RH-MSP-02 - Contract Review - 2009-05-28 v1-0.doc

Document No.RH-MSP-02Issue:1Amendment:APage:15 of 15Date:28/05/2009 PROCEDURE TITLE: CONTRACT REVIEW 程序标题：合同复审 PROCEDURE NUMBER: RH-MSP-02程序编号：RH-MSP-02AMENDMENT修订DATE日期DESCRIPTION说明REVIEWED复核APPROVED批准A28/05/2009New Issue新签发G. TrainorJ. Searle PROCEDURE FOR CONTRACT REVIEW 合同复审程序1.PURPOSE目的To establish and maintain a system for ensuring all customers tender documents and enquires are adequately reviewed prior to preparing and submitting quotations.建立并维持一个体系，用以确保在准备和提交报价前，所有用户的投标文件及询盘都能够得到充分的复审。To establish and maintain a system for reviewing customer orders prior to acceptance of work.建立并维护一个体系，用以在工作验收前复审客户的订单。To establish and maintain a system for initiating and planning work after the awarding of contracts or the acceptance of customer orders.建立并维护一个体系，用以 在签订合同或接受客户订单后启动并计划工作。2.SCOPE范围This procedure applies to activities involved in the preparation of tender bids for contracts through to acceptance of the order.该程序适用于从准备合约招投标到接受订单过程中所涉及的活动。3.REFERENCES参考文件Nil无4.DEFINITIONS定义4.1TENDER: 投标:This shall mean a package of information relating to product which a customer requires and on which RYCO Hydraulics have been asked to quote with a view to carrying out such work. 即为一个信息包裹，是有关客户所要求的、且已要求莱科就进行此类工作进行报价的产品。4.2CONTRACT: 合同This shall mean a package of information relating to work which RYCO Hydraulics have been asked to carry out, and for which an order has been placed on RYCO Hydraulics. 即为一个信息包裹，是有关已要求莱科实施、且已下订单给莱科液压的工作任务。4.3 NON-STANDARD PRODUCT: 非标准产品Any product that is not listed in the standard RYCO Hydraulics product catalogue. 任何未列入莱科液压标准产品目录中的产品。4.4EMSEnvironment Management System. 环境管理体系4.5 OHS (MS)Occupational Health and Safety (Management System). 职业健康安全管理体系4.6EHSEnvironmental, Occupational Health and Safety. 环境、职业卫生与安全。4.7HSECHealth, Safety, Environment and Community. 健康、安全、环境与社区。5.RESPONSIBILITIES责任5.1 SALES MANAGER OR NOMINEE销售经理或被指定人The Sales Manager or nominee is responsible for: 销售经理或被指定人员负责内容：(a)Monitoring sales activities within the RYCO Hydraulics / RYCO HOSE organisation. 监控莱科液压设备/莱科软管组织机构内的销售活动。(b)Ensuring Quotation Files are effectively maintained amongst each sales branch. 确保报价文件在各销售部门之间得到有效保留。(c)Resolving any queries with the customer or sales staff on any aspects of a quotation. 解决顾客及销售员工对报价单任何方面的任何疑问。 (d) Reviewing major tenders before submission and reviewing contracts or orders if awarded. 在主要投标文件提交前进行复审，并在签订合同或订单后进行复审。(e)Monitoring and/or maintaining customer account structure details. .监控并/或保留顾客账户结构的详细资料。5.2SALES REPRESENTATIVE销售代表Sales representatives are responsible for: 销售代表的负责内容：(a)Preparing quotations. 准备报价单(b)Sending a quotation to the customer (if required). 给顾客发送报价单（如需要）。(c)Resolving queries with the customer on any aspects of the quotation. 解决顾客对报价单任何方面的疑问(d)Reviewing tenders and contracts/orders if awarded. 审核投标文件并在中标后审核合同/订单。(e) Documenting details for processing of order. 为订单处理编制详细文件。5.3CUSTOMER SERVICE SALES STAFF客服销售员工Customer Service sales staff are responsible for:- 客服销售员工负责内容：(a)Quoting prices to customers if requested as listed in the computer database or price list. 以电脑数据库或价格表为依据，为提出要求的客户提供参考价格。(b)Documenting the order for customer verbal orders. 为客户的口头订单编制订单文件。(c)Reviewing stock available against order if required. 在需要情况下根据订单检查可用库存。(d) Generating the Picking Slip. 生成提料单(e) Generating the Invoice. 生成发票5.4SALES DIRECTOR销售总监The Sales Director or his nominee shall review tenders and contracts for non-standard products. (ie: non stock items) 销售总监或指定人员须复审非标准产品的招标文件及合同。