直接材料采购订单管理办法.doc

Management Instruction for Purchase Order of Direct Material 直接物料采购订单管理办法 Procedure程序 Work Instruction 作业指导书 Quality Plan 质量计划 Others 其它QSI Document Control Number QSI 文件控制编号 FCW-14-02-02-02Revision 版本 03Original Date撰写日期 2008-09-12Revised Date修订日期 2010-09-06Classification分类: Confidential机密 Internal Use内部使用 Public Use公开使用Page 7 of 71.0 Purpose 目的:To guide and standardize the release, follow-up and deliverable of purchase order of direct material in BFCEC. 指导和规范BFCEC工厂内的直接物料采购订单的发布，跟踪和交付。2.0 Scope 范围:Be Applicable to management of purchase order of direct material in BFCEC.适用于BFCEC工厂使用的直接物料的采购订单管理。3.0 Responsibilities 职责:3.1 Material Planner is responsible for submitting purchase requisition, creation and release of PO, tracking the changes and cancellation of PO, coordinating the whole process of PO delivery. 物料计划员负责提出采购申请，负责采购订单的创建和发布，跟踪采购订单的变更与取消，协调订单交付的整过程。3.2 Material Supervisor is responsible for release manual purchase order and revised purchase order.物料计划主管负责下达手工订单以及修改订单。3.3 Production Planner is responsible for production plan creation, change management, planning coordination and material receiving plan adjustment.生产计划员负责生产计划的制定及变更处理，参与计划和调整物料到货计划。3.4 Logistics Specialist is responsible for material maintenance in warehouse and the conveyance in or out factory.物流专员负责材料在仓库的保管，工厂内外的运送。4.0 Definitions 定义:4.1 Sourcing Agreement: frame contract for annual purchase signed by Sourcing Specialist and suppliers.采购协议：采购人员与供应商签订的年度采购框架协议。4.2 Direct Material Delivery Agreement: the agreement signed with vendors yearly直接物料供货协议：与供应商签订的年度直接物料供货协议。4.3 OTD：On Time Delivery, the performance of vendors deliveryOTD: 准时交付率，用于考核直接材料供应商的订单供货情况。5.0 Work Instruction Steps 作业指导步骤:5.1 Check information before releasing orders 在下订单过程中对相关信息的审核5.1.1Check part price and planning master data审核零件价格单数据和计划主数据Material planners use menu 1.4.8 to check whether master data is complete or not, menu 1.4.4 to check whether parts status is active or new and menu 1.10.2.2 to check whether parts price is available or not. If master data has issues, notify the key users to maintain it in QAD (PE, Sourcing, material plan, warehouse and finance). If price has issues, notify sourcing to maintain it in workflow. 物料计划员通过菜单1.4.8查看主数据是否完整，菜单1.4.4查看物料状态是否是激活状态，菜单1.10.2.2查看是否存在有效价格；如果主数据存在问题，立即通知相应主数据电子流关键用户（产品部、采购部，物料计划，仓库以及财务部）维护对应信息；如果价格存在问题，立即通知采购员在电子流中提交价格维护申请。5.1.2 Check MRP running is ok or not 查看MRP运算是否正常Material planner use menu 23.16 to check below information is ok or not: MRP running, demand, safety stock, SPQ and MOQ. If the demand is abnormal, notify customer planner to revise forecast/sales order, production planner to revise work order. If the safety stock is not reasonable, notify material planner supervisor to revise it. If the SPQ is not reasonable, notify package engineer and material plan supervisor to revise it.物料计划员通过23.16检查MRP运行的结果是否正常：需求是否准确，安全库存以及最小包装量是否合理。如果需求异常，通知客户计划团队修正预测/销售单，生产计划员修正工单；如果安全库存设置不合理，通知物料计划主管修正；如果最小包装量异常，获得包装工程师支持，最后由物料计划主管修正。5.1.3 Clean No-Useless Data in QAD System清理QAD系统垃圾数据Material planner should delete issued PR on the day of releasing PO. Use menu 5.2.17 to check whether PR is still open or not. material planners decide what action they expect: cancel or expedite PO. 物料计划员下单当天将问题PR清除，菜单29.1.5.3；并不定期在菜单5.2.17中，检查是否有未转出PO的PR；核对过期订单，确认过期订单是否需要删除或延期， 5.2 Purchase Order Generation 采购订单的生成5.2.1 General Lead-time Purchase Order Generation一般周期采购订单的生成5.2.1.1 Purchase Requisition and Purchase Order Generation 采购申请单/订单的生成After customer planner adjusts forecast/SO and production planner adjusts WO, material planner starts to release PO weekly.PR is firmed in menu 29.1.5.2, released in menu 29.1.5.4 and transferred to PO in menu 29.1.5.18.15. After PO is transferred from QAD to SRM, material planner prints PO and hand over it to approver for signature. After approved, the PO can be published to vendors and paper PO should be filed. 