Overview: Transfer Report list allows registration of transfer job reports for use within system modules. . Each successful report adds to the number of transfer report under the reference job order which progresses to completion base on reported quantities. Each report is provided with a system generated code to distinguish one from another.

Definition of Terms:

Transfer Report List - database of company transfer reports

Transfer Report Record/Profile - consists pertinent information about the transfer; found under Job Order-Transfer Report

User Involve:

Warehouse Manager is responsible for initiating a Transfer Report to be processed and reported by Warehouse Team in accordance with the reference Transfer JO and given instruction. They are in charge of maintaining transparent, timely and accurate Transfer report system.

Forms:

Internal Transfer JO - the common form to use by supply chain and warehouse where PDR will be based from;

Provisional Delivery Receipt (PDR) - this is the provider and receiver's printed record for documentation of items on transfer within company owned/leased/authorized premises.

Purchasing Transfer JO - the common form to use by purchasing and warehouse with matching supplier's DR;

Production Transfer JO - the common form to use by purchasing and warehouse; can be out-going that comes with PDR; or incoming with matching supplier's Delivery Receipt

Supplier's Delivery Receipt - any document use by suppliers to formally list the items they supplied

General Procedure/Instruction:

Creating Transfer Reports

A. Report: Internal Transfer JO or Production Transfer JO (supplying raw materials)

a.1. have the copy of printed Transfer JO from warehouse manager

a.2. receive transfer instruction and go to transfer source location

a.3. get/prepare listed materials from given source location

a.4. load to assigned truck or prepare transport by hand carry

a.5. report to warehouse manager to update system JO to “In Transit” status by filling up Transfer JO Report profile and create PDR of loaded items as required (or may use printed transfer JO as PDR if not required or when source location is different from main warehouse)

a.6. transfer materials to assigned location

a.7. unload materials to assigned location

a.8. have it checked and received with sign by receiver in charge

a.9. store transferred items to storage racks as instructed

a.10. return to warehouse and report accomplished transfer JO and PDR to warehouse manager

a.11. access corresponding job order in system to update report

a.12. encode transferred quantity and click “transfer” to make status “transferred”

a.13. make report until Transfer JO status is “Complete”

B. Report: Purchasing Transfer JO or Production Transfer JO (receipt of fabricated materials)

b.1. have the copy of printed Transfer JO from warehouse manager

b.2. receive transfer instruction on how purchased items will be received (pick-up or deliver to warehouse)

b.3. go to supplier or wait for delivery of items to arrive

b.4. transfer/unload materials to assigned location (receiving area)

b.5. check purchased materials then received copy of signed supplier's DR

b.6. report accomplished purchased transfer JO and supplier DR to warehouse manager for filing

b.7. access corresponding transfer job order in system and create report by filling up Transfer Report Profile (bypassing In-transit status)

b.8. encode transferred quantity (received quantity) and click “transfer” to make status “transferred”

b.9. store materials to assigned storage rack as instructed

b.10. make report until Transfer JO status is “Complete”

B. Report: Purchasing Transfer JO

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

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

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

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

a.5. fill up Delivery report Profile (see link:Delivery Report Profile)

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

B. Printing Delivery Receipt

b.1. identify the Delivery JO and its Delivery Report you need to dispatch

b.2. review and finalize the details

b.3. click “In Transit” to see system Delivery Receipt and notify sender that listed items are on the way to assigned destination (can be the last step if printing option 2 is followed)

b.4. Print the Delivery Receipt

b.4.1. (Option 1): print using system generated DR by clicking “PRINT DR” — note: not yet aligned

b.4.2. (Option 2): print by exporting system data to excel DR Printing template

C. Exporting System Data to Print DR

c.1. on the delivery report you want to have DR click “Export” or “Export DR”

c.2. fit data to DR template

c.3. review and finalize data for printing (save file - optional)

c.4. print excel DR using DR paper in dot matrix printer

c.5. sign prepared by section of DR

D. Dispatching Delivery with DR

d.1. identify the DR and corresponding truck you want to dispatch

d.2. confirm by signing checked and approved by section of DR

d.2. release loaded truck by giving the DR and other pertinent documents and instructions

E. Updating an In-Transit Delivery Report

d.1. receive receiver signed delivery receipt (or as notified)

d.2. access corresponding delivery report

d.3. modify or apply changes in signed DR

d.4. review and finalize

d.5. click “delivered” to notify completion

E. Cancelling a Delivery Report

e.1. identify the job order for cancellation

e.2. click “cancel” button (only draft delivery report can be cancelled)

Notes:

For information about delivery report profile see Delivery Report.

Notes:

For instructions on how create a report for an existing Transfer job order record please see Create New Record and fill up Transfer Report.