（如：非库存产品） 6.PROCEDURE程序6.1 INITIAL ENQUIRIES初步查询An enquiry from a prospective customer for the supply of hydraulic hose, fittings or ancillary products may be received by means of telephone, facsimile, e-mail, letter or at the Sales Counter. 潜在客户对供应液压软管、配件或辅助产品的查询可以电话、传真、电子邮件或销售柜台的方式接收。Should a quotation be required, all appropriate information shall be collected and prepared by the Customer Service / Sales Department. 如要求报价，客服及销售部门须收集并准备所有适当的信息。6.2 STANDARD PRODUCTS标准产品The Customer Service / Sales Department shall undertake preparation of quotations for standard products. The Customer Service / Sales Department shall: 客服/销售部门负责准备标准产品报价的工作。客服/销售部门需完成：(a)Review the Tender requirements and ensure the company has the capability to supply审查投标要求并确保公司有供应能力。(b)Resolve any queries or difficulties with the customer and document the resolution. 解决客户的任何疑问及困难，并编制解决方案文件。(c)Document the minutes of any internal meetings regarding the quotation. 编制内部有关报价的任何会议的记录。(d)Submit a quotation based on the standard prices, which are stored on the computer database. 根据计算机数据库中存储的标准价格提交报价单Refer to work instruction “Procedure for Processing Customers Orders for further order processing details.更多订单处理细节，参看工作指导“处理客户订单程序”。6.3 NON-STANDARD PRODUCTS非标准产品Requests for quotations for non-standard products shall be brought to the attention of and undertaken by the Sales Director or his nominee. Tender review for non-standard products shall include, as appropriate, review of:- 对非标准产品报价的请求，须得到销售总监或指定人员的关注并由其负责。非标准产品的投标审查，适当情况下，须包括对以下各项的审查：.Drawings图纸文件.Off tool samples工装样件.SAE or other specification requirements SAE 或其他技术规格要求.Testing of prototypes产品原型测试.Commercial considerations商业上的考虑Tender review shall be documented and form part of the quotation file. 投标文件审查须编成文件并构成报价文件的一部分。6.4 ORDER/CONTRACT REVIEW订单/合同复审Where an order is received by telephone or at the sales counter, sales staff shall complete an order form. 当订单是通过电话或在销售柜台接收时，销售人员须填写订单表格。Upon receipt of a contract or order the Internal Sales / Customer Service Department shall conduct an Order/Contract Review. 收到合同或订单后，内部的销售/客服部门须进行订单/合同审阅。If the contract has been awarded after submission of a quotation the Customer Service / Sales Department shall review the order/contract to ensure the quotation details are as per the relevant account details as listed in “AA05”. A review of the prices listed on the order shall be conducted. Should there be any discrepancies or queries, then the personnel responsible for the quotation (or the Sales / Customer Services Manager) shall be consulted for clarification. 如果在提交报价后已签订合同，客服/销售部门需对订单/合同进行复审以确保报价单的详细资料与在“AA05”中列出的相关账目详细资料一致。对订单所列价格须进行复审。如果有任何不符或疑问，须同负责报价的人员（或销售/客服经理）咨询以澄清。The review may also consider as appropriate:- 对以下内容，也可适当进行复审工作：(a)The availability of the required stock and delivery required. 要求库存的可用性以及要求的交付。(b)Relevant specifications, testing, or statutory requirements. 相关规程、测试或法定要求。(c)Referenced Standards and Codes. eg: SAE, AS; ISO, EN, DNV, ABS, MED etc. 参考的标准与准则，如SAE、AS；SO、EN、DNV、ABS、MED等。(d) Quality Plan requirements. 质量计划要求。(f) Customer specifications and associated drawings. 客户规程与相关图纸。(g) Customer requirements to EHS / HSEC management and performance客户对EHS / HSEC管理与绩效的要求Subsequent to the review, should any aspects of the customers order require clarification, they shall be discussed and resolved with the customer. The resolution shall be documented and form part of the quality records. Should any contract specific requirements require further clarification, the sales person shall refer the matter to the Sales Manager or nominee for review and authorisation. 