12. Inventory - Receiving & Shipping

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1 1.0 PURPOSE 1.1 To establish a procedure for dealing with Warehouse issues including: i ii iii iv Receiving Shipping Handling and storage including ESD RMA & Quarantine 2.0 RESPONSIBILITY 2.1 The Warehouse Manager is responsible for managing this process. 3.0 CRITIERIA 3.1 Ensure prompt and accurate processing of all receiving and shipping 3.2 Ensure parts are stored and handled so as to maintain confidence in their integrity 4.0 PROCESS 4.1 Receiving (AS9120: 7.4.3, 7.5.3, 7.5.5(e))(AS9120: 8.1, , 8.2.5, 8.3, 8.5.3) (AS5553: 4.1) The WM ensures that all parts received into the warehouse are recorded on a Receiving Report The receiving person shall stamp the incoming packing list with the date of arrival on the dock at MCI so that the true receiving date is traceable C of C documents are to be kept on file for 10 years All parts received into the warehouse are checked for: i Quantity, part number marking and item description match both the shipper s packing slip and matches MCI PO description on MCI system, make sure the product config didn t change. ii Parts should be handled and stored to avoid electrical damage and product degradation. iii Any damaged items or differences in quantities are noted; ensure items are well packaged, clean and undamaged to prevent FOD. iv Packing slip and Certificate of Conformance is enclosed showing order #, date, item & quantity (and serial # information if relevant); the WM adds the MCI PO # to the Packing Slip and C of C. Revision: 26 Date: January 14, 2014 Page 1 of 8

2 v vi A photocopy of a part bag will be placed with the Mfg C of C to provide traceability as the part bag will contain the date code and / or lot numbers that is often missing from the C of C. If the inspection date is later than the received date on the packing list, then the received date shall take precedence As we are a franchised distributor and purchase direct with the manufacturers, we perform visual inspections only thus we do not expect to receive any counterfeit parts. Receiving makes sure that incoming product is identifiable and comes from the manufacturer. If there is any doubt, then the parts are treated as a non-conformity until they can be validated by QA and the MFG. If the parts are found to be counterfeit, then the parts are reported to the supplier and GIDEP. The product is then disposed of to prevent re-entering into the supply chain If a package is received which contains incorrect parts or the parts are damaged, these parts are placed in a separate location on a shelf entitled 'Vendor Quarantine' until those issues can be resolved and the parts are returned to the manufacturer. Either the warehouse manager or the QAM shall place a note with the parts stating the issue concerning said part. A copy of the MFG C of C shall accompany the parts. Parts shall be returned in their original packaging. Paperwork associated with the return shall accompany the return. If the value of the damaged or incomplete parts is below ten dollars, or the manufacturer does not want them returned, then the QAM shall scrap these parts in accordance with paragraph There is no need for product recall as a result of incomplete verification. Product cannot be shipped until received and cannot be received before being counted and inspected. Parts being returned on Stock Rotation should be clearly identified. Parts received from the Tape and Reel service shall be checked against the customer purchase order to ensure that the parts information is correct Any test data sent with the shipment is annotated with the MCI PO # and then filed in the warehouse file. Test data shall be retained for minimum seven years Parts are recorded in the Receiving Report to indicate acceptance. The receiving person splits the quantities into groups of ten and moves the parts into the warehouse where they are stored on the shelves in boxes by part number sequence. Parts are stored in each box in date order with the oldest to the front (FiFo). Product is pulled for shipment in the same manner unless the customer requests specific lot and date codes If the parts are due for immediate shipment the WM is notified of their arrival the sales order is pulled and the parts are placed in shipping. Revision: 26 Date: January 14, 2014 Page 2 of 8

3 If the parts received are required by an order with an or before ship schedule, then the order is pulled and placed in the bin at the receiver s desk labeled: Or Before Orders The WM distributes the Receiving Report daily as follows: i The original is kept in the Warehouse folder; ii One copy is given to the PMA to enter the details into the MCI system and to release the parts to inventory; iii One copy is given to the Accounts Manager along with the packing slips / C of C for accounting purposes and to file with the purchase order. iv If there are any discrepancies with the received order (e.g. wrong quantity), a copy of the Receiving Report is given to the Purchasing Manager to review and follow up with the Vendors. The Purchasing Manager will: issue RMA s and CPAR s as necessary for discrepancies, late deliveries, etc; and coordinate with the Accounts Manager on whether outstanding parts are to be expedited or adjust payment for short order The PMA s an Expedite report to each vendor on a weekly basis to follow-up on all outstanding purchase orders. 4.2 Shipping The Order Entry Assistant prints a regular Past Due Order Report (on Monday through Friday of each week) for all orders due for shipping. The Past Due Order Report also identifies those orders that cannot be shipped due to: i credit hold; ii still awaiting parts to come in For all other outstanding orders, the Order Entry Assistant will pull the Sales Orders from the Sales Order file. The Order Entry Assistant will also provide any sales order issued that day and requiring immediate delivery Warehouse personnel shall also check the Or before bin for any available orders and pull those for preparation Warehouse Personnel shall check the customer s credit information to see if it exceeds the limit. If it does, then the order is brought to Accounting for approval The Warehouse Personnel will pull the required parts, measuring the required quantity and following any packaging instructions. Packing instructions are per customer request noted on the purchase order. For example, DSCC Revision: 26 Date: January 14, 2014 Page 3 of 8

