Storybook - The Cycle of the Schreiber Business (Third Edition)

Customers Request Quotes from Us

After the Operations Department or Customer Service Department receives the customer's product requirement information, they need to convert the relevant information into content that non-marketing personnel can understand. For example, the customer personnel need to convert the customer name into a code; convert the customer's product number, such as LCA102H3T-X, into our company's product number: DB015834A. After completing these conversions, the requirement information should be submitted to the relevant departments for review and confirmation:

If the product required by the customer is a standard product of the company, the staff of the "Operations Department or Customer Service Department" will directly check in the SAP auxiliary system whether there has been a manufacturing record for that product. If so, they can quote directly. At the same time, the staff will also use the auxiliary system to generate the corresponding product sales drawings.

If there has been no production record, the customer service personnel need to input the product data in the sales management module and then submit it to the various departments related to product manufacturing for confirmation of the "sales drawing dimensions," that is, "new product review."

Staff need to input standard product data in the sales management module of the auxiliary system and then submit it to the engineering department for review and confirmation.

After the engineering department receives the information confirming the sales drawing dimensions, the engineer opens the "Sales Drawing Dimensions" button in the "Sales Management" module of the SAP auxiliary system, enters the confirmation page, finds the product and its dimensions to be confirmed, calculates and evaluates the data. If the dimensions can all be produced, they fill in "Dimensions OK" in the blank under "Approval Operation" and click the "Agree" button to submit; if there are issues with the dimensions, they write down the problematic dimensions and provide improvement suggestions, then click the "Disagree" button to submit. The product that is disagreed upon will be resubmitted by the operations department for sales drawing dimension confirmation after modifying the dimensions, repeating the above steps until the dimensions are OK.

If it is a new product (non-standard product) that has never been made before, the marketing sales personnel need to establish product information for that product, entering customer information and product information.

Generate Quotation for Customers in the Auxiliary System

The operator only needs to enter the customer's company name or customer code, and the auxiliary system will automatically fill in all the customer's information, including:

1. Customer code; if entering the customer code, the customer's company name will automatically display;
2. Transaction terms;
3. Delivery mode;
4. Delivery period;
5. Payment method;
6. Payment period;
7. Contact person;
8. Contact phone;
9. Email address.

The above customer information can be changed according to the situation at the time. (Customer code and company name cannot be changed. The establishment of customer profiles and supplier profiles is the same)

Product information section:

1. If it is an existing product, just enter the product model, and the auxiliary system will automatically fill in all the remaining product information;
2. Product number;
3. Name description;
4. MPQ;
5. Unit;
6. After entering all information, preview to confirm if it is correct;
7. By triggering the "Customer Order Review" event in the SAP auxiliary system, send the requirement information to the relevant departments for review. After waiting for the review results, if the result is OK, the marketing personnel can quote to the customer.

Establish Customer Profiles

If it is a new customer, a customer profile needs to be created for that customer, entering:

1. Customer code;
2. Company name;
3. Contact person;
4. Contact phone;
5. Company address;
6. Email address;
7. Transaction terms;
8. Delivery period;
9. Payment method;
10. Payment period.

Only after establishing the customer profile can a quote be made for that customer. All quotes will record the prices of the products quoted in that customer's profile. In the future, what types of orders the customer placed, when they were placed, how much was ordered, and the actual payment date will all be recorded.

Note: Financial personnel can manually enter the payment date and collection letters. Only when the customer's money arrives in the company's account is the order considered closed.

The standard product sales drawing template generated by the SAP auxiliary system is as follows. The main difference from engineering drawings is that the dimensions are relatively vague compared to engineering drawings:

Product Review Events:

If it is a new product requirement, that is, a product requirement that has never been made before, the engineers in the "Product Engineering Department" need to perform the following tasks based on customer requirements:

1. Create the product sales drawings;
2. Evaluate the manufacturing process requirements of the product;
3. Calculate the manufacturing cost to provide to the customer service department so that they know the actual production cost of the product, making it easier for them to quote to the customer.

The relevant personnel in the "Quality Management Department" at this stage need to confirm in the "Customer Order Review" window of the SAP auxiliary system whether the quality control requirements can be met;

The "Production and Manufacturing Department" needs to check in the SAP auxiliary system whether there are enough materials to meet the production needs of the product; confirm whether they can meet the customer's needs in terms of delivery time; and how much working time is needed to complete the production of that product order.

If the personnel in the "Logistics Procurement Department" are notified that the required raw materials are out of stock, they will request the relevant departments, such as the Operations Department or Manufacturing Department, to submit a procurement application. The supervisor of the "Logistics Procurement Department" will generate a purchase order in the ERP system for the materials needed for production.

The "Product Review" requirement event is initiated by the "Company Operations Department," and the departments and accounts that can access the information include: "Product Engineering Department," "Quality Management Department," "Material Management Department," "Customer Service Department," and "Production Manufacturing Department."

The dashboard of personnel with read permissions in the SAP auxiliary system will have a warning flashing to indicate that the user needs to enter the system for "Product Requirement Review." Each reviewer’s window has a review interface, confirmation and denial buttons, as well as a space to write specific reasons and evaluations. Submit button.

After the "Operations Department" receives the evaluation results, there are two outcomes: {OK} or {Not OK}; products that pass OK need to have profits added to derive the final quotation for the product, and then generate the company's official quotation.

