Chassis Reception Procedures
The purpose this memo it to outline the General Motors policies and procedures regarding the inspection of new vehicles delivered at manufacturing facilities. The intent is to ensure that there is a clear understanding of the requirements. Failure to follow these procedures could result in significant additional expense to the manufacturer to correct any damage or replace any missing items.
Overview
It is the responsibility of the receiving entity to provide a place to off load, inspect, receipt, secure and store vehicles being delivered. It is also the responsibility of the receiving entity to wash the vehicle upon receiving if required to complete the inspection.
Upon delivery of a new vehicle by a GM carrier you have twenty minutes per vehicle to wash and complete your inspection. The person inspecting must have a basic knowledge of vehicles, be properly trained to complete the inspection and be capable of completing the delivery receipt with the appropriate codes.
Any discrepancies should be recorded on the delivery receipt (instructions to complete are below). If the carrier does not have a delivery receipt then record any discrepancies on a Letter of Notification.
If it is after hours, over lunch, or near closing time, you may write STI (subject to inspection) on the delivery receipt. If the vehicle is receipted with STI, then you have 24 hours or the next business day to complete your inspection.
Any damage or missing items must be recorded and reported immediately. Damage is reported in two places, on the delivery receipt and in the Letter of Notification to the carrier. The Letter of Notification must be faxed into the transportation company within 24 hours of receipt of the vehicle.
Any concealed damage must be reported within three business days from the date of the delivery of the vehicle. The concealed damage would be reported to the transportation company by faxing in a Letter of Notification. Please be sure to fax in the delivery receipt to McCormick Motors as well with any concealed damage.
For receiving entities ordering some units with and some without the spare tire/wheel; upon receiving the units if there is any question as to whether a unit is supposed to have a spare tire/wheel accept the units and note the missing tire. After completing your inspection confirm with the chassis coordinator if the unit was, or was not, ordered with a spare tire/wheel. If the unit was ordered with a spare tire/wheel and it is not with the unit note it on the delivery receipt immediately and fax it into the transportation company. Complete your letter of Notification and fax to the shipping company. As an added precaution, fax a copy of the delivery receipt to McCormick Motors, 574-773-5474, to the attention of Jim Rudhman.
Completing the Delivery Receipt
If there is any damage to the vehicle there is a 5-digit code that must be filled on the delivery receipt under the VIN# on the exceptions line. See the two forms used to support your completing the delivery receipt.
- The first two digits are called the damage area code which identifies the area of the vehicle the exception was found.
- The third and fourth digits are called the damage type code which is used to identify, or best describe, the type of exception.
- The fifth digit is used to describe the severity of the damage.
For example: if you receive in a vehicle with the passenger side rear wheel scratched with a 1 ½” long scratch, you will use the damage code of 46-12-2.
Completing the Letter of Notification (LON)
Fill in the dealer code, date of delivery at dealership, carrier code (use GM if one is not listed), full VIN#, and the delivery receipt number (listed in upper right hand corner of delivery receipt).
The reason for LON needs to be noted, if there are missing items list them in the other section. Delivery conditions need to be checked off. Fill in the complete carrier name and address and the complete dealer name and address.
The damage exception codes will be the same 5-digit code that is listed on the delivery receipt.
Under remarks make any notations necessary to explain the situation.
Dealer signature and delivery date need to be filled in. Carrier signature and delivery date install “NA” if the carrier is already gone from the property.
Call the phone number for the carrier company (should be listed under their name and address) and get the contact name and fax number for the LON. Fax in the LON immediately to the carrier company as well as to McCormick Motors.
Important Notes
If a damage code is not inputted on the delivery receipt we will not be able to cover the warranty repairs or replace missing items. It will be the responsibility of the receiving entity to pay for any damage or replace any missing items.
Regardless of damage to the vehicles please email the delivery receipts to Jim Rudhman at , Sheryl Wineland at , Jenn Wise at , and Ivy Arndt at . This will prompt us to notify our mechanics to come to your location and complete the PDI on each vehicle received in.
If you have any questions on this procedure or need training on the process please contact Jim Rudhman or Sheryl Wineland at 877-773-3134.