TOP-ORDER

Trinity Operating Procedures - TOPs

TOP-ORDER: Order Entry & Contract Review

Rev: 2/24/2023

Scope: This procedure covers the entry, review, acknowledgment and modification of parts orders, and the ultimate review of our contract with the customer which must be successfully completed before the order is scheduled. For die orders, which must precede any parts orders, see TOP-NEWDI. For orders that are changed while in process, see TOP-CHNGE.

Procedure:

STEP
WHO

WHEN

INFO TO USE

WHAT TO DO

1 Anyone
Upon receiving Customer Purchase Order (PO)
Customer PO
Forward Customer PO via email to orders@trinityforge.com.

2 Customer Service Representative Upon receiving Customer PO Customer PO, Price List, Quote (if any), and Customer Print and specification(s)
Place order, correspondence, Order Entry Checklist and Sales Order Contract Review Form into Customer PO folder; check Customer PO to see if all questions are answered to enter a Sales Order (specific part number, price, terms, material, machining requirements, billing address, ship-to-address, print revision and spec revision); input order into M2M and change M2M Sales Order status to "awaiting approval"; if the information on the Customer PO is not clear contact customer, and ask for corrected PO and/or additional information; place notes in the user defined section stating what the issue is and when/how it was resolved; if there is a problem or a die change is required, leave the order in "awaiting approval" and contact the department that will resolve the issue; check Customer Specifications for instructions related to their order; once issues are resolved, send the order to Customer Service Representative who did not enter the original PO for contract review - step 3; (if there is a credit issue, see steps 2a-2b; if customer payment terms are incorrect, see step 2c; if there is new part or new print see TOP-PRINT; if there is a new specification see TOP-SPECS; if there are changes to the quantity of the contract, see steps 2d-2e; if there are Sales Order quantities of 25 or less, see steps 2f-2g.

Steps 2a-2b are only performed when there is a notification of a credit issue appears in M2M

2a Customer Service Representative A notification of a credit issue appears in M2M Notification of credit issue Notify CFO of Customer PO; keep order in “awaiting approval” status pending resolution by CFO.

2b CFO Upon notification that customer with unacceptable credit is attempting to place order Credit standing in Customer Master in M2M; customer's payment history; own knowledge
Contact customer and negotiate satisfactory payment arrangements in order to allow the entry of newly received Customer PO; if this cannot be accomplished, inform customer that their order will not be accepted; confirm to customer in writing if feel appropriate; inform Customer Service Representative to either proceed with or cease order entry.

Steps 2c is only performed when there is a discrepancy in the terms of the Contract ( (Customer PO)

2c Customer Service Representative When the terms of the Contract (Customer PO) don't match information on previous Customer POs
Terms of the Contract

Notify CFO that the customer's terms do not match our terms so they can determine whether to change terms or notify the customer that the terms are unacceptable.

Steps 2d-2e are only performed when there is a difference in the quantity the customer has ordered versus the Price List quantities

2d
Customer Service Representative
When there is a difference in the quantity the customer has ordered versus the Price List quantities
Price List<; Customer PO

Quote price for quantity requested; send to VP-Sales and Marketing for approval (if necessary).

2e VP-Sales and Marketing
Upon receiving quoted price
Price quoted from Customer Service Representative Send approval of price quoted to Customer Service Representative.

Step 2f is to address small Sales Orders (25 pieces or less)

2f
Customer Service Representative

When placing small Sales Orders (25 pieces or less)
Customer PO; Sales Order; Price List

Confirm with Estimators about how many pieces the order should be priced for in order to account for test pieces on small orders; using Price List, price order accordingly and communicate to customer for revised PO.