The above operations can be handled by personnel from both the "Customer Service Department" and the "Operations Department." One party generates the quotation, while the other party needs to perform the "confirmation."

Approval Inquiry

The "Customer Service Department" and "Operations Department" can check the approval status of sales quotations, sales orders, accounts receivable invoices, etc., in the SAP "Document Draft Report" as shown in the figure below (e.g., approved, rejected, undecided, etc.).

If not approved, the operations department needs to notify the customer via email that "we cannot meet the customer's needs" and remind the customer if they can make some concessions on their requirements.

This matter is considered concluded.

Customers Place Orders

If the customer is satisfied after receiving our quotation, they will place an order with us. This will trigger a product order review event.

Order Review and Entry Process

The "Customer Service Department" will review the validity of the order "buyer order." For example, is the buyer our customer? If not, then of course, the next step will not continue. If so, then the order's unit price, delivery conditions, and payment methods need to be checked for consistency with previous agreements. This requires a comparison with the quotation recorded in SAP.

If the answers to the above points are all affirmative, the order review is considered passed, and the order is entered into the SAP system for submission to the company manager for approval. When entering the order, just type in the customer name or customer code, and some key transaction terms and delivery methods will be displayed for the operator to verify whether these key transaction conditions are consistent.

The operations department receives a pop-up message in the SAP system indicating that there is a document for approval, clicks to open the sales order to be approved, and also opens the customer order. After verifying that the order information is correct, they approve this order. If any errors are found, they click disapprove and return it to the customer service department for modification and resubmission for approval.

Customer service personnel add approved orders and need to input relevant information in the auxiliary system.

When completed, it will display as follows:

Sales Order Statistics

Sales personnel can query various sales statistics and summaries of products through the auxiliary system. These reports can all be printed out.

The Customer Service Department submits weekly and monthly sales order statistics. They can also provide reports for any time period as needed, as well as reports for any customer for any time period, and reports for the sales of any type of product.

Material Inventory Inquiry

The personnel in the "Customer Service Department" will then check whether there is enough quantity of the product in the warehouse that can be allocated to the customer. The inventory inquiry displays as shown in the figure below:

Shipping Events

If there is inventory, the Customer Service Department will notify the "Logistics Department" to ship the goods.

Shipping Notification Process:

Customer service personnel check the products of customers who have not yet received shipping notifications according to SAP "Delayed Order Delivery," and generate shipping notifications in the auxiliary system (shipping requirements are displayed in the remarks column). The system automatically sends a message to the logistics department about the new shipping notification. Then, logistics personnel print the notification and distribute it to packaging/quality inspection/warehouse, and logistics personnel also keep a copy for use during shipping. The shipping notification is generated as shown in the figure below:

Logistics Shipping Statistics

Open the SAP system daily to check the shipping status

Prepare Accompanying Export Documents

The logistics department provides the number of boxes and weight to customer service according to the shipping date on the shipping notification. Customer service personnel prepare export customs declaration materials and accompanying documents on the same day, and then hand them over to logistics personnel.

Among them, the customs declaration materials include the customs declaration form, contract, invoice (for payments to Hong Kong, the customs declaration material price needs to be modified to 80% of the price), packing list, and clearance invoice. The generated documents are as follows:

Export accompanying materials include:

1. Invoice,
2. Packing list (if individual customers have specified invoice and packing list formats, the system can correspondingly add new formats),
3. COC,
4. Co,
5. Inspection report printout,
6. Coating report printout,
7. Material report printout.

The generated documents are as follows:

Provide Domestic Customers with Accompanying Documents

According to the shipping date on the shipping notification, print:

1. Packing list,
2. COC,
3. Inspection report,
4. Coating report, and
5. Material report.

Specific operation: Open the SAP auxiliary system - Reports - Logistics Shipping Statistics, find out which goods need to be shipped that day. Find the corresponding shipping notification, input the actual shipping quantity, enter the tracking number, and click update. After completing these, you can print the packing list, COC, inspection report, and material report. The COC, inspection report, coating report, and material report production documents are the same as the export accompanying documents. The receipt confirmation document is generated as follows:

Details of shipped items

The Customer Service Department provides a monthly shipping details report.

Sales Orders Transferred to Delivery

Customer service personnel find the corresponding customer sales orders in SAP "Delayed Delivery Orders" based on the shipped records in the auxiliary system. If inventory is insufficient, the system prompts that delivery cannot be transferred, notifying the warehouse to replenish the inventory in a timely manner. Successful transfer of delivery is shown in the figure below:

Delivery Transferred to Accounts Receivable Invoices

Customer service personnel open the SAP unfulfilled material list, transfer the delivery to accounts receivable invoices, and the system automatically sends it to finance for approval, then adds the approved accounts receivable invoices.

Issuing Export Sales Invoices

The sales invoice referred to here is specifically for exports.

1. Enter the official SAP system, click on process approval, the black bold information bar in the window indicates the pending approval process. The process remarks for issuing invoices correspond to US dollar orders, requiring the issuance of tax-controlled ordinary invoices; the process remarks for issuing invoices correspond to domestic orders, requiring the issuance of tax-controlled special invoices.
2. Enter the official SAP system, export the details of shipped but unbilled items; after excluding the invoicing details not included in the process, calculate the applicable tax rate amount, and then start issuing tax-controlled invoices.

Sales Reconciliation Statement

After the approval of SAP sales invoices, sales will batch send commercial invoices for foreign orders to finance.