4 orders are packaged I/A/W MIL-STD-129. ESD protection will be used if required. Also, parts shipping to Raytheon MUST have all staples removed When parts are pulled, Warehouse Personnel must perform a count back. Under each line item on the Shipment Sign Off Sheet, Warehouse Personnel note the quantity in stock, the quantity being shipped and the quantity remaining. If the parts contain assembly procedures, the Warehouse Personnel must copy those procedures and include them with the package The Warehouse Personnel prints the shipping delivery label, adds a C of C along with a Manufacturer s C of C, if requested and completes shipping information on the Sales Order. If the order specifies a MFG C of C, Warehouse Personnel shall also include an MCI C of C, as the MFG C of C does not always contain information such as date codes and / or lot numbers. When complete, the parts on the order are placed on the delivery bench with the paperwork for QA to inspect. A copy of the C of Cs shall be kept with the parts and / or placed inside the parts bag to ensure that they accompany the shipment. The Original C of C is returned to the parts bin for the next shipment If a line item is a Cable Assembly manufactured by MCI, the Warehouse Personnel shall stamp the product C of C by its line item stating that the cable assembly is NOT covered under the AS9120A standard Two personnel, one QA manager (primary) or representative and one secondary are to review every completed line item, on each sales order, for quantity, correct item, (C of C or Manufacturer s C of C if required) and shipping details; and resolve any issues with the WM. The secondary shall be the first to inspect and sign off on the shipment. Only when correct, the QA personnel shall initial the Shipment Sign-off Sheet attached to the order. There are three sign off sections on the sheet for up to three initials each to verify the Shipping Label, the actual Shipment Information and the C of C if present. They must also ensure that the packaging is clean and parts are properly packaged with no loose items to prevent FOD. A list of qualified QA and Secondary sign off persons are posted in the shipping area. Warehouse manager shall assign one person to act as the initial sign off. Before continuing to the next step, shipping personnel shall ensure that at least one of the two signatures are from a QA manager or representative and that the parts indeed match the order. A signature set must be present on every line item prepared for shipment with the exception of the shipping label area which only needs to be signed on the tracking number line. Revision: 26 Date: January 14, 2014 Page 4 of 8

5 4.2.9 The Warehouse Personnel packs the parts, and leaves the shipping box open with shipping delivery label waiting for packing slip to be added after the multi-copy invoice is printed in next step Order Entry Assistant will: i Check sales order is correctly filled in and add any details such as Sales Order # from the MCI system ii Calculate and process final invoice; if there is any problem with processing final invoice, such as credit card refused, then contact relevant CSE to resolve issue. iii Release order on MCI system and print multi-copy invoice; iv attach multi-copy invoice to sales order and return to WM Warehouse Personnel pulls the packing list from the multi-copy invoice and adds to shipment box, seals box and adds UPS label and stacks for collection Warehouse Personnel returns remaining documents to Order Entry Assistant for processing as follows: i White invoice sent to customer; ii Yellow invoice: iii If order is complete, yellow invoice is attached to sales order and all filed in closed order file ; If shipment is only partial, then yellow invoice only is filed in closed order file and the sales order is filed in open order file Green copy is filed by State; if there is a tax payment, then green copy is sent to Accounting and a copy filed by State. 4.3 Cable Assemblies / Tape & Reel Microwave Components makes custom cable assemblies for customers as requested. These parts are taken from stock per the assembly s BOM and shipped out to our assembler. QA or their designated inspector shall inspect those parts to ensure they match the BOM requirements prior to shipment. These cables are not offered under AS9120A Customers also request parts to be placed on a reel. In these situations, the parts needed are pulled from stock and prepared for shipment to the tape and reel service. QA or their designated inspector shall inspect those parts to ensure they match the BOM requirements prior to shipment. A copy of the purchase order for the Tape and Reel service shall be available to warehouse / inspection personnel along with the customer sales order to ensure that all the information is accurate and matches the parts that are being sent out / requested. Parts are verified as correct during receiving inspection. Tape and reeled parts are not altered or manipulated in any way. Revision: 26 Date: January 14, 2014 Page 5 of 8

