sop of return process

RETURN PROCESSMazak Optonics Corporation- Parts Department

Return Process

MAZAK OPTONICS CORPERATION

Return Process Guide

Mazak Optonics Corporation2725 Galvin CourtElgin, IL 60124

Phone 847.252.4500

Table of Contents

The Return Process…………………………………..…………….1How to Verify the Return............................................................2How to Scan the Paperwork......................................................3How to Attach the Scanned Document to the System………….3How to Print the Picking Ticket..................................................6How to Add a Tracking Number to Paper Trail..........................7How to Find the Paperwork………………………………………..8

What to do when there's no folder…………………………………….9How to Post an Item Transfer Entry…………………………..…10How to Copy the Transfer………………………………………..16How to Create a Batch Report…………………………………..18

What is a Batch?............................................................................19How to Move the Batches………………………………………..20How to Conclude the Return Process…………………………..22For Cores…………………………………………………………..22Log………………………………………………………………….23

The Return Process

The Return Process is when we receive original service orders (SO). SO’s come from when the engineer arrives at the customer’s facility. He/she figures out what parts they need, and then they send back all the unused/unwanted parts.

Mike Chase- Western &

M A Z A K O P T O N I C S C O R P O R A T I O N

How to Verify the Return 1. Once the returns have arrived, place the package on cart #1 Figure 1.1

2. Open boxes to verify the return

a. Make sure it’s unused, part numbers & serial numbers match, and must match with the packing/label and part if unused

3. Anything wrong (missing paperwork, part appears wrong/used)?

a. Put on corresponding supervisor’s shelf Figure 1.2

4. Stamp date received on the FSIPO (Paper that comes with the package labeled, “Field Service Interim Parts Order”), make sure the marked parts on the FSIPO are back

5. Write tracking number and type of shipping

a. FC- Account numbers ending in 93, 94, and 95-belongs to Mazak

b. PPA/PP: Anything else

6. If part returned is used and FSIPO shows core value

a. You must record the core serial number and part model on the FSIPO

b. Provide a copy of the FSIPO to Rick if regular

i. If it’s under warranty, you must provide a copy to the service supervisor

7. If you receive a core, refer to page 21

How to Scan the Paperwork1. Select Scanner

2. Select Folder

3. Select Parts

1

Figure 1.1

Figure

Gary Goetz- Eastern Region

Mike Henson- Southeastern

Alex Dawson- Midwest

Cart 2 Cart 3


4. Select Send File Type/Name

5. Select File Name

6. Type SO #

7. Select OK

8. Hit start button

9. Select MOC PUBLIC drive

10. Select Scanned documents

11. Select Parts (Scanned paperwork should be here cut and paste recent scanned FSIPOS to your personal drive)

How to Attach the Scanned Document to the System

1. Open GP Figure 3.1 Steps 1-4

2. Select Transactions

3. Select Sales

4. Select Sales Transaction Entry

5. Under, “Type ID,” select order Figure 3.2 Steps 5-8

6. Type SO # (Document number)

2

Figure 1.3

Figure 3.1


7. Click the TAB button

8. Next to the document number, click on the page icon

9. When a new window pops up Figure 3.3

a. Type what you did (Attached paperwork)

b. Type your name

c. Type the date

d. Click the paperclip icon

10. When another new window pops up Figure 3.4 Step 10a-b

a. Select Edit

b. Select Insert/New Object

c. Select Create from File Figure 3.5 Step 10c-j

3

Figure 3.2

Figure 3.3


d. Select Browse

e. Search for where you saved the file from step 11 under, “How to Scan the Paperwork” (Should be saved in your personal drive)

f. Select and open

g. Select “Display As Icon” box

h. Select OK

i. Select File

j. Save and close

11. Repeat for every FSIPO received

4

Click Save

Figure 3.4

Figure 3.5


How to Print the Picking Ticket1. Open the Document that just loaded Figure 4.1

2. Print the Picking Ticket

a. Select File

b. Select Print

c. Select Save

d. Select Picking Ticket

e. Select Print

f. Select OK

3. Match the picking ticket with parts going back to stock and mark it down

4. Grab parts from cart 1 and place them onto cart 2

5


How to Add a Tracking Number to Paper Trail1. Add tracking number to the paper trail