每周在客户计划员调整预测和生产计划员调整工单后，物料计划员开始每周一次的直接物料的订单下达，通过菜单29.1.5.2将PR转出，然后在菜单29.1.5.4将PR释放，通过29.1.5.18.15中将PR转化成PO。当PO自动从QAD同步到SRM系统后，通过SRM打印订单，然后交与审批人和批准人签字，审批通过后将纸质订单归档保留，并在SRM系统中发布订单。5.2.1.2 采购订单的审批 Purchase Order ApprovalIf the order value is equal to or less than 500,000 RMB and planning manager approves it directly. If the order value is larger than 500,000 and equal to or less than 15,000,000 RMB, planning manager approves it first and MAT & IT Director approves it secondly. If the order value is larger than 15,000,000 RMB, the approval should follow below order: MAT & IT Director, Finance Controller, Finance Director, Deputy General Manager and General Manager.对于货款价值人民币小于等于五十万的订单，计划经理直接批准；货款价值大于人民币五十万小于等于一千五百万的订单，需要先由计划经理审批，再由材料计划总监批准；对于货款价值人民币大于一千五百万元的订单，需要先由材料计划总监,财务长,财务总监审批，再由副总经理和总经理批准。5.2.2 Direct Material Purchase Request from Un-planning Purchasing 非生产计划的直接物料采购5.2.2.1 When there is purchase request for direct material from non-planning Dept, applicant fills in Direct Material Purchase Request, and submits to application Dept Director and Finance Director for approval.当非生产计划部门有直接材料的采购需求时，采购申请人填写直接材料采购申请单，申请部门总监和财务总监批准。5.2.2.2 After Purchase Request for Direct Material is approved, the requestor hands over it to material plan supervisor. Material plan supervisor is in charge of creating PO in menu 29.1.5.7 and keeping files.直接材料采购申请单获得批准后，采购申请人把单据递交给物料计划主管，物料计划主管根据申请单内容在QAD系统中下达订单，菜单：29.1.5.7，申请单由物料计划主管保存归档。5.2.2.3 The related material planner is in charge of printing PO and dealing with the approval (same as 5.2.1.2), publishing PO to vendors in SRM.相应物料计划员负责该订单的打印、交与相应领导审批（同一班采购单审批5.2.1.2），最后在SRM上发布订单。5.2.3 Material Shortage Report 缺料分析The specified material planner is in charge of making the summary and analysis of material shortage for daily production, co-operates with production planner in order to ensure production successfully. Monthly the material planner makes last month material shortage report and keeps files.每天专门的物料计划员负责对已排产工单进行缺料信息的汇总和分析，并与生产计划员沟通协调以保证工单的顺利释放和执行；保留汇总分析数据，在月初制作上个月的月度物料分析报告。5.3 Purchase Order Change/Cancel/Urgent Release采购订单的变更/取消/紧急下达5.3.1Purchase Order Change 采购订单的变更5.3.1.1 Delivery Date Change 到货时间的变更 Monitoring overdue PO monthly and adjust POs due date.每周监督过期订单，根据需要将交付日期调整至建议日期。5.3.1.2 Price and Terms Changes 价格和采购条款变更When Material Planner receives notice of price and purchase terms change, evaluates whether the change affects the delivery date and Production Planner signs to confirm. 当物料计划员收到采购员的价格变更需求的通知，根据采购提出的需求对订单进行相应的调整。5.3.1.3 Quantity Changes 数量变更If the direct material demand decreases due to customer, material planner needs adjust order quantity.由于客户原因导致需求降低，需物料计划员调整其订单数量。If quantity is increased, Material Planner creates new order and increase on original purchase order is prohibited.当要求采购数量增加时，则按照新订单创建方式重新下单，不允许在原有采购订单上增加数量。5.3.1.4 Engineering Change 工程设计变更When receiving engineering change notice, Material Planner checks all the affected orders and reports BFCEC and supplier inventory according to the effective date of engineering change.当物料计划员接到工程设计变更通知，根据生效日期检查所影响订单，检查并报告在BFCEC和供应商处的库存。5.3.2 Purchase Order Cancellation 采购订单的取消 5.3.2.1 Cancellation Request from Supplier 供应商提出取消申请If purchase order cancellation is requested by supplier, Purchase Dept to resolve the supply issue and to provides the earliest arrival date of new supply.如果供应商提出取消采购订单要求，采购部负责人处理货源问题，并由采购部提供新货源最早到货日。 