Step 2g is to address if the Standard or SID has not been approved or if a period of more than 3 years has passed since the last run.
2g Customer Service Representative When receiving an order for a part that has not been approved or has not ran in more than 3 years. Customer PO; Sales Order; Customer Master in M2M; Send email to Engineering and QA requesting that the B/R/SID be reviewed and approval. Include link to the PO folder.
Step 3 follows any of the above

3 Customer Service Representative who did not originally enter the order Upon receiving entered Customer PO PO, Sales Order file; Contract Review Sheet (QA Checklist); information in M2M; Customer Specifications; Customer Prints; Price List If any error is detected during contract review, leave Sales Order in "awaiting approval" status; have the originator of the Sales Order make the required corrections to the Sales Order; when the corrections have been made to the Sales Order, continue contract review as outlined in this step to confirm all required corrections have been made to the Sales Order; once all contract review required corrections have been made and if it is not required to be reviewed by QA, open the Sales Order and create acknowledgement. Send the acknowledgement to the customer and attach a copy of the acknowledgment to the Sales Order Attachment File and add a copy to the Customer PO file. A copy of the completed Contract Review Form and Order Entry Check List must be attached to the Sales Order Attachment File and the Customer PO File. Orders for government/defense, aerospace or are nuclear related, must be reviewed by the QA Manager Leave the order in “awaiting approval” status; send order to QA to sign off on the Contract Review QA Form

4 Customer Service Representative Customer PO is government/defense, aerospace or nuclear related Customer PO, Contract Review QA Form, print, parts list, Routers, specifications or any other information provided Send notifications to Quality Assurance that CR is ready for contract review. Include link to the PO folder.

5 QA Manager, Quality Engineer, Quality Assurance Assistant Receiving notification that a PO needs QA Contact Review Customer PO, Contract Review QA Form, print, parts list, Router, specifications or any other information provided Compare Customer PO, print and specifications to job Router and verify that all customer requirements will be met; utilize Spec Check Worksheet to ensure Routers and SPEC IDs are correct; notify Customer Service Representative that the order is approved for release. Attach completed Contract Review QA Form to the Customer PO File.

Note-Spec Check Worksheet is meant to be a tool to help during review but is not required to be fully completed with each other.
6 Customer Service Representative Notification that Customer PO is approved for release Email from QA Manager, Contract Review Form (QA Checklist)> Attach the completed Contract Review QA Form to the Sales Order Attachment File; open the Sales Order and send acknowledgment to customer. Attach a copy of the acknowledgement to the Customer PO File and the Sales Order Attachment File.

Revision history:

Release Date	Description of Change	Owner	Approver
12/06/2017	Updated to comply with revised Quality Manual and new TOPs format.	Tim Ellis	Todd Sheppard
2/24/2023	Updated to Add section 2g, updated QA CR Process and who can perform the CR.	Dustin Jump	Todd Sheppard

Documents are controlled only when viewed on-line at trinityforge.com in the original English -- printed copies or translations are not controlled documents.
? Trinity Forge & Machine

