Trinity Operating Procedures - TOPs

TOP-FINIS: Control & Shipment of Finished Product 

Rev: 1/30/2019

Scope: This procedure covers the control and shipping of parts after all processing steps have been completed and the parts are ready to ship.

Procedure:

STEP	WHO	WHEN	INFO TO USE	WHAT TO DO
1	Shipping Clerk	Daily	Shipping queue (M2M)	Using shipping queue, watch due dates and status of all jobs getting close to ship date.
2	Shipping Helper	Upon receiving completed Traveler	Container tags; shipping queue (M2M); or Production Outlook; Traveler; copy of forging or QC Print; Daily Scale Checklist	Verify that inspector(s) have stamped all steps on the Traveler and the inspection label; make Shipping Memo; refer to TOP-BLAST and choose container size appropriate for amount of goods to be shipped ensure that parts containers are properly tagged; use copy of print to identify parts; if required by Shipping Memo, transfer parts* to special or customer-supplied shipping container; when removing parts from inventory, do an inventory transfer (M2M) to move parts to the designated area; take parts to the appropriate area; when removing parts from the racks spray paint over the piece count and gross weight; (only Shipping can remove parts from the racks); Inspector's label MUST be attached to container identifying inspector responsible for product that went inside a specific container - see TOP-QCTRL); stamp Shipping Memo and return Traveler to QC daily; check scale and fill out Daily Scale Checklist (have scale repaired if needed before weigh-counting); weigh-count parts, (weigh-count tolerance is + or - 1/2%); after inspection or re-work is completed re-weigh each container placing the correct information on the container; upon verification that parts are correct, move parts to warehouse or, if to be shipped immediately, to loading area; give Shipping Memo back to Shipping Clerk; the Shipping Memo must reflect changes when parts have been added to or taken out of a container; transfer parts back into the finished goods inventory; for stock orders, or as specified by customer, line containers with plastic bags; fill container with parts, then add packet of desiccant; close container; at this stage, if a sample box is made only QC personnel may remove items from the sample box; put the parts back in the designated bin on the racks.
3	QC Inspector	After all processing and test steps are complete	Traveler; copy of Forging Print; QC Supervisor's instructions	Verify that all steps have been successfully completed on the Traveler; perform AQL dimensional visual sampling per TOP-POSQC; place green dot on container with employee stamp; any non-conforming part will be dispositioned per TOP-NOCON; approve for shipment by stamping off on Traveler with employee stamp; place in packet and put in inventory box in the Shipping office.
4	Shipping Clerk	Upon receiving Traveler and copy of print	Shipping queue (M2M); Jobs Info; Traveler; copy of forging or QC Print; Shipping Memo	Verify that all prior steps from Traveler have been completed; if job is due, set up and stamp for shipment.
5	Shipping Clerk	Upon receiving completed Shipping Memo from QC Inspector after QC final buyoff	Shipping Memo; Job Order; Blueprint	Verify count from all outside vendors; any discrepancies notify Post Forge Supervisor; enter weights & counts into M2M; dispose of Traveler
6	Shipping Leadman	At least once every 3 months	Inventory in M2M	Check racks for stored machined parts; if the box date is 3 months or older, open and check parts for damage and deterioration; if parts are in good shape, stamp boxes with review stamp inspection id and the date; if damage is found on any machined parts, notify and return parts to Machining Department Leadman immediately; if parts are sent to Machining Department, stamp boxes with review stamp, inspection id, and the date upon their return.
IF PARTS TO SHIP IMMEDIATELY, SKIP TO STEP 9.
7	Machining Department Leadman	Upon notification from Shipping Leadman	Rusty or deteriorated machined parts	Inspect parts to assess damages; remove rust by whatever means necessary; inspect to verify parts are still in tolerance with specifications; re-dip in rust-preventative; repack and return to Shipping Dept.
8	Shipping Leadman or Shipping Helper	Parts are ready to ship from warehouse	Shipping queue (M2M); shipping tags; Shipping Memo	If partial shipment, make 2 Shipping Memos(one for parts shipping and one for parts staying in inventory) check at least 10% of the parts* (or a minimum of one container, whichever is greater) for damage and deterioration; re-clean the parts if necessary; recount and re-inspect, looking for mixed heat codes, part numbers or mixed parts; if indicated in Shipping Memo, transfer parts to special or customer-supplied containers and tag the new containers; move the parts to the loading area.
NOTE...STEPS 09 - 17 MAY BE STOPPED BY ANY SUPERVISOR, MANAGER OR OFFICER.