6 4.4 Storage, Handling and ESD (AS9120: 6.4, 7.5.5(c, d)) Parts requiring ESD protection are: i Stored in anti-static bags ii Are always packed and counted at the ESD table in accordance with the ESD documentation procedure # All other parts are handled with care but do not require ESD protection. 4.5 RMA and Quarantine (AS9120: 8.3) All parts returned on an RMA are to be placed in the quarantine area until the material review board (MRB) has determined its designation The MRB shall consist of both the QAM or his representative and the MR or his representative All parts of the same date and/or lot code shall be subject to the same findings as any parts returned on an RMA and shall also be placed in quarantine but shall be also marked and kept separate from the original returned parts. Stock parts found to be non-conforming shall be placed in Vendor Quarantine per paragraph of this document If the MRB determines that the questionable parts are the result of a physical or manufacturing or design defect, then the manufacturer shall be contacted and an RMA requested. In the event that the manufacturer does not want the damaged product returned, the items will be clearly marked as scrap until rendered unusable and disposed of. NOTE: MCI has no authority to rework or repair product If the MRB determines that the questionable parts are the result of a customer error then the parts may be returned to stock and a restocking fee may be applied depending on the total circumstances If the MRB determines that the questionable parts are the result of an internal Microwave Components error then the questionable parts may be returned to stock with no restocking fee applied and a CPAR shall be generated to rectify the internal mistake that was made The remaining stock of the questionable parts shall be inspected for similar defects and / or damage. 5.0 Quality Records Record Name Responsible Person Location Index method Minimum Retention Revision: 26 Date: January 14, 2014 Page 6 of 8

7 Daily Receiving Report WM Warehouse folder By date 7-yr Packing slip / C of C Accounts Accounts Office By PO # 7-yr Manager Test records WM Warehouse file By PO # 7-yr Expedite report Accounts Ongoing report Not filed N/a Manager Outstanding Orders WM Ongoing report Not filed N/a White Invoice Order Entry Asst To customer Not filed N/a Yellow Invoice Order Entry Asst Closed Order file By customer 7-yr Green Invoice Order Entry Asst Tax file By state 5-yr ESD Log WM ESD Table By date 3-yr Shipment Sign Off Sheet QAM With each order By Sales Order On-going Shipment Sign off training QAM Shipping Area N/A On-going 6.0 Change History Revision Date Description of Change Level /04 Initial release 2 04/22/05 Added note /14/05 Corrected Para & /25/06 Corrected Para /29/06 Corrected Section 4.2 (Changed WM to Warehouse Personal various Para s) 6 06/21/06 Updated Section & (added QA signoff for Cert. Of Comps.) 7 04/26/07 Corrected Para &4.2.6 (CPAR # 15) 8 08/26/08 Added item iv to Para (Receiving) (CPAR #26) / Specified retention of 7 years for test data 9 09/05/08 Added References to AS9120 standard /10/08 Added Para referring to MCI cable assy s not AS9120 certified 11 10/02/08 Added Para (re-number) performing a parts count back 12 11/20/08 Revised Para to cover what to do with incomplete parts. Revised Para to include rendering scrap parts unusable /11/2009 Revised Para to cover adding assy procedures to the order. Revised Para to address CPAR #28 last check for signatures / correct parts 14 05/20/2009 Added paragraph to cover the addition of the Or Before order bin. Added paragraph to instruct the Warehouse personnel to check said bin /25/2009 Modified Paragraph to cover using the new Shipment Sign Off Sheet 16 08/04/2009 Modified Paragraph to cover new method of count backs 17 10/07/2009 Modified Paragraph to clarify the sign off procedure and cover qualified sign off personnel. Created Shipment training / sign off document /05/2010 Modified Paragraph to ensure that Warehouse Personnel include an MCI C of Revision: 26 Date: January 14, 2014 Page 7 of 8

8 C with an order which calls for a MFG C of C /03/2011 Modified Paragraph changing Order Entry Assistant to PMA. Modified Paragraph changing Warehouse Manager to Order Entry Assistant. Modified Paragraph changing Warehouse personnel to Order Entry Assistant Changed Paragraph to reflect the changes brought forth by CPAR #44. Changed Paragraph to clarify the vendor quarantine procedure 20 09/20/2011 Modified Paragraph 4.1.2, , 4.1.4, for the AS9120 Rev A upgrade 21 10/24/2011 Modified Paragraph to refer to the ESD documentation /30/2011 Added new section 4.3 to cover cable assemblies / Tape & Reel 23 09/13/2012 Modified: 4.1.2, , 4.1.4, to conform to the JEDEC standard. Added new section 4.4 describing packaging processes IAW the JEDEC standard 24 11/14/2012 Added a section describing the Packaging procedure per JEDEC standards 25 11/19/2013 Added a section describing counterfeit parts prevention /14/2014 Modified 4.1.4, to add more detail to the Shipping Tape and Reel procedure /14/2014 Removed reference to JEDEC standard and the section on packaging as it was no longer required. Clarification of outsourced processes: 4.3.1, Revision: 26 Date: January 14, 2014 Page 8 of 8