SyteLine 8.02 –Instructions: Sample Process and Procedures

Overview

These procedures discuss how to enter and process request for Laser and Pinstamp samples to be marked by our process lab technicians.

  • Request forms for sample marking can be received from the samples email account () or the request could be enclosed with the sample parts when they are shipped to our location.

Process and Procedures

When you receive the sample parts/sample request, you will need to enter as a Customer Order in SL8

Note: If you receive a Laser and Pinstamp sample you will need to enter as two separate samples. One will be entered as Pinstamp (with a separate order number) and the other one for Laser (again, this will have a separate order/sample number).

You will need to search by customer name to see if they are in the system. You will need to have the customer created if not in the system. You will need to give the request form to Debbie or Teri so they can create the customer information in the system. Search for the Lead/Opportunity/Prospect and write down the number to be entered when creating the sample order. Once you have found/created the customer, write down the customer number.

Double Click:

Master Explorer

Module

Customer

Order Entry

Customer Orders

Click New

Order field: will auto fill with the sample number once all of the info is filled in and you click save.

Order date: will auto fill to today’s date.

Status will default to ordered (If you receive the request and not the sample part, you will need to place the order on stop status until you have both parts) See notes below for placing order on stop.

NOTE: If you receive the sample request and not the sample parts, you will need to enter as a customer order and place the order on “stopped” status until you have both the request and parts ready for the lab. You will need to place a note on the order by following these steps:

  • Once you have the order entered, change the status to “stopped”. Click on the note icon from the tool bar at the top.

This is an example of the note screen:

Enter in the subject line – SAMPLE STOPPED. Go to the note field and enter the date, your initials and note stating that you have received the sample request and waiting for sample parts. Please note that once you have both the sample request and sample part, you will need to change the status to “ordered” and go to the note screen and change the subject line from “sample stopped” to “sample received”. Then place a note in the note field that you received the sample request/sample part.

If a lab technician needs to place a sample on hold, the order will need to be changed to “sample stopped” in the status field. Then enter a note as to the reason it is on stop with the date and your initials.

Process Development – The technician will determine if a sample needs to be a process development. The lab will notify us that the sample will be a process development sample. You will need to place the order on Stop and place a note in the subject line of the note field: PROCESS DEVELOPMENT. You will then place a note in the note field with your initials, date, and note the reason why this is a process development.

Customer PO: Enter SAMPLE followed by the product type; LASER, PINSTAMP (If this is a billable sample, you will need to enter the PO#) Example: SAMPLE LASER (all caps)

Order Type: This field will default to Regular

PO received: Enter the date you receive the request/sample part.

Fill in Customer number – (If the customer is not in the system – It will have to be built by Teri or Debbie)

Ship to address: This will be the customer address or rep address as specified on the request form.

Terms: Use NC for No Charge (If this is a billable sample, the terms would need to be Net 30 days if they are an established customer).

Ship via: Always enter UPS (Exception would be UPS 2 day or UPS overnight)

LCR: leave blank

Est total Price: Leave blank

EU Industry Type: Choose from the pull down

Application: Fill in what the customer is marking on from the part description line of the request form.

Click on General Tab

Taken by: Will default to your user name

Salesperson: Choose the rep agency (Be sure to choose the code for the correct rep agency without a number after the code)

Salesperson 2: Leave blank

Estimate: Leave blank

Order Type: will need to select from the table below:

SAMPX- CIRCLEVILLE

SAMPF – FREMONT

SAMPG – GERMANY

SAMPR – Rotterdam (BV)

SAMPS – CHINA

SAMPE – UK

This is a mandatory field - Enter the Lead (and or) Opportunity number (This will tie the sample to the lead/opportunity). If there is not a Lead or Opportunity in the system, you will need to create one. See the instructions on how to enter a Prospect/Lead/Opportunity.

Click on Contacts

Contacts: Enter contact name – Next field - Phone number (These are required fields)

Email: Enter email address of contact

Click Save - Your order number will appear in the top left corner under order number. This will be the number that you will write on the sample request form and on the outside of the sample package for ID purposes.

Click on Lines (Top right corner)

Will default to line 1

Item Number: Enter 72988 – (Description will read: Sample Process Lab)

Enter 66340 - If this is a billable sample (job shop sample)

Qty Ordered: Enter Qty

Due Date: the due date for the sample will be one week (5 working days) from the day that you receive the request and/or the sample part (the latter of the two).

Promise Date: This will be the same as the due date.

Click save

Source – Select “job” from pull down/Enter “X?” In the 2nd box beside source (Note: the X will be for samples)

Click Save and the job number will appear in the box with the X in front of the number. Record the job number on the sample request form.

Click source (on the right of the screen).

You will receive a popup box. Click OK. Click source again, this will take you to the Job Screen.

Status will default to Firm. Click on the references tab and click Copy Routing/BOM- Click the following:

Modules

Production

Jobs

Activities

Copy Routing BOM

You will need to enter the item number 72988 – Enter the Job number that you just created (X------) you do not need to enter the zero’s; the system will fill in the zero’s for you). Click yes to copy BOM Process.

You will need to change the status to “Release” which will mean that we have released this job to the lab for marking.

You have now created the job for this sample. You will need to record the job number on the sample request form as well as the sample/order number. The lab technicians will need to know the job number for entry in data collect.

If you need to make notes on the order: Click on Order – Top Right button

Click on the notes field from the toolbar at the top. (See notes section for instructions) Enter subject line as SAMPLE – Check the Internal Box for notes to be internal. Enter notes and save.

You have now completed the sample order entry process in SL8.

You will need to match the sample request with the sample part and take to the lab and place on the shelf in the gray cabinet.

The lab will take the sample with the order number to shipping when it is complete. Our shipping department will prepare for shipping and enter the tracking number in the note field of the order. Once the shipping paperwork is complete it is given to the finance department for completion of the order and job that you created.

The lab tech will place the sample request into a basket near the lab technician’s desk. The sales group will pick up the sample request form from the basket daily to scan and name in the file. Once the request has been named in the file, you will then need to attach a copy to the notes field of the order in SL8. You will also need to attach a copy of the sample report in the notes field of the order. Click on new from the note field, click attach file, select J drive (data on SF14) select the samples folder, double click the samples 2011 folder, Click 2011 sample reports folder, Click on the month the sample was completed. Then select the correct sample report that is filed by the sample number. This will attach the report to the note file.

To attach a copy of the sample request to the note field – Click on new from the note field, click attach file, select J drive (data on SF14), select the samples folder, double click sample 2011 folder, click on sample request file. The files are in order based on sample number. Find the file you need to attach and click on the file to attach the request to the note file.

D McDanielAugust 2011 Page 1

Telesis Technologies Inc – For Reference Only