Finance will use the date of issuance of this type of invoice (generally the shipping date) as the date of formation of accounts receivable, and based on the customer's settlement days, calculate the due date for accounts receivable.

The reconciliation for domestic orders is determined by the date of issuance of tax-controlled invoices.

Accounts Payable Update System Operation

Log in to the bank system, download the transaction records. Organize the accounts receivable details. Based on this detail, enter the accounts receivable in the official SAP system.

Enter the official SAP system, sequentially select Accounts Receivable - Customer Code - Accounts Receivable Order Amount - Payment Method (Bank Transfer) - Input Accounts Receivable Amount - Confirm.

Customer Order Review Event - No Inventory Scenario

If there is no inventory available for that customer, a "Customer Order Review" will be issued. Customer service personnel are responsible for initiating this event, and the review departments are sequentially the engineering department, logistics department, quality inspection department, mold department, and production department, finally returning to the customer service department.

During the customer order review process, personnel from various departments need to do the following in the auxiliary system:

Customer service personnel log into the auxiliary system and send the review notification to the operations department for approval in the order review module. After successfully sending, the prompt is as shown in the figure below:

When the operations department receives the system prompt that there is an order to be reviewed, they open the SAP auxiliary system to "Generate Review Form," click "Query Pending Numbers," and if the reviewed product needs to be stocked, fill in the quantity in the "Stock Quantity" column. After confirmation, click "Approval Passed."

After receiving the approval passed prompt, customer service personnel click "Information Notification" to send out the review form. Additionally, before sending a new product review, drawings or product data need to be uploaded.

If the order review sent out is unprocessed, click the urge review button.

The product engineering department personnel, after receiving the customer service department's order review information, first need to confirm whether the order is for a sample order review or a mass production product order review.

If it is a sample order review, the engineer needs to organize relevant departments to review the production process, equipment, inspection capabilities, etc., to determine whether the company has the ability to meet customer needs. If the company can meet the sample production requirements, they fill in the specifications and quantities of raw materials needed for sample production, whether new molds or fixtures are needed, and other considerations, as well as the time required for the engineering department to complete the order data issuance. If the company currently cannot produce samples, they directly fill in "Product needs to be outsourced," and the procurement department will complete the procurement matters.

If the order is a mass production order, they directly fill in the specifications and quantities of raw materials needed for the product order. If there are molds or fixtures that need to be newly made, they need to specify the design drawing time.

Customer Order Review (Logistics Department)

Logistics department personnel, after receiving the SAP auxiliary system order review prompt, will check the product information entered by the customer service department and the review records from the engineering department, focusing on the product number, order quantity, material number, and the quantity of materials needed to produce that product.

After reviewing the results from the engineering department, logistics personnel will also open the inventory module in the SAP system to check the inventory master data. To check the inventory situation of that product, they need to input the product number to find the product and material inventory quantities, including actual inventory, committed quantities, and available quantities. Record this data. At this point, we can conduct the order review in the SAP auxiliary system. There are several review results:

1. Order review mode when materials are sufficient: Material inventory XXKG, available XXKG, finished product inventory XXpcs, available XXpcs (if the inventory data is less than the order quantity, available is -XXpcs);
2. Order review mode when materials are insufficient: Material inventory XXKG, available XXKG, materials arrive on XX year XX month XX day (it is best to consult suppliers about material delivery times, and some suppliers with relatively fixed delivery times can also estimate delivery times), finished product inventory XXpcs, available XXpcs (if the inventory data is less than the order quantity, available is -XXpcs),

After inputting, if there are no issues, submit the review results, thus completing the logistics department's order review process.

Quality Management Department personnel during the order review process need to review the following key points:

1. Check the review information from other departments for each product and the historical data of that product. If it is an old product that has been mass-produced smoothly, the review passes. If it is a product for mass production for the first time, track the issues that arose during the sample production, and whether the technical department has resolved them. If there are still unresolved issues, record the detailed problem points in the review report, and the review passes conditionally;
2. For products for mass production for the first time, also check the drawings to determine whether the measuring equipment can meet the requirements. Take appropriate measures as necessary.

The Mold Department needs to provide the following information during the order review process:

Estimate the production cycle of molds, fixtures, etc., based on the order review content from the engineering department and the difficulty of product production.

1. New Sample Production Processing:

• 1.1 Estimate the production cycle of molds, fixtures, etc., based on the engineering department's design drawings;
• 1.2 Confirm the supplier's heat treatment cycle for molds, fixtures, etc.;
• 1.3 Internal mold technicians estimate the time for mold finishing, mold assembly, and trial molding;
• 1.4 Check the time for the logistics department to procure raw materials and mold materials;
• 1.5 Based on the above information, provide a review of the sample production time.

2. General Order Processing

• 2.1 Make order processing plan records.
• 2.2 Check whether the engineering department has new mold insert design and production requirements (e.g., if a certain part's lifespan has ended and needs updating). If so, estimate the completion cycle of that insert (including trial molding, etc.) and record it in the review report;
• 2.3 Check whether the engineering department has new mold insert design and production requirements (e.g., if a certain part's lifespan has ended and needs updating). If not, the review passes unconditionally.

The production department's task during the product review is:

Based on the quantity of finished products and materials in stock, the delivery time of insufficient materials, past production efficiency, current personnel numbers, equipment already scheduled for production, and outsourcing processing including mold cycles, estimate and determine the delivery time for the new order, and submit it to the customer service department;

Finally, the order review results are delivered to the "Customer Service Department," and the personnel in that department will generate a new "Order Acknowledgment," primarily to inform the customer of the delivery date for that order.

