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EMCO ELECTRONICS Appr.

By :

Page No. 1 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

1.0 PURPOSE

To ensure that the customers requirements are well defined and


documented, differences if any are resolved, and capability exists to
meet the customer's requirements.

2.0 SCOPE

Applicable to all inquiries, quotations , orders and amendments,


received directly by H.O.or from respective Regional Offices for
EMCO ELECTRONICS products and their accessories.

3.0 REFERENCES

MK00 - 401 Format -"Verbal Communication Form"


MK00 - 402 Format -"Quotation Register"
MK00 - 406 Format -"Order Acknowledgement"
MK00 - 407 Format -"Proforma Invoice"
MK00 - 409 Format -"OA Register"
MKXX - 701 Catalogue -"Product Catalogue"
HS00 - 403 Format -"Packing Slip / Challan"
HS00 - 409 Format -"Invoice (Excise)"
HS00 - 411 Format -"Sr. No. Register"
MK00 - 403 Format -"Customer Satisfaction Survey Form"
MK00 - 411 Format -"Summary of On-Time Delivery"
MK00 - 412 Format -"Summary of Sales per Annum"
MK00 - 413 Format -"Summary of Quotation Response"
MK00 - 414 Format -"Summary of Orders Acknowledged
/ Ammended"

4.0 ANNEXURES :
Annexure A - Process Maps & Flow-Charts
Annexure B - Records Table
Annexure C - Guidelines
EMCO ELECTRONICS Appr. By :

Page No. 2 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Annexure A - PROCESS MAPS & FLOW-CHARTS

Process Owner : Process Controls : Process Goals (Targets) :


Ÿ Head Production Guidelines (Annexure 'C') Ÿ 95% on time delivery as per
comitted delivery
Ÿ 20% increase in Sales/annum
Ÿ 10 new customers/annum

Process Inputs : Process Name : Process Outputs :


Ÿ Customer Enquiry Contract Review Ÿ Quotation
Ÿ Purchase Order & Purchase Ÿ Order acceptance
Order Ammendment Ÿ Order ammendment acceptance

Process Verification : Process Resources (Means): Process Measures (Metrics) :


Ÿ Through Auditing and Ÿ Software for data generation Ÿ No. of units delivered on time
Process Performance Measures with respect to commited
deliveries (MK00-411)
Ÿ No. of units despatched/mth
(MK00-412)
Ÿ No. of new customers
EMCO ELECTRONICS Appr. By :

Page No. 3 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Enquiry & Order Processing

Receipt of Enquiry

Enquiry is revieved for clarity /

Sales Asst.
feasibility & clarifications
A1.1

obtained from customer if


required
Quotation

Ÿ Send Quotation as per


customer requirement
Ÿ Entry in Quotation Register
Sales Asst.

Quotation Register
Ÿ Enquiry kept in Pending File
A1.2

Customer Enquiry
till necessary clarification are
obtained MK00-402

Quotation Follow-up done


Sales Asst.

referring to Quotation Register Quotation


Quotation Register
A1.3

Registrer updated
& updation of Quotation
Register
MK00-402 MK00-402

Any Changes in offer are


Sales Asst.

communicated to customer in
A1.4

writing

Purchase No
Order Received
?

Yes
A
EMCO ELECTRONICS Appr. By :

Page No. 4 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Review of order for acceptability &

Sales Asst.
entry in OA Register / updation OA Register
A1.5

Customer
Purchase Order

MK00-409

Ÿ Ask for clarification


/required changes

Sales Asst.
No Ÿ Keep Order Pending
Order

A1.6
Acceptable ? in "Pending File" till
order in accepted /
rejected
Yes

Order Acknowledgment Sent to


Sales Asst.

Order
customer and copy to Production
A1.7

Acknowledgement

MK00-406

Any Review ammendment

Sales Asst.
Yes
for acceptance
A1.8

ammendment
received after
OA?

No
No
B
Acceptable?

Yes
Send acceptance of
Sales Asst.

ammendment in writing
A2.0

& OA Register updated


copy to Production

Ask for clarification / required


Sales Asst.

changes
A2.1
EMCO ELECTRONICS Appr. By :

Page No. 5 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Packing Slip /
B Challan

HS00-403
Order Executed as per
requirement ensuring items

Sales Asst.
Customer
packed are as per Packing Slip/
A1.9

Purchase Order Invoice (Excise)


Challan. Invoice (Excise) is
prepared & material despatched
as per Customer Order HS00-409

Serial No.
Register

Serial No. Register & OA


Sales Asst.
HS00-411
Register updated
A2.2

OA Register

MK00-409
EMCO ELECTRONICS Appr. By :

Page No. 6 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Annexure B - RECORDS TABLE

Sr. RECORD RECORD RECORD MAINTAINED RETENTION


No. REFERENCE DESCRIPTION LOCATION BY PERIOD

1. MK00-801 "Quotation" File : Sales Dept Sales Assistant 1Year (except


- Verbal Communication Form for Enquiries
(Enquiry related) (MK00-401) converted into
- Quotation orders which
other related correspondance. have been
accepted are
transfered into
the "OA File"
along-with
related papers)

2. MK00-802 "OA" File : Sales Dept Sales Assistant 3 Years


- Order Acknowledgment (MK00-406)
- Proforma Invoice (MK00-407)
- Invoice Excise (HS00-410)
- Verbal Communication Form
(order related) (MK00-401)
- Packing Slip (HS00-403)
Other Related Correspondence

3. MK00-803 "Pending File" :


- Pending Enquires ( from H.O. & ) Sales Dept Sales Assistant 1 Year
- Pending Orders ( Branch offices )
{Till clarifications are received
resulting into Quotation or order.}

4. MK00-901 "Quotation" Register : Sales Dept Sales Assistant 1 Year

5. MK00-902 "OA" Register Sales Dept Sales Assistant 3 Year

6. HS00-903 "Serial Number Register" (HS00-411) Sales Dept Sales Assistant Continuous
EMCO ELECTRONICS Appr. By :

Page No. 7 of 7
Doc No. MK00-201
DOC. TITLE : Procedure for Contract Review Issue No. 9
Issue Dt. 01-04-10

Annexure C - Guidelines

1 Verbal Communication form (MK00-401) filled where any information


discussed with customer on phone

2 Proforma Invoice (MK00-407) sent to customer where payment terms are


against Proforma Invoice.

3 Product Catalogs (MKXX-701)are sent alongwith Quotation.

4 When payment is received, Accounts Department is informed through


Collection Receipt.

5 Customer feedback is obtained in the form of Customer Satisfaction


Survey Form (MK00-403)

6 OA Delivery date, where not same as P.O. delivery date, is


communicated to the customer.