a. Go to Public Drive

b. Select Parts Folder

c. Select Parts and Service

d. Select FSIPO Paper Trail document

e. Select, “FSIPO PAPER TRAIL” Document

f. Search for SO # Figure 5.1

i. Find and Select

ii. Type in SO #

iii. Click Find Next

g. Type the matching Track number with its SO

h. Save & Close

6

Figure 4.1


How to Find the Paperwork1. Go to FSIPO page

2. Go by the Alert Incident Number

3. Look in folder on table and get the original picking ticket Figure 6.1

4. Look for SO # in filing cabinet Figure 6.2

7

Figure 5.1

Figure 6.1

Figure 6.1

Figure 6.2


What to do When There’s No Folder1. Go back to GP

2. Select Microsoft Dynamics GP Figure 6.4 Steps 2-11

3. Select Smart List

4. Select Sales (1)

5. Select Alert Incidents-Open

6. Select * (2)

7. Select Column Name

8. Select Alert Incident Number (3)

9. Select OK

10. Select Value-Alert Incident Number

11. Select OK

12. Grab Alert Incident sheet

13. Record Alert Incident number

14. Record SO #’s on the computer screen

15. Mark Batch Status

16. Look for picking ticket in filing cabinet Figure 6.3 Step 16 & 17

17. Mark folder with incident number

Figure 6.4

8

2

Figure 6.3

3


How to Post an Item Transfer Entry1. Open GP


3. Select Inventory

4. Select Transfer Entry


6. Select Inventory

7. Select Series Post

8. Type the Order Number (1) Figure 7.1 Steps 8 & 9

9. Click the blue button labeled Batch ID in the series pose (2)

9


10. Type the SO #

11. Under frequency, change from “Misc” to select “single use” (1) Figure 7.2 Steps 11 & 12

12. Type today’s date for posting date (2)

13. Hit Post (You’ll have to hit cancel three times for it to disappear)

14. Save and close

10

Figure

1 2

12Figure


15. Now back to the original window, select the date that was stamped

16. Move the parts from cart 2 to cart 3

a. Refer to Figure 1.1

17. Go grab the copy of the transfer printed out and attach it to the rest of the paperwork

18. Reverse the “from” and “to” lines (1) Figure 7.4 Steps 18-20

11

Figure


19. Under from site, change the number of parts that came back and hit TAB

20. Manipulate Quantities

a. Change quantity and hit TAB (2)

b. A new window should pop up Figure 7.5 Step 21, 23, 26 & 27

21. Near the space labeled, “From,” click the magnify glass icon (1)

22. Click Select Figure 7.6 Steps 22, 24

23. Select the magnify glass icon next to To Bin (2)

24. Select the location it will go back to Figure 7.7 Steps 24, 25

a. Most likely the location with the most parts

25. Click Select

26. Select Insert

27. Select OK

12

1

1

2


28. Repeat Steps 19-27 for all the parts

13

Figure

7.5

Figure

1

2

Figure

7.7

Next


29. After hitting the TAB button, you will find the bin location you want to return the parts to

30. Choose the correct location (1) Figure 7.5 steps 30-33

a. Can confirm location with the original picking ticket if you’re unsure

31. Hit the Insert button (2)

32. Hit OK (3)

33. Must repeat for all parts being returned

How to Copy the Transfer1. You need the copy of the transfer to prove they are returned and

located to the right bin Figure 8.1

a. Select File

b. Select Print

c. Select Save

1

2

3

Figure 7.5

14


d. Select OK

e. Delete batch ID after you save it

How to Create the Sales Transaction Entry

1. Switch Type ID to “order” Figure 9.2 Steps 1-6a, 9, & 12

2. The document number is the SO #

3. Hit TAB

4. Switch Batch ID to corresponding batch

Figure 8.1

15


5. Switch Default Site ID to the customer’s ID

6. Repeat last step for all the parts Figure 9.1 Steps 6b-8

a. Click the blue arrow (1) Figure 9.1

b. Change the Site ID from “SC” to the customer’s ID (2) Figure 9.2

c. Click next and repeat for remaining parts (3) Figure 9.2

7. Leave it as SC for non-inventory and case deposits

8. Hit Next

9. Change the quantity invoice

10. Change the number of parts being canceled/returned

11. Repeat the last step for all the parts

12. Click User Defined

13. Type the tracking number

14. Select OK

15. Select Save

Figure 9.1

16


How to Create a Batch Report1. Go to the GP homepage

2. Click Microsoft Dynamics GP

3. Click Smart List Figure 10.1

4. Select the Sales Folder

5. Select Sales Transaction Folder

Figure 9.2

Figure 10.1

51

4

6

32

7

17


6. Select SO orders after 11/02/14 (All Batches)-ND (Wait until the process says completed)

7. Click the Excel Icon

What is a Batch?1. OUT4SVC- Order was picked and shipped out

2. OUTFSECOMPLETE- Service and field service engineer is done fixing the machine

3. PARTSDONE- The parts are back on to Mazak

4. Must have paperwork and FSIPO

5. OUTDONE- Labor is already added to the order

6. OUTDONE/NF- Labor is added but parts department is missing the FSIPO in order to invoice

Figure 10.1

18


7. OUTDONE/LP- We have a copy of the FSIPO but the parts are not back yet (See 20 days invoicing policy)

8. PARTS/SVCDONE- The order is complete labor. Travel and parts are already added/cancelled correctly to the order

How to Move Batches1. Highlight/Select everything in Excel

Figure 12.1 Steps 1-4

2. Click Insert

3. Click Pivot Table

4. Click OK

5. Make sure Report Filter lists Batch Number Figure 12.2 Steps 5-7

6. Make sure Values lists the sum of the document (Select Document Date)

7. Make sure the Row Label lists the Alert Incident Number, Document Date, States, SOP Number, Customer Name, and Customer PO Number

8. Click Insert Figure 12.3 Steps 8-11

9. Click the Header & Footer Icon

10. Click on Header and Footer in top left

Figure 12.1, 12.2, 12.3, & 12.4

Figure 12.1

19


11. Click pre-made option or insert header with your name, the page number, then the date

12. Click arrow by, “All,” and click what report you want to run Figure 12.4 Steps 12-22

13. Select OK

14. Select File

15. Select Save as

16. Select Public drive

17. Select Parts

18. Select Parts and Service

19. Select Batch

20. Save file name as the current year, month, and day (I.e.: July 13th

2016 as 160713)

21. Save

Figure 12.2

Figure 12.3

20


22. Print Figure 12.4

How to Conclude the Return Process1. Look for folders

a. If you have the paperwork, you can do everything again

2. Go to sales transaction

a. OUTFSECOMPLETE 2 parts done

b. OUTDONE 2 parts done

i. Can be moved

3. Put back into stock, and you’re done!

For Cores1. Click on Part in Sale Transaction

2. Bring parts list down

3. Select part core that it will apply to

4. Go to mark down section

Figure 12.4

21


5. Click the blue arrow next to it

6. Make sure the percent is highlighted and type the value of the CORE

7. Select OK

Document Revision History for: The Return Process

8/8/2016 Sarah Oshana Developed Manual

22


Date Author Change Description

23

sop of return process

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