There is an order review summary table

The Customer Service Department provides a customer order review summary table for internal and external audits.

Procurement Events

For order review materials that are insufficient (including raw materials and other auxiliary materials), each department needs to make a procurement application (raw materials and packaging materials must be requested by the warehouse), and other materials should be applied for by the specific department using them. Specific operations are as follows:

Establish New Supplier Profiles

If it is a new supplier, a profile needs to be established in the SAP system before placing a purchase order. The information is as follows:

1. Supplier code

2. Supplier name

3. Supplier contact person

4. Supplier contact phone, fax, email

5. Supplier address

6. Payment method

Inquiry Form Preparation

If it is a material that has not been purchased before, an inquiry must be conducted before placing a purchase order, preparing an inquiry form and signing/stamping it to send to the supplier for a quote. The inquiry form style is as follows:

Open the SAP system - Procurement module - Enter the procurement application menu - Input material code (note that the material code is provided by engineering, and only the engineering department and procurement have the authority to establish new material codes) - Input the latest arrival time - Fill in the remarks column with the information to be noted - Click add, thus completing the procurement application of the applying department. After the applying department makes the procurement application, it will enter the approval stage. The procurement application form is first approved by the general manager - procurement approval - finally, the applicant needs to add confirmation. After the purchaser receives the procurement application form, they need to procure the corresponding materials, and the specific procurement quantity needs to be consulted with the general manager. After the general manager confirms the procurement quantity, the purchaser will create a purchase order in the SAP system procurement module according to the requirements (if it has not been purchased before, first create an inquiry form, then convert it to a purchase order; inquiry forms and purchase orders can be converted into each other). After the purchase order is approved by the general manager, it needs to be printed out (the purchase order requires the signatures of both the purchaser and the general manager). After completing these, the purchase order will be scanned and emailed to the supplier, and the supplier will confirm the purchase order. The purchase order needs to produce the following reports:

Procurement Receipt Timeliness Analysis Report

Procurement Progress Monitoring Report

Procurement Details

Supplier Payment Details

Procurement Record Search

Production Order Processing

At the same time as the order confirmation notification is generated, a production manufacturing request notification is also generated,

The operations department receives a reminder message from the customer service department to issue a production notification based on customer demand (forecast, past order quantities) and will prepare some additional quantities as safety stock to shorten delivery times and respond to customer order demands, in addition to the quantity of the customer's current order.

Production notifications are divided into two types (Celestra sample production notifications and Celestra finished product production notifications). When issuing production notifications for samples (new products), packaging information needs to be set, and an email notification is sent to the engineering department to provide the number of inner and outer packaging, printed steel plate material numbers, and packaging material numbers;

Other information used for labeling (including product name specification description, product image, certification marks) should also be set at this time. Edit the production notification number, with SPD at the beginning representing Celestra sample production notifications, and PD at the beginning representing Celestra finished products, for example: SPD19040201, PD19041201, this number serves as the product traceability code and will ultimately be displayed on the shipping label. After setting the above information, the production notification is issued to the engineering department.

Production Scheduling and Monitoring Management

After the production notification is issued to the engineering department, it is summarized into the production scheduling monitoring table after verification. The production department, mold department, customer service department, and operations department have different permissions to update this table.

1. The production department is responsible for updating the production status of mass production orders.

2. The mold department is responsible for updating the production status of sample orders.

3. The customer service department is responsible for updating the product delivery status.

4. The operations department is responsible for updating the production order status (if there are any order cancellations, the order needs to be closed).

The engineering department will receive a notification signal indicating a new request in their window. The engineering department supervisor will prepare the following documents needed for the event based on the "Production Notification" issued by the operations department in the SAP auxiliary system:

1. Product drawings;
2. Production orders;
3. Material list BOM;

The above three items are distributed to a. Production Department, b. Quality Department, c. Warehouse. This operation applies to both mass-produced products and samples.

Processing of the first mass production order (Engineering Department):

Engineers need to input the raw material list in the SAP system, while changing the product's material group from Celestra sample to Celestra finished product. Only after these two tasks are completed can they input the corresponding data in the SAP auxiliary system. The data input in the SAP auxiliary system includes: 1. Product processing requirements settings, i.e., surface treatment requirements; 2. Mold BOM, which is the production order, inputting the molds, fixtures, etc., needed for product production; 3. Material BOM, which is the material list (BOM table), mainly inputting the raw materials, packaging specifications, printed steel plates, paints, manuals, etc., required for the order; 4. Process management, which refers to the processes required to produce that product.

After completing the above actions, the operator will find the production notification that needs to be processed in the "Production Management Module" of the SAP auxiliary system, generate the mold BOM table, and then generate the material BOM table, checking these materials for errors that need to be corrected.

After completing these two tables, the engineer will submit the material BOM table for review, which will be reviewed successively by the engineering department supervisor, logistics department supervisor, production department supervisor, and operations department supervisor. Once completed, these two forms can be printed and issued to the production department and warehouse. Drawings also need to be issued to the production department and quality department. All issued materials need to be signed for by the receiving department.