9	Shipping Clerk	Parts ready to ship	Shipping queue (M2M); Job Order; Shipping Memos; shipping tags	Perform "shipment setup" in M2M; print Shipper and Certs (or get from QA Assistant if "special certs" job); all certs requiring QA office review as noted by QA step in traveler must be sent to QA office. Cert will be reviewed by QA Assistant but may involve the QA Manager if so noted in Router); print shipping labels; put one copy of Shipper and Certs in envelope to go in parts container; call truck line if needed or schedule Trinity Forge truck; verify quantities on Shipping Memo and sign Certs and Shipping Memos; if quantities match, ship product; if quantities do not match, find out what the discrepancy is and resolve; When certs require QA authorization, forward shipping memo and certs to QA Manager for review. Contact freight company for shipment, sign the Bill of Lading.
10	QA Assistant	Notification that manual certifications are required	Traveler, Shipping Memos, and other information about the order	Create manual Certs and stamp with employee stamp; forward to QA Manager for review and approval; scan and save complete Cert data packet in QA folder on the shared drive.
11	Quality Engineer	Upon being notified that a job requiring manual certifications is being readied for shipment	Information provided with manual Certs; Job Order	Verify that all requirements placed on the job and manual Certs have been satisfied; when satisfied notify Shipping Clerk that job is approved to ship; sign any Certs for the order.
12	Shipping Clerk	Upon notification paperwork needs to be prepared	Traveler; Sales Orders	If Traveler or Sales Order reflects a special review is required by Quality Engineer, be sure that Quality Engineer's approval has been secured before continuing; verify all info (heat treat certifications, charts, charpies, physicals, etc.) has been properly entered; notify QA Assistant to correct if necessary; print Certs and Shipper; prepare export papers when required.
13	Shipping Helper	Parts ready to ship	Shipper and Certs	Stamp container in which the Certs are enclosed; all paperwork must be reviewed, checked, and stamped with employee stamp.
14	Shipping Clerk	After paperwork is ready and truck has been scheduled	Shipping queue (M2M); Job Order; Shipping Memos; shipping tags; job paperwork	Print two copies of Bill of Lading for all jobs to be shipped; print customer address labels for containers.
15	Shipping Helper	Upon notification by Shipping Clerk that parts are ready for shipment and truck is ready to load	Bill of Lading; shipping envelope; labels; Shipping Memos	Attach shipping labels to containers and apply your stamp to Shipping Memos; place envelope with certifications in one of the shipping containers in the shipment; load truck; when all is correct, stamp with employee stamp Trinity Forge's copy of the Bill of Lading; have a second Shipping worker review counts and paperwork per step 11 (NOTE: this is the last point at which Trinity Forge employees control the parts - failure to detect and report problems at this point would be considered to be a very serious violation of procedure on part of both team members); have driver sign Bill of Lading and give copy to driver (unless Trinity Forge's truck); return paperwork to Shipping Clerk.
16	Shipping Helper (not same as in step 13)	Upon notification by other Shipping Helper that truck is loaded	Bill of Lading; shipping envelope; labels	Verify that all counts and paperwork are correct (if not, notify your Supervisor); stamp Bill of Lading with employee stamp (NOTE: this is the last point at which Trinity Forge employees control the parts - failure to detect and report problems at this point would be considered to be a very serious violation of procedure on part of both team members).
17	Anyone loading truck for delivery	Before truck is loaded	Bill of Lading; Shipping Memos; any other documentation provided	If changes are made to any documents, the documents MUST be initialed by a supervisor OR reprinted with the corrections included and stamped with employee stamp.
18	Trinity Forge's Truck Driver	If parts are to go on Trinity Forge's truck; as given loads to deliver	Bill of Lading; shipping envelope; labels	Ensure that containers agree with Bill of Lading; deliver parts* to address on Bill of Lading; get customer to sign Bill of Lading; give shipping envelope and copy of Bill of Lading to customer; return signed Bill of Lading to Shipping Clerk.
19	Shipping Clerk	After shipping parts	Bill of Lading; Shipping Memos	Send one copy of Bill of Lading along with all Shipping Memos to AR Clerk
20	AR Clerk	After billing is complete	Bill of Lading; Shipping Memos	File Bill of Lading and Shipping Memos in file cabinet.

* Machined products can be easily damaged in handling and can deteriorate in storage. Handle containers of machined parts with extreme care and only handle the parts directly under the supervision of a Machining Department team member. Report any suspected damage or deterioration to Machining Superintendent.

Revision history: