Overview:

Direct Delivery Report list allows registration of Direct Delivery Reports for use within system modules. Registration requires a written or verbal authorization from PM in charge instructing the use of this report. Each successful registration adds to the number of Direct Delivery Report in the list and provided a system generated code to distinguish one Report from another.

Definition of Terms: Direct Delivery Report List - database of company Direct Delivery Reports

Direct Delivery Report - a Delivery Report without Reference JO in the System, exercised by warehouse as instructed by PM

Direct Delivery Report Profile - consists pertinent information about the Direct Delivery Report; found under Inventory-Direct Delivery Report

User Involve:

Project Manager is responsible for instructing (written or verbal) Warehouse to create and exercise the use of Direct Delivery Report. Both are in charge of maintaining a controlled and accurate Direct Delivery Report in the system.

Forms:

Direct Delivery Report - System form used by Warehouse to document delivery of prepared items

Delivery Receipt - the accounting form used to list the actual items delivered to and received by the client

General Procedure/Instruction:

A. Creating, Serving and Report a Direct Delivery Report (DDR)

a.1. receive instruction from PM to deliver items using DDR (Both must know that using Direct Delivery Report will not require PM to create JO in the system)

a.2. identify the reference PIN or Project details of items to be delivered

a.3. identify the items need to be delivered (request a written copy from PM if possible to avoid error or refer to existing JO preparation)

a.4. prepare items (check quality and correctness)

a.5. load items to delivery Truck

a.6. open blank DDR and fill up the information needed on the header

a.7. set DDR to “In-Transit” to Print DR

a.8. Print DR and dispatch delivery truck

a.9. Monitor and collect Client Signed Printed DR

a.10. Check completeness,returned items and modification if any

a.11. Update DDR in the system by filling up required fields and post status as “Delivered”

a. . Print MIR and attach together with accounting's copy of Client Signed Printed DR ( put note that this MIR is a DDR. You may also attach here a printed copy of PM instruction and item list authorizing use of Direct Delivery)

B. Revision or Cancellation

B.1. identify the DDR for revision/cancellation

B.2. check DDR status

if DDR status:

• -draft: any WH can revise/cancel DDR or as instructed by PM
• -In-Transit: Try hand written correction and report correctly. otherwise set to delivered and follow instruction
• -Delivered: if error found in this stage: first, make sure that Printed DR and MIR is not yet submitted to accounting. Then, cancel DDR and create new with correct details (Reprinting of DR may not be necessary, if reprinting is needed cancel existing and print new and have signed by client)

note: Cancelled DR should also be submitted to Accounting

e.3. click “Save” or “Cancel” following the given conditions

Notes:

For information about Direct Delivery Profile please see DDR profile