Processing of Mass Production Product Orders (Engineering Department):

Relevant personnel need to open the production management module, find the production notification that needs to be processed in the position of the production notification. First, generate the mold BOM table, then generate the material BOM table, checking these materials for errors that need to be corrected. After completing these two tables, the engineer will submit the material BOM table for review, which will be reviewed successively by the engineering department supervisor, logistics department supervisor, production department supervisor, and operations department supervisor. Once completed, these two forms can be printed and issued to the production department and warehouse. All issued materials need to be signed for by the receiving department.

Sample Order Processing (Engineering Department):

Engineers can first directly use an EXCEL format material list (BOM table) and production order. For new molds, fixtures, inserts, etc., they can temporarily use "new inserts" as a substitute input while preparing the product's engineering drawings. Then, the engineer will submit the material BOM table for review successively to the engineering department supervisor, logistics department supervisor, production department supervisor, and operations department supervisor. These two forms will be issued to the production department and warehouse. The product's engineering drawings need to be printed out, signed by the product department supervisor and operations department supervisor, and issued to the mold department and quality department. All issued materials need to be signed for by the receiving department.

Material List (BOM Table) Sample:

Production Order Sample:

For products that require new mold inserts in the production order, the product engineer will email the mold engineer to design the order. Once the mold design engineer completes the design, the drawings will be reviewed by the engineering department supervisor, and then the drawings will be issued to the mold department.

For products that need to be changed, the product engineer will apply for changes in the product change management item in the production management module of the SAP auxiliary system, filling in the necessary change content before submitting for review, which will be confirmed successively by the engineering department, logistics department, operations department, customer service department, mold department, production department, quality management department, and warehouse. The handling of inventory items will be confirmed by the engineering department or operations department. The related materials after the change, such as drawings, will be printed by the engineer and issued to the relevant departments after review.

Product Order Processing (Production Department):

After receiving the paper production order, the production department will first organize the order, dividing the raw materials into non-standard copper materials, aluminum materials, and copper pipe series.

1. Orders for raw materials of non-standard copper materials and aluminum materials (including production orders, BOM tables, and drawings) are made in duplicate, with one copy attached to the printed product process label given to the production cutting operator, and the other copy given to the mold department to prepare for machining processes.

2. Orders for copper pipe materials are made in triplicate, with the first copy containing the production order and BOM table, along with the printed product label given to the cutting operator; the second copy containing the production order, BOM table, drawings, and mold notification, which is given to the mold master for preparation; the third copy containing the BOM and drawings, which is given to the printing master for early ink adjustment.

Input the quantity of the production order into the SAP system, domestic (01), foreign (02) products, and due date customer codes, etc.

In the monthly production plan, input the order content and schedule the production plan according to the delivery time.

General Production Processes:

1. Cutting, generally carried out in the order of delivery time.

1.1 Cutting Preparation:

Identify the order due for cutting, measuring equipment, self-made inspection tools, suitable saw blades, process control quantity tables, carrying boxes, hand trucks, label paper, calculators, stationery, labor protection supplies, etc.

1.2 Cutting

Wear labor protection supplies properly, implement machine operation according to the machine operation guide, adjust the saw bed, make the first cut, and check the dimensions and appearance for compliance. If not compliant, adjust until compliant. After self-inspection is compliant, record the dimension data (this process does not require QC inspection; if in doubt, it can be sent for IPQC confirmation), and cutting can proceed. During cutting, self-inspect once midway, and self-inspect the last cut, filling out the self-inspection record. After cutting, place the process control quantity table in the designated board position, and hand over other materials to the production administrator.

2. Mold Adjustment and Stamping

The mold master installs the corresponding molds according to the production orders that have been cut in the order of delivery time, and after self-inspection is compliant, hands it over to IPQC for first inspection. After passing the first inspection, the product's process label is affixed to the corresponding machine for production use.

3. Official Production Stamping

Each production process must be carried out in the order specified on the process label; skipping steps in production will lead to defective products. Each operator will prepare the tools they need for their respective processes (iron boxes, iron cases, pliers, labels, etc.). After preparing the tools, they should first stamp 2-5 products for QC inspection to check for compliance. After QC inspection passes, the operator will be notified to produce according to this sample, and they will conduct self-inspections intermittently during the process.

4. Surface Polishing Treatment

After completing each stamping process, polishing treatment is carried out. The operator will select suitable abrasives based on the size of the product, set the polishing time, speed, and other parameters. After each polishing, the product and abrasives are poured out, and the products are sorted. The abrasives are reused, and the products are placed in carrying boxes, then labeled with the product label, and sent to the designated "Waiting for Plating Area" for proper placement.

5. The company arranges for unified external plating at a specified time, and each product must be weighed. Detailed information about the product, plating processing requirements, weight, quantity, required arrival date, and whether it is a new product or a re-plating product must be listed. The production team leader will create an external processing application form in the SAP auxiliary system, as shown in the screenshot below, and then submit it for approval. The external processing application form is approved by the logistics department and operations department.

6. When the plated products return, the warehouse personnel will check each product to see if the weight matches what was sent out. If there are any issues, they will raise them with the delivery personnel and the company's logistics department for resolution. After weighing the received goods, they will notify the production department to proceed with the next production process.