5.3.2.2 Cancellation Request from BFCEC BFCEC提出取消申请If purchase order cancellation is requested by BFCEC due to customer reason, Material Planner contact with supplier for order cancel. If supplier does not accept the cancellation, Material Planner reports to Material Planning Supervisor and Production Planning Supervisor to find solution.如果由于我公司客户原因，提出采购订单取消申请，物料计划员需与供应商协商能否取消订单。如果供应商不同意我公司的取消要求，物料计划员上报计划经理和采购经理，内部协商处理或由客户承担相关费用。5.3.2.3 Cancellation in QAD System QAD系统采购订单的取消Material Planner Supervisor cancels Standard Purchase Order or changes the delivery schedule of Supplier Schedule Order in QAD system.物料计划主管在QAD系统中取消标准采购订单的送货计划。5.3.2.4 If the delivery date realized by normal shipping module can not meet production requirements, Material Planner calculates the cost for fastest shipping and reports to Customer Order Specialist. Customer Order Specialist communicates with customer on the payment of extra shipping cost due to urgent order. If the urgent purchase is due to purchase plan miss, maintenance the Freight Request for Urgent Material, and Material Director reviews and approves the extra shipping cost.如果正常运输模式下的采购交期无法满足生产需求，物料计划员核算最快运输成本，并反馈给客户订单管理员，由客户订单管理员和客户沟通承担加急订单的额外运输费用。如果由采购计划遗漏引起的加急采购，填写加急材料运费申请单，物料总监审批额外的加急运输费用。5.3.3.5 Material plan supervisor keeps the record of each urgent freight.物料计划主管对每笔加急运费做记录归档5.4 PO Receiving 采购订单收货5.4.1 Purchase Order Confirmation 确认采购订单 After purchase order is released in SRM system, supplier needs to confirm the PO in SRM with 24 hours.物料计划员在SRM系统发布物料采购订单后，供应商须在SRM系统中针对订单在24小时内确认回复。If the delivery date proposed by supplier differs from companys requirements, but it is acceptable, Material Planner inform material supervisor to revises delivery date in QAD and updates PO in SRM after approved by Planning Manager. If the proposed delivery date can not meet production requirement, Material Planner notifies Customer Order Specialist to negotiate with customer for a new confirmed delivery date, then enters the new delivery date into QAD system. 如果供应商确认的交货期与我方要求的不一致，若我方能接受，物料计划员告知物料计划主管在QAD中重新维护交货期，并在SRM中更新采购订单。若不能满足生产订单的需求，物料计划员需通知客户订单管理员和客户协调新的交货日期，物料计划员重新根据协商一致后的采购订单在SRM中发布给供应商。5.4.2 跟踪订单完成情况Every day material planner tracks direct material delivery and reply the MRD through the check list.每天通过指定物料计划员所发布的核料表，物料计划员回复需求料齐时间并跟踪订单完成情况。5.4.3 Goods Receipt 货物接收For direct material receipt, refer to Material Receiving Management Instruction. After warehouse receives goods, material planner can check the information change in SRM. If the received quantity is more than quantity on delivery note, material planner asks the vendors action: free gift or making additional delivery note to receive the excess goods or rejecting excess goods. If the received quantity is less than the quantity on delivery note, warehouse will use actual delivery quantity to receive. The excess quantity on delivery note will be open for next time appointment.关于物料的清点收货，参见收货管理办法。在仓库收到货物后，物料计划员会在SRM系统看到更新后的订单信息。当实物数量和送货单数量不一致，如果实物数量多于送货单数量，物料计划员与供应商沟通是否可以免费赠送：若免费，物料计划员需申请计划外出入库单来收货，如果不能免费，供应商补做送货单来收货或者拒收退回；如果实物数量少于送货单数量，仓库收货人员按实物数量收货，剩余送货单/订单数量，供应商可在下次预约发货。5.5 PO Payment 采购订单付款5.5.1 After receiving or picking up, vendors can make the invoice application in SRM. After finishing application, send the printed invoice detail as well as formal invoice to payable account.收货或领用后，供应商可在SRM上预约发票申请，完成提交后打印发票明细单与正式发票一起寄给应付会计。5.5.2 For oversea vendors payment, material planner provides the PO, the receipt, invoice and payment request to finance department. 国外供应商的付款，由计划员做好三单匹配以及请款单交予财务付款。5.5.3 About detail information of direct material PO payment, please see Direct Material Account Payab