revision and spec. revision); input
order into M2M and change M2M Sales Order status to "awaiting
approval."; if the information on the PO is not clear, contact
customer, and ask for corrected PO and/or additional information; place
notes in the user defined section stating what the issue is and
when/how it was resolved; if there is a problem or a die change is
required; the order remains in awaiting approval; contact the
department that will resolve the issue; check Customer Master for
special instructions related to quantity tolerances and any special
instructions related to the shipment of product; once issues are
resolved, send the order over to the Customer Service Representative
who did not enter the original PO for contract review; if material to
be used for order is customer supplied forward PDF of customer's PO to
Materials Manager. (Continue down to step 3 unless there is a Credit
Warning, new part, new print, new specification, or changes to the
terms of the contract).
Click below for a helpful
hints:
Order Entry Process Flow Diagram New Part
Order Entry Process Flow Diagram Current Part
|
Sales
Order entered; customer's special instructions followed; PO reviewed,
verified, and updated; Contract Review Sheet initiated; contract review
started; Materials Manager has PDF of Customer PO |
| Steps
2a-2e are only performed when there is a new customer, new part number,
new print, or new specification. |
| 2a |
Customer
Service Representative |
Upon
receiving a PO with a new part number, new print, or new specification |
Customer
PO; Specification Review Spreadsheet/Print Revision Review Spreadsheet |
Keep
the order in “awaiting approval” status or put the order on HOLD (if
deemed appropriate); notify customer their order is awaiting approval;
if this is a new customer, get contact information and send Tax
Exemption Certificate to customer for them to fill out (when customer
returns the Tax Exemption Certificate put a copy in Customer PO File);
if a new part number is required, create the new part number in Item
Master; if a first article is required, also create a new part number
ending in "Z" in Item Master (see TOP-QARTI);
if more than one part number from same die, begin going through the
alphabet (i.e. Z, Y, X); immediately forward all information related to
the quotation for the new part number to Engineering (see TOP-NEWDI);
update new information in Specification Review Spreadsheet/Print
Revision Review Spreadsheet; if there are changes in the Price List
notify Sales Operations Manager or VP-Sales; notify Engineering
Assistant that a change has been made to the Specification Review
Spreadsheet/Print Revision Review Spreadsheet (for any spec changes,
see TOP-TPSMM);
send specs or prints to Engineering Assistant; if die has not run in 5
years or more e-mail Engineer assigned to that customer to review
tooling and prints. |
Customer
has been notified their order is on HOLD; Engineering has been notified
of a new specification or new print; Specification Review
Spreadsheet/Print Revision Review Spreadsheet has been updated;
information has been sent to Engineering; Tax Exemption Certificate
filed in Customer PO File |
|
2b
|
Engineer assigned to customer; Engineering Assistant |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet has been updated by Customer Service Representative |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet has been updated by Customer Service Representative |
Review
indicated print or spec revision to determine degree of change; assess
risk involved with change; if no previous customer print on file,
compare to Engineering file; describe degree of change on Specification
Review Spreadsheet/Print Revision Review Spreadsheet and note if a
quote is needed; update M2M (BOM, Standard Router, and spec ID); notify
QA manager if Specification Review Spreadsheet has been changed; if
change does not affect our process, scan new prints and specs into the
Engineering files in the computer, notify Customer Service Rep and
Sales Operations Manager via email if a die change or quote is
indicated on the Specification Review Spreadsheet/Print Revision Review
Spreadsheet./Print Revision Review
Spreadsheet. |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet changes reviewed and updated if needed; M2M is updated;
quote requested if needed; QA Manager is notified of a change to the
Specification Review Spreadsheet |
| 2c |
QA Manager |
Specification Review Spreadsheet has been updated by
Engineering |
Specification Review Spreadsheet; Customer Specification |
Review indicated Customer Specification revision to determine
degree of change and risk involved in change; describe degree of change
on Specification Review
Spreadsheet; if change does not affect our process, update affected
Spec ID in the computer; return to customer Service Rep. |
Customer Specification change reviewed; Spec ID updated if
needed |
| 2d |
Customer
Service Representative |
A quote or die change is indicated |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet |
If quote is indicated, determine from Sales Operations
Manager what route to follow (typically TOP-QUOTE or TOP-DCORD); when
resolved, notify Engineering Assistant of changes to Specification
Review Spreadsheet/Print Revision Review Spreadsheet. |
Quote or appropriate procedure executed as needed;
Engineering Assistant notified of updates to Specification Review
Spreadsheet/Print Revision Review Spreadsheet |
| 2e |
Engineering Assistant |
Quote has been resolved on Specification Review
Spreadsheet/Print Revision Review Spreadsheet |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet |
Update Specification Review Spreadsheet/Print Revision Review
Spreadsheet in computer. |
Specification Review Spreadsheet/Print Revision Review
Spreadsheet updated |
|
Steps
2f-2g are only performed when there is a notification of a credit issue
appears in M2M
|
| 2f |
Customer Service Representative |
A notification of a credit issue appears in M2M |
Notification of credit issue |
Notify
Accounting Manager of this customer's attempt to enter a new PO; keep
order in “awaiting approval” status pending resolution by Accounting
Manager. |
Accounting Manager notified that customer with unacceptable
credit problem is attempting to place an order; order is placed on HOLD |
| 2g |
Accounting Manager |
Upon notification that customer with unacceptable credit is
attempting to place order |
Credit standing in Customer Master in M2M; customer's payment
history; own knowledge |
Contact customer and
negotiate satisfactory payment arrangements in order to allow the entry
of newly received PO; if this cannot be accomplished, inform customer
that their order will NOT be accepted; confirm to customer in
writing if feel appropriate; inform Customer Service Representative
(e-mail or verbal) to either proceed with or cease order entry.