7. The production department receives the notification of received goods and arranges for personnel to soak in anti-discoloration agent and dry. When the personnel receive the notification that there are products to soak in the anti-discoloration agent, they first check whether the anti-discoloration agent in the filtering oven is sufficient. If not, they will add it, mixing water at a ratio of 1:500 (500ml of anti-discoloration agent to 50000ml of water). Once filled, they will plug it in and wait for the temperature to reach 52° to proceed with this process. The three filtering tanks of the filter must also be filled with tap water, ensuring that one pool is filled with water while three pools are drained, continuously updating the water in the pools to better protect the plating during soaking. Once all preparations are complete, operations will proceed according to the work instructions, with each soaking time in the oven being 3 minutes, and the water rinsing time being 1 second for each pool. The rolling drum will spin dry for 5 minutes, and once enough products are collected, they will be placed in the oven to bake for 40-50 minutes, with the oven temperature set not to exceed 90° for drying.

8. After drying, the packaging personnel will conduct a full inspection of each product, checking the appearance, product length, printing, whether there are any cuts, and whether burrs are excessive. Any non-compliant items will be selected out and categorized for rework or re-plating. After passing the full inspection, they will be sent to the waiting transfer printing area.

9. After receiving the products, the transfer printing personnel will find the BOM table and drawings for that product, and prepare the steel plates, inks, and molds needed for transfer printing, setting up and debugging. After debugging is successful and passing the first inspection, they will begin mass production. After each batch of transfer printing is completed, it will be immediately placed in the oven for drying, with the temperature set at 110°, and baked for 20-30 minutes. Once completed, it will be handed over to packaging.

10. Packaging personnel will prepare the packaging bags used for each product that has been transfer printed and the shipping notification, size labels, small boxes, and cartons, counting according to the packaging specifications for each product, bagging, weighing, boxing, labeling, and wrapping with environmentally friendly stretch film, then transporting it to the warehouse to notify the warehouse personnel for storage.

Product Order Processing (Mold Department):

Handling of new samples and mass production orders:

1. New Sample Production Processing

1.1 Estimate the production cycle of molds, fixtures, etc., based on the engineering department's design drawings;

1.2 Confirm the supplier's heat treatment cycle for molds, fixtures, etc.;

1.3 Internal mold technicians estimate the time for mold finishing, mold assembly, and trial molding;

1.4 Check the time for the logistics department to procure raw materials and mold materials;

1.5 Based on the above information, provide a review of the sample production time.

1.6 Make a sample processing plan record.

1.7 Confirm what equipment will be used for sample processing.

1.8 Confirm that the tools and equipment used for sample processing are complete, and if not, apply for procurement in a timely manner.

1.9 Schedule processing according to the order timeline (if it is an urgent order, it will be arranged temporarily).

1.10 The first processing is for debugging, and the master needs to self-inspect whether each dimension is compliant. Only after debugging is compliant can it be handed over to QC for the first inspection, and only after passing the first inspection can processing proceed. (If non-compliant, adjustments will be made accordingly)

1.11 During processing, the master needs to conduct regular self-inspections until processing is complete.

1.12 After processing is complete, records of processing hours and efficiency for that sample need to be made.

1.13 After completion, notifications will be sent to relevant personnel in subsequent processes via email and other means.

2. General Order Processing

2.1 Make order processing plan records.

2.2 Check whether the engineering department has new mold insert design and production requirements (e.g., if a certain part's lifespan has ended and needs updating). If so, estimate the completion cycle of that insert (including trial molding, etc.) and record it in the review report;

2.3 Check whether the engineering department has new mold insert design and production requirements (e.g., if a certain part's lifespan has ended and needs updating). If not, the review passes unconditionally.

2.4 If there are new mold insert design and production requirements, confirm that all parts can be processed in-house. If there are parts that cannot be processed in-house, apply for outsourcing processing.

2.5 If there are new mold insert design and production requirements, make a mold component production plan record.

2.6 For parts that need to be CNC processed, use Solid Edge ST6 software to draw the 3D graphics of the mold parts.

2.7 Once the 3D graphics are completed, transfer them to NX 9.0 software to compile the processing program and arrange for machining.

2.8 Confirm which parts need to be prioritized for heat treatment. Parts that require heat treatment are all rough processed, and during processing, the master needs to self-inspect the dimensions and engrave the part number and name.

2.9 After the rough processing that requires heat treatment is completed and the self-inspection dimensions are compliant, notifications will be sent to relevant personnel in subsequent processes for outsourcing heat treatment.

2.10 For processing that does not require heat treatment, after completing the self-inspection dimensions and engraving the part number and name, place them in the designated mold placement area.

2.11 The returned heat-treated items require CNC and wire cutting for fine processing. After completing fine processing and self-inspection dimensions are compliant, engrave the part number and notify the mold master for assembly.

2.12 After the mold master completes assembly, trial molding will be arranged, and trial molding will have a trial molding order. Only after confirming that the trial molding is qualified can mass production processing proceed. (Molds require regular maintenance and upkeep)

2.13 Processing will be scheduled according to the order timeline (if it is an urgent order, it will be arranged temporarily).

2.14 The first processing is for debugging, and the master needs to self-inspect whether each dimension is compliant. Only after debugging is compliant can it be handed over to QC for the first inspection, and only after passing the first inspection can processing proceed. (If non-compliant, adjustments will be made accordingly)

2.15 During processing, the master needs to conduct regular self-inspections until processing is complete.

2.16 After processing is complete, records of processing hours and efficiency for that product need to be made.

2.17 After completion, notifications will be sent to relevant personnel in subsequent processes via email and other means.