进行复审后，如果客户订单的任何方面需要澄清，须与客户讨论并解决。解决方法须编制成文档并形成为质量记录的一部分。如果有任何特别合同要求须要进一步澄清， 销售人员须将此事告知销售经理或被指定人员并进行复审及授权。When the review has been completed, and accepted, the order / contract shall be processed as a picking slip by the relevant customer service staff. 当复审已完成并被验收时，订单/合同须作为提料单由相关客服人员持有。6.4.1 Planning制定计划After the awarding of contracts or acceptance of orders the Customer Service / Sales staff shall generate a picking slip and list any special instructions to ensure the customers requirements are met. 在签订合同或验收订单后，客服/销售人员须生成提料单并列出特别说明以确保符合客户要求。If required the Supply Chain Manager may be consulted for confirmation where special delivery conditions are required for standard or non-standard product. 如有需要，在对标准或非标准产品有特殊交付条件要求的情况下，可与供应链经理协调确认。 Should any items require backordering, these shall be listed on the invoice. 如有任何产品需要延迟订单，须列于发票上。The invoice is made up of 2 parts. 发票由2部分构成。1. Invoice for payment detail. 付款详情发票(Usually sent with the goods) （通常与货物一起发送）2. Packing list to accompany goods. 装箱单与货物放一起A Manual Packing Slip may be used when the computer processing system is not available. The information on the manual packing slip shall later be used to produce a computer-generated invoice, which is mailed to the customer. 当电脑处理系统不可用时，可使用手写装箱单。手写装箱单上的信息以后可用于制作电脑生成的发票，该发票将邮寄给客户。 6.4.2 Filing of Records记录信息档案整理All records associated with the contract shall be filed by customer name. These records shall form part of the Quality System Records and shall be retained for the minimum period as detailed in procedure No. RH-MSP-11 (Control of Quality Records). 所有与合同相关的记录须以客户名称存档。这些记录构成质量体系记录的一部分，并须按程序RH-MSP-11（质量记录控制）中所详细说明的最短时期给予保存。6.5 Order/Contract Amendment订单/合同 修订Should an Order/Contract amendment be required by a customer or RYCO, the personnel responsible for the original tender (if possible) shall be notified to review the amendment as per the guide lines specified in section 6.4 (Order/Contract Review). If required a new quotation may be submitted based upon the amendment. All affected departments shall be advised as required to ensure the amendment is implemented. All documentation relating to the amendment shall be filed with the original contract file. 如果客户或莱科要求进行订单/合同修订，须通知负责原始投标的人员（如有可能）根据第6.4节中规定的指导方针对修订进行复审。如有需要，可根据修订本提交一份新的报价。须根据要求通知到所有受影响的部门，从而确保修订本的实施 。所有与修订本相关的文件须与原始合同文件一同存档。 6.6 Customer Account Profiles客户账户信息Customers wishing to become RYCO account holders must complete an application for credit form and acknowledge the RYCO terms and conditions of sale. 希望成为莱科帐户持有人的客户必须填写信用申请表并承认莱科的销售条款与条件。RYCO administration staff shall then complete a trade reference check. If the trade reference check is acceptable, then an account number shall be allocated to the customer and logged in the computer database. 莱科管理人员须填写贸易背景调查。如果调查结果得到认可，可分配给客户一个账号，并录入计算机数据库中。The relevant sales person may then complete an account discount structure form and if required send a copy to the customer. This information is loaded into the computer database against the customer account number by administration staff. 相关销售人员可随后填写一个账号折扣结构表，且如果需要的话向客户发送一份复印件。该信息由管理人员按照客户账号录入计算机数据库中。The relevant customer profile forms as described above shall be maintained by the administration department and/or the Sales Manager or his nominee. 上述相关客户概况表格须由管理部门以及/或销售经理或指定人员保存。6.7 Customer Satisfaction 客户满意度Sales Staff shall liaise with customers and/or obtain customer feedback to monitor customer satisfaction levels. This may be achieved via direct consultation, phone calls, e-mail, facsimile