STEP	WHO	WHEN	INFO TO USE	WHAT TO DO
1	Anyone	Upon receiving Customer Purchase Order (PO)	Customer PO	Forward Customer PO via email to orders@trinityforge.com.
2	Customer Service Representative	Upon receiving Customer PO	Customer PO, Price List, Quote (if any), and Customer Print and specification(s)	Place order, correspondence, Order Entry Checklist and Sales Order Contract Review Form into Customer PO folder; check Customer PO to see if all questions are answered to enter a Sales Order (specific part number, price, terms, material, machining requirements, billing address, ship-to-address, print revision and spec revision); input order into M2M and change M2M Sales Order status to "awaiting approval"; if the information on the Customer PO is not clear contact customer, and ask for corrected PO and/or additional information; place notes in the user defined section stating what the issue is and when/how it was resolved; if there is a problem or a die change is required, leave the order in "awaiting approval" and contact the department that will resolve the issue; check Customer Specifications for instructions related to their order; once issues are resolved, send the order to Customer Service Representative who did not enter the original PO for contract review - step 3; (if there is a credit issue, see steps 2a-2b; if customer payment terms are incorrect, see step 2c; if there is new part or new print see TOP-PRINT; if there is a new specification see TOP-SPECS; if there are changes to the quantity of the contract, see steps 2d-2e; if there are Sales Order quantities of 25 or less, see steps 2f-2g.
Steps 2a-2b are only performed when there is a notification of a credit issue appears in M2M
2a	Customer Service Representative	A notification of a credit issue appears in M2M	Notification of credit issue	Notify CFO of Customer PO; keep order in “awaiting approval” status pending resolution by CFO.
2b	CFO	Upon notification that customer with unacceptable credit is attempting to place order	Credit standing in Customer Master in M2M; customer's payment history; own knowledge	Contact customer and negotiate satisfactory payment arrangements in order to allow the entry of newly received Customer PO; if this cannot be accomplished, inform customer that their order will not be accepted; confirm to customer in writing if feel appropriate; inform Customer Service Representative to either proceed with or cease order entry.
Steps 2c is only performed when there is a discrepancy in the terms of the Contract ( (Customer PO)
2c	Customer Service Representative	When the terms of the Contract (Customer PO) don't match information on previous Customer POs	Terms of the Contract	Notify CFO that the customer's terms do not match our terms so they can determine whether to change terms or notify the customer that the terms are unacceptable.
Steps 2d-2e are only performed when there is a difference in the quantity the customer has ordered versus the Price List quantities
2d	Customer Service Representative	When there is a difference in the quantity the customer has ordered versus the Price List quantities	Price List<; Customer PO	Quote price for quantity requested; send to VP-Sales and Marketing for approval (if necessary).
2e	VP-Sales and Marketing	Upon receiving quoted price	Price quoted from Customer Service Representative	Send approval of price quoted to Customer Service Representative.
Step 2f is to address small Sales Orders (25 pieces or less)
2f	Customer Service Representative	When placing small Sales Orders (25 pieces or less)	Customer PO; Sales Order; Price List	Confirm with Estimators about how many pieces the order should be priced for in order to account for test pieces on small orders; using Price List, price order accordingly and communicate to customer for revised PO.
Step 2g is to address if the Standard or SID has not been approved or if a period of more than 3 years has passed since the last run.
2g	Customer Service Representative	When receiving an order for a part that has not been approved or has not ran in more than 3 years.	Customer PO; Sales Order; Customer Master in M2M;	Send email to Engineering and QA requesting that the B/R/SID be reviewed and approval. Include link to the PO folder.
Step 3 follows any of the above
3	Customer Service Representative who did not originally enter the order	Upon receiving entered Customer PO	PO, Sales Order file; Contract Review Sheet (QA Checklist); information in M2M; Customer Specifications; Customer Prints; Price List	If any error is detected during contract review, leave Sales Order in "awaiting approval" status; have the originator of the Sales Order make the required corrections to the Sales Order; when the corrections have been made to the Sales Order, continue contract review as outlined in this step to confirm all required corrections have been made to the Sales Order; once all contract review required corrections have been made and if it is not required to be reviewed by QA, open the Sales Order and create acknowledgement. Send the acknowledgement to the customer and attach a copy of the acknowledgment to the Sales Order Attachment File and add a copy to the Customer PO file. A copy of the completed Contract Review Form and Order Entry Check List must be attached to the Sales Order Attachment File and the Customer PO File. Orders for government/defense, aerospace or are nuclear related, must be reviewed by the QA Manager Leave the order in “awaiting approval” status; send order to QA to sign off on the Contract Review QA Form
4	Customer Service Representative	Customer PO is government/defense, aerospace or nuclear related	Customer PO, Contract Review QA Form, print, parts list, Routers, specifications or any other information provided	Send notifications to Quality Assurance that CR is ready for contract review. Include link to the PO folder.
5	QA Manager, Quality Engineer, Quality Assurance Assistant	Receiving notification that a PO needs QA Contact Review	Customer PO, Contract Review QA Form, print, parts list, Router, specifications or any other information provided	Compare Customer PO, print and specifications to job Router and verify that all customer requirements will be met; utilize Spec Check Worksheet to ensure Routers and SPEC IDs are correct; notify Customer Service Representative that the order is approved for release. Attach completed Contract Review QA Form to the Customer PO File. Note-Spec Check Worksheet is meant to be a tool to help during review but is not required to be fully completed with each other.
6	Customer Service Representative	Notification that Customer PO is approved for release	Email from QA Manager, Contract Review Form (QA Checklist)>	Attach the completed Contract Review QA Form to the Sales Order Attachment File; open the Sales Order and send acknowledgment to customer. Attach a copy of the acknowledgement to the Customer PO File and the Sales Order Attachment File.