Product Order Processing (Quality Department):

The Quality Department monitors quality during the order implementation process
1. After the order review is completed (the review process has already been mentioned, so it will not be repeated here).
2. During the order implementation process, the quality control plan is implemented
2.1 Accept several samples that have passed self-inspection by the adjustment technician, and IPQC will carry out the first inspection work:
Preparation before inspection:
2.1.1 Prepare design drawings, quality control plans, first piece inspection operation instructions, general acceptance criteria for product appearance, measuring equipment, self-made auxiliary inspection tools, calculators, pens, draft paper, etc.
Implementation of inspection:
2.1.2 Inspect the appearance formed by this process;
2.1.3 Inspect the dimensions formed by this process;
2.1.4 Inspect the functionality of semi-finished products formed by this process (if needed).
Processing of inspection results:
2.1.5 If the results are non-compliant, return to the adjustment technician for re-adjustment until compliant.
2.1.6 If the inspection results are compliant, issue the "First Inspection Record" and notify the production department to officially start production.

2.2 Process Inspection
Preparation before inspection:
2.2.1 Prepare design drawings, quality control plans, process inspection operation instructions, general acceptance criteria for product appearance, measuring equipment, self-made auxiliary inspection tools, calculators, pens, draft paper, etc.
Implementation of inspection:
2.2.2 Regularly patrol each process, randomly select samples, and check dimensions, appearance, and functionality;
2.2.3 If any non-compliance is found, immediately stop production and notify production management personnel and the quality manager;
2.2.4 Fill out the "Patrol Inspection Record";
2.2.5 If the defect rate exceeds the target value, issue a "Corrective and Preventive Action Report" to the production department.

2.3 Plating Inspection
Preparation before inspection:
2.3.1 Prepare design drawings, quality control plans, incoming material inspection operation instructions, general acceptance criteria for product appearance, adhesion testing standards, adhesion testing tape, cutting knife, measuring equipment, calculators, pens, erasers, draft paper, etc.
Implementation of inspection:
2.3.2 Check whether the coating measurement report provided by the supplier is compliant;
2.3.3 Randomly select samples according to regulations for adhesion testing; if non-compliant, return the entire batch to the supplier and require the supplier to respond with a "Corrective and Preventive Action Report";
2.3.4 Regularly randomly select samples and send them to a third party or cooperative factory to determine the coating thickness;
2.3.5 Regularly randomly select samples and send them to a third party to determine the content of harmful substances in RoHS;
2.3.6 New products undergo salt spray tests according to regulations.
2.3.7 If any of these reliability tests are non-compliant, the entire batch will be returned, and IQC will issue a "Corrective and Preventive Action Report" for the responsible person to implement corrective actions.

2.4 Shipping Inspection

Preparation before inspection:
2.4.1 Prepare design drawings, quality control plans, shipping inspection operation instructions, general acceptance criteria for product appearance, shipping notifications, sampling plan operation instructions, measuring equipment, computer pattern scanners, self-made auxiliary inspection tools, qualified seals, ink pads, calculators, pens, draft paper, etc.
Implementation of inspection:
2.4.2 Implement sampling inspections on prepared goods according to AQL (for customer requirements, implement sampling according to customer requirements):
2.4.2.1 Inspect outer boxes/inner boxes/packaging/computer patterns, etc.;
2.4.2.2 Inspect the dimensions of the products;
2.4.2.3 Inspect the functionality of the products;
2.4.2.4 Issue the "Shipping Inspection Report," and only after approval can shipping be arranged;
2.4.2.5 At the same time, prepare other various reports for different customers, such as "Material Certificates," "Coating Test Reports," "Salt Spray Test Reports," etc.;
2.4.2.6 Stamp "QC PASS" on the outer packaging.

2.5 Incoming Inspection of Outsourced Products:

For outsourced products, quality personnel, in addition to conducting shipping inspections (2.4), need to inspect incoming materials according to the "Incoming Material Inspection Operation Instructions" and prepare an "Incoming Material Inspection Report."

Prepayment Application

After completing the purchase order, if a prepayment is needed, a prepayment application must be made in the SAP system, extracting the basic data of the purchase order (copying from the purchase order). The specific prepayment amount should be based on the amount confirmed by the supplier. After filling in the amount, preview the application form for any issues. If there are no issues, print it out, add it, and wait for finance and the general manager's approval. The printed application form also needs the purchaser's signature and should be bound with the required payment materials for submission to finance for approval.

Procurement Receipt

After the supplier completes the products, they will transport the products to our factory. At this time, the warehouse personnel need to carry out the receipt process in the SAP system, open the procurement module, click on the procurement receipt form, input the supplier name on the delivery note, import the procurement order information (copying from the procurement order), and enter the quantity according to the delivery note, then add it. After the purchaser receives the receipt prompt from the warehouse, they need to approve the procurement receipt form in the SAP system. If they believe there is an issue with the receipt form, they will reject the approval and return it to the warehouse to re-enter the correct data. The approval process will be restarted.

Raw Material Accounting

Accounts Payable Application

After the receipt is completed, conduct a transfer with the supplier, and after confirming the bill, an accounts payable application must be made in the SAP system. Open the SAP system, enter the procurement module, click on accounts payable invoices, input the supplier name, and copy the basic data from the procurement receipt. In the remarks column, write the payment method, and if there is an invoice, input the invoice number. After completing these, click preview to check if all information is correct. After confirming completion, print it out, click add, and submit it for approval through the operations department and finance department. After finance approval, it will return to the procurement department for adding confirmation, thus completing the payment application process.