|
Collection and/or control of delinquent accounts assured;
Customer Service Representative contacted |
|
Steps
2h-2i are only performed when there is a discrepancy in the terms of
the contract (Customer's PO)
|
| 2h |
Customer Service Representative |
When the terms of the contract (Customer's PO) don't match
information on previous customer POs |
Terms of the contract
|
Notify the Sales
Operations Manager.
|
Sales Operations Manager
notified
|
| 2i |
Sales Operations Manager |
Upon receiving Customer PO; notes from Customer Service
Representative |
Customer PO
|
Review payment terms, quantity tolerances and legal
statements on Customer PO; if approved sign or initial and date the PO;
notify Customer Service Representative. |
Contract approved or noted; PO returned to Customer Service
Representative |
|
Steps
2j-2k are only performed when there is a difference in the quantity the
customer has ordered versus the Price List quantities
|
| 2j |
Customer Service
Representative
|
When there is a difference in the quantity the customer has
ordered versus the Price List quantities |
Price List and Customer PO
|
Give Customer's PO to
Sales Operations Manager.
|
Sales Operations Manager is notified that the quantity on the
PO and on the Price List are different |
| 2k |
Sales Operations Manager |
Upon receiving Customer PO
|
Email request and Customer's PO |
Quote price for quantity requested; send to Customer Service
Representative. |
Price update |
|
Steps 3-7
continue on from Step 2
|
| 3 |
Quote Estimator or Customer Service Representative who did
not originally enter the order |
Performing a contract review after initial entry of every new
Sales Order |
Sales Order file, information in Made to Manage, Customer
Specifications, Customer drawings, Price List, Contract Review Sheet
|
If
any error is detected during contract review the Sales Order should be
placed on HOLD (or keep the order in awaiting approval); check to see
if any Job Orders have been created to fulfill the Sales Order in
question; if Job Orders exist notify Materials Manager and Production
Scheduler so the Job Orders can be put on HOLD; have the originator of
the Sales Order make the required corrections to the Sales Order; when
the corrections have been made to the Sales Order it must undergo a
follow-up contract review as outlined in this step to confirm all
required corrections have been made to the Sales Order; once contract
review confirms all required corrections have been made the Sales Order
and related Job Orders can be open; send back to the Customer Service
Representative who originally entered the order; if the customer order
needs to be reviewed by quality assurance, the order remains in
“awaiting approval” or “on hold”; quality assurance signs off on the
Contract Review Sheet and notifies Customer Service Representative that
the order has been approved. |
Contract review completed
|
| 4 |
Materials Manager
|
When a demand for a Job Order appears in the Job Order Queue
in M2M |
M2M Job Order Queue, PDF file of Customer PO |
Use information from Sales Orders to establish the Job Order
quantity and due date; When customers want to use their own heat codes,
assign the customer's desired heat code to the Job Order, return PDF
file with the Job Order number to Customer Service Representative for
double-check of customer assigned heat codes in Job Orders; after Job
Order is created Production Scheduling is made aware of new Job
Order(s) through Synchronizer. |
New Job Order is created and ready to be scheduled |
| 5 |
Materials Manager
|
When setting up a Job Order for small quantities |
M2M Job Order Queue
|
If required quantity is 5 parts or less set up Job Order for
1 additional part; 6-10 parts set up Job Order for 2 additional parts;
11-20 party set up Job Order for 3 additional parts. |
Job Order is set up for small quantities |
| 6 |
Customer Service Representative |
Upon receipt of an email from Materials Manager requesting
double-check of heat codes |
Job Order and customer's original PO |
Double-check the heat code assigned to Job Order for customer
supplied material; If the heat code is incorrect, place Job Order on
HOLD; notify Materials Manager and Production Scheduler. |
Heat code
is double-checked |
|
7
|
Customer
Service Representative who initially entered the order |
After contract review is completed, and heat codes are
reviewed and verified for customer supplied material |
Customer Master and customer's order |
Before
confirming all information with the customer; check Production Schedule
with Production Scheduler to ensure that meeting the customer’s due
date is feasible or, if not, establish an an accurate promise date;
confirm all information on customer's order through email or fax back
to the customer; move the customer’s PO and all related information
into the customer’s folder in the shared drive on the computer. |
Order is acknowledged to customer; PO is filed |
