How to release order (with all mandatory documents for new experts)

VISION:

This process was created to allow Estimators -Experts who do not have experience of releasing a project into production to familiarize themselves with the process.

COMMITMENT:

This applies to all Estimators – Experts.

EXECUTION:

See steps below

TEMPLATES AND RESOURCES:

Shop drawings/ Shop drawings for production/ Shop drawing addendum

https://desk.intuswindows.com/portal/en/kb/articles/shop-drawings-shop-drawings-for-production-shop-drawing-addendum

Contracts (PA and PO)

https://desk.intuswindows.com/portal/en/kb/articles/contracts-pa-and-po

Priority list

https://desk.intuswindows.com/portal/en/kb/articles/priority-list

Credit application

https://desk.intuswindows.com/portal/en/kb/articles/credit-application

Order change addendum

https://desk.intuswindows.com/portal/en/kb/articles/order-change-addendum

Clarification form

https://desk.intuswindows.com/portal/en/kb/articles/clarification-form

Deposit/Invoice

https://desk.intuswindows.com/portal/en/kb/articles/what-is-invoice-and-how-to-send-it

Releasing the project into production means that all the necessary documents have been signed and received and from this point on, the project will move to the final stage where it will be handed over to the production team. Summary of Items Officially Needed to Proceed and Release to Fabrication:

-         Approved and Signed Shop Drawings

-         Signed Purchase Agreement or Purchase Order

-         Approved and Signed Priority List (For projects with 2 or more containers) *

-         Deposit received

-         Approved Credit Application

-         Signed Order change addendum (Required if the contract amount does not match the last quote) *

-         Signed Clarification form (Mandatory if the customer does not agree to sign/approve Shop Drawings in a manner acceptable to INTUS Windows) *

-         Signed Shop drawing addendum (Required if changes are made after signing the shop drawings and the client does not want to re-sign the updated shop drawings) *

-         Prepared Shops for Production (These need to be requested when we receive the Shop drawings signed by the client) ->

*These documents are only required in certain circumstances

-> Once all the necessary documents have been collected and signed, you should receive a request in BlueScreen to release the order. When you receive the following request from the Project Manager, double check that all the documents are attached in the BlueScreen and that the amount of the last quote matches the contract (PA/PO) amount (There may be cases where a project needs to go into production without a revision request, e.g. when a PM writes a message via Teams and is not able to submit an official request at that time) ->

-> Also check that all signatures comply with INTUS windows standards, i.e. there are no missing signatures, and that the documents have been signed by the same buyer, where the employee may be different, but it must be the same legal person/buyer

->

-> Releasing the project into production*

Go to the BS (Blue Screen), find the last submitted proposal with the status Main (Active)* (Note: The information in the Shop drawings must correspond to this proposal), and click on the "Pre-release" button. A table will then pop up, where in the "linked orders" section you need to link this order to the other order for this project (e.g. Mock-up order), if any. ->

-> Under Building Structure Type selection, select the type based on the installation details, if there are no installation details, select "Unknown"->

-> In the "Shipment Mode/First container delivery date/Delivery Frequency" sections, select "Container/14-18 weeks first container/Every other week" as the default options, unless you have been informed of other options, then select accordingly. -> And then click Pre-release again. ->

* The release of a project to the pre-release stage can only be carried out with all the above-mentioned documents identified as "Summary of Items Officially Needed to Proceed and Release to Fabrication", except for the Deposit and the Shops for Production

* The proposal and the Shops for prod must not be older than 14 calendar days. If it exceeds that, the quote and shops for production must be updated

-> An order with the status "Pre-released" will then be created and you will be directed to it accordingly. Then go back to the "Documents" section of the project and attach all the documents needed to release the order. These are the documents listed at the beginning of this SOP („Summary of Items Officially Needed to Proceed and Release to Fabrication”) ->

-> Then make sure the PM has filled in the "Buyer's information" section. If the information is not filled in, contact the project PM and remind him to do so. ->

-> Once the "Shop drawings for production" are ready, go back to the "Documents" section of the project and attach it to the order. ->

-> Then upon notification via email that the deposit has been received (in some cases the deposit may not have been received yet, but the approval to release the project without the deposit has been received instead, which coordinated by the Project Manager and in which case the accounting team will mark the deposit amount as 1.00 USD), you need to go to the order and change the status from "Pre-released" to "Pending for Release". From this point on, the Production/Logistic teams take over the order.

Created By:

TADAS STANKUS

Approved By:

SIGITA ŽELVYTĖ

Date Approved:

07/09/2024

Date Created:

07/09/2024

Date Last Modified: