Overview:

Job Order Preparation list allows registration of delivery job order for use within system modules. Registration requires at least one reported preparation job order. Each successful registration adds to the number of delivery job order in the list and provided a system generated code to distinguish one job order from another.

Definition of Terms:

Job Order Delivery List - database of company delivery job orders

Job Order Delivery - a type of Job order

Job Order Delivery Record/Profile - consists pertinent information about the delivery; found under Job Order-Delivery

User Involve:

Project Manager is responsible for initiating a Preparation job order to be processed and reported by Warehouse Team in accordance with the JO type and the given instruction. Both are in charge of maintaining a transparent and accurate delivery job order system.

Forms:

Delivery Job Order - the common form to use by PM,supply chain and warehouse for requesting and reporting delivery of prepared item of specific project;

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

General Procedure/Instruction:

A. Creating a Delivery Job Order

a.1. receive go signal from client to deliver items

a.2. identify the reference preparation JO (reported) of items to be delivered

a.3. open blank Delivery JO and fill up the information needed in the header

a.4. add identified preparation job orders

a.5. click save to make a “draft” job order

B. Sending a Delivery Job Order

b.1. select the Delivery JO you need to send and execute by warehouse team

b.2. review and finalize the details

b.3. click “Post” to send

C. Executing a Delivery Job Order

c.1. select a job order you want to execute

c.2. review and understand the details

c.3. click “On-going” to acknowledge the details in JO and notify sender that you will now start serving, else request revision or ask questions from sender given the unclear/unacceptable details

c.4. print JO as it pops-up upon clicking on-going (reference Preparation JO is indicated here)

c.5. attach printed delivery JO with the correct filed printed JO preparation (reported)

c.6. execute the job order (loading and printing of DR)

D. Preparing to Print Delivery Receipt (DR)

d.1. confirm loaded materials that are scheduled for delivery by checking its reference JO preparation

d.2. indicate or put remarks for incomplete loading (when not all prepared items are loaded)

d.3. access reference delivery job order in the web system

d.4. click “add delivery report” under delivery report tab

d.5. fill up Delivery report Profile

d.6. click “Save” to have a draft delivery report

d.7. (see delivery report profile - Printing DR and Reporting Delivery Job Order here:Delivery Report )

E. Cancelling a Delivery Job Order

e.1. identify the job order for cancellation

e.2. check JO status

if JO status: -draft: any PM can cancel (cancel your own JO or as assigned by creator of JO) -new or on-going: warehouse manager is the only person with the rights to cancel as ordered by PM (through call,text or email)

1. previously only department manager has the right to cancel to act as arbiter between PM ans WM

-complete: completed JO can not be cancelled

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

Notes:

All type Job orders have the same status naming convention but may differ in meaning.

Preparation Status are as follows:

• Draft - the list of items to be delivered is being finalized
• New - delivery job order details are final and sent to warehouse for execution
• On-going - job order was acknowledged by warehouse and listed items are being loaded or in-transit
• Partial - job order is reported by warehouse but some items are not yet delivered
• Complete - delivery report quantity matches or exceeds requested quantity as reported by warehouse
• Cancelled - job order is cancelled by sender due to reasonable reasons

Notes:

For instructions on how create a new delivery job order record please see Create New Record and fill up Delivery Profile (Delivery Job Order).

This JO type is for giving order to deliver prepared materials of selected project base on selection of reported preparation job order as issuance basis of delivery quantity. Delivery completes until delivered quantity matches requested prepared quantity. Reported delivered quantity will be the items allowed for backload job order in case the need arises.