Accounts Payable Review

Enter the official SAP system, click on process approval, and check whether the content of the procurement initiated process documents is consistent with the paper payment application form, whether the amount is correct, and verify that there are no errors before clicking update and confirm.

Classify the payment documents according to different payment methods, distinguishing between Alipay, cash, and bank transfer. For payment documents with bank transfer as the payment method, print the settlement business application form and submit it along with the payment application form to the higher level for review; for Alipay, after the higher level review is completed, provide the payment U-shield to sales for payment operations; for cash, directly submit it to the higher level for review and payment.

Payment Update System Operation

Log in to the bank system, export the bank transaction records, and confirm the amounts of completed payments and the corresponding supplier names.

Enter the SAP system, click on accounts receivable and payable business - payment. Select the supplier code, select the detailed list of paid procurement records, then select the payment method from the function bar - transfer, input the paid amount, and click confirm to complete the payment update operation.

Invoice Number Entry

After receiving the invoice issued by the supplier, enter the invoice number into the SAP system, open the SAP system, enter the procurement module, go to accounts payable invoices, click the search icon, input the supplier name, click search, and after finding the payment record, enter the invoice number, and click update to complete.

Warehouse Material Issuance

Production material requisition personnel will go to the warehouse with the requisition form to collect materials. The warehouse personnel will issue materials to the requisition personnel according to the information on the requisition form. After weighing, they will write the obtained data on their respective requisition forms, open the SAP system inventory module, enter the inventory transaction - material issuance menu, input the material number, issuance quantity, and click add to complete.

Warehouse Receipt

Open the SAP system inventory module, enter the inventory transaction - receipt menu, input the material number and quantity, and click add to complete. This process is mainly used when converting the supplier's material number to our company's material number or when updating inventory.

Material Inventory Quantity and Location Inquiry

Open the SAP system, enter the inventory module, go to the material master data menu, input the material code, click search, and click inventory data to query the material's inventory data and location.

External Processing Application Approval Process

After receiving the approval prompt for the external processing application form from the production department, enter the logistics management module of the SAP auxiliary system, go to the external processing application form menu, click on logistics department approval, check the agree option, and click save, thus completing the external processing application approval process.

The operations department receives the approval prompt for the external processing application form, enters the external processing application form for operations department approval, and whether to approve or disapprove, the application form will return to the production department for subsequent processing. After weighing the goods returned from external processing, the warehouse personnel will fill in the receipt weight, quantity, receipt date, supplier delivery note number, and other information on the receipt notification. After the warehouse completes the external processing application form, procurement needs to conduct verification. The specific operation is as follows: open the SAP auxiliary system - reports - external processing application form report - select supplier - click on the detailed list - check which external orders have been completed - click on the completed receipt list - click on verification. If discrepancies are found after verification, the erroneous list can be unverified.

Label Printing

Open the logistics management module of the SAP auxiliary system, enter the label printing module, input the product number, click search, select the PD number (the PD number is generally the latest), select the printer, find the product, and input the customer order number or change the customer order number. As shown in the figure below:

Double-click the left mouse button on the blue row in the above figure to pop up the page for changing the label quantity, input the quantity to be printed, click save, and exit, as shown in the figure below:

After exiting the image management, it will return to the printing page, check the PO number, customer PD number, select LOGO, and click the display button. At this time, all information will be displayed, as shown in the figure below:

Print settings, general domestic labels and export labels are set to horizontal, click the print icon, select the printer model, input the number of copies to print, thus completing the printing process for ordinary domestic and export labels.

Customer Special Label Printing

Some customers have their own fixed label formats. Currently, the special labels include the following customers:

Label Example 1:

Label Example 2:

Label Example 3:

Label Example 4:

The following is the large label for GGS outer boxes, which will appear according to the generated details. The large label printing requires two copies.

GGS Box Label

GGS Bag Small Label

GGS Outer Box Small Label

GGS Straight Tube Bag Small Label

GGS Straight Tube Outer Box Small Label

Label Example 5:

Label Example 6:

Label Example 7:

Label Example 8:

Label Example 9:

Inventory Accounting

1. Material Accounting

At the end of the month, export warehouse outbound data from the official SAP system (select the monthly closing period and export copper and aluminum separately), and organize it into a material inbound and outbound detail table. Calculate the weighted average price of materials at the end of the month based on the invoice amounts of materials purchased and received during the month, and then calculate the material outbound amount and ending balance. The accounting for finished products follows the same principle, using the weighted average method at the end of the month, and will not be repeated.

2. Finished Product Accounting includes three major components: materials, labor, and expenses.

1. Materials come from inventory

Inventory transactions involve the entire supply chain, and production, sales, procurement, and warehouse departments are closely linked from the moment new orders are put into production.

Inventory transactions include but are not limited to: procurement of good products into inventory, return of defective products, material requisition for work orders, outsourcing processing outbound (applicable to our current production model), completion of outsourced processing into inventory, return of materials, replenishment of materials, completion of inventory, sales outbound, sales returns, etc.

2. Labor refers to labor costs

3. Expenses refer only to manufacturing costs related to the workshop, such as machine depreciation, fuel costs, utilities, factory rent, etc.

Issuance of Financial Statements

After the accounting processing of each subsystem (inventory, accounts receivable, accounts payable, fixed assets, cashier, production, etc.) is completed, the vouchers generated by the subsystems are posted to the general ledger system; after the general ledger system carries forward the current period's profit and loss, it can issue the three major financial statements, namely the balance sheet, income statement, and cash flow statement.