From the estimating menu select quote list

This view allows to be able to see the status of quotes by selecting lists tab the quotes can be sorted into

Live Quotes – all quotes still open

All Orders – means Quotes

All Lost – Shows all quotes with a status of lost

All Regrets – Business decision to abstain from quoting

All Quotes – Shows all regardless of status

Column details This information is pulled from the actual quote if information is missing this is due to the information not inputted

Quote No - Unique number given to quote as it is raised

Revision – version if the quote is revised

Customer – Customer name

Tittle - Name of quote/project

Received Date – Date quote request received

Customer Return Date – date customer requires the quote returned

Actual Return Date – Date actually returned to customer

Estimator – Name of estimator who created quote/quoted prices

Project status - Choices are - buying-Lost -Order- Secured- Tender

Door/Doorsets - Choices are – Door kits – Doors only – Doorsets- Frames only

Total Price - Value of quote

Num Doors – Actual number of doors

Num Frames – Actual number of frames

Num Scr – Actual number of screens

ASP – Average selling price

Margin – Margin percentage made on the quote

Probability – Choices are 0% - 30%- 50% - 70%- 90%

Follow up – Date when quote will be followed up

Contact – Person to contact

Contact Phone - Contact telephone number

Contact Mobile – Contacts mobile Number

Contact email – Contacts email address

Project scope – Comments added here by estimator

Quote Folder – Option to upload folders by selecting pick a folder -currently not used as all information in Mondays.com SharePoint

Intel Site – Shows site where the quote was raised

To search and view a quote enter the quote number in the quote no column field search for the quote and select the … to open the quote.

Search for and open the quote which is to be converted to an order by selecting the estimating menu and select quote list.

Update the project status from the dropdown arrow and select Secured.

Select the convert to order tab

New window opens which is the converted quote to a contract the contact has been given the next unique system generate contract number.

From the estimating menu select the quote list

New window opens select the drop-down arrow from the add tab

Select the convert to order tab

New window opens which is the converted quote to a contract the contact has been given the next unique system generate contract number

Search for and open the quote which is to be converted to an order by selecting the estimating menu and select quote list.

Update the project status from the dropdown arrow and select Secured.

Select the convert to order tab

New window opens which is the converted quote to a contract the contact has been given the next unique system generate contract number.

From the contract management menu select call off list- and select your site

If selecting ALL SITES– a new pop up will appear asking which site, do you want to create the new contract in see image 1 (A and B)

Select the drop-down arrow next to add and select the type of contract

• Architectural
• Housetype/plots

New window will open a contract number will be auto generated

Enter the project name

Complete these fields

1. Contract man is the scheduler

1. BDM/Estimator enter their name or the salesperson name

1. CoC Scheme select the correct scheme

1. Intel Site select your site ( this may be auto populated , it is best practice to check)

Select the Customer Orders tab – this is where the customers purchase order is added

• Cust order No enter the purchase order number
• Date received - this is the date Intelligent doors received the order
• Select the + which opens in the shared network area
• Search for the purchase order and attach
• Select the … and view the purchase order
• Add any relevant comments
• Enter the value of the purchase order

Site details – enter the site name and full address including postcode –

• Call required – select the correct option as per the handover document
• Forklift on site – select as per the handover document
• Vehicle – select from the drop down as per the handover document
• FORS – select as per the handover document
• Restriction time – enter these in the free text box as per the handover document

Delivery instruction – add here any detailed instruction as per the handover document

Site contact – complete adding all contracts on the handover document

• Select the + to add a contact
• Role
• Name
• Telephone number
• Mobile
• Email address
• Main – select this against who is the site main contact

Customer on stop- this is a warning from credit control there are different levels of credit see image

To find out who the credit controller is follow these steps

1. From contract management menu select customer list

1. Search for customer

1. View the credit controller in the credit controller column

The credit controller will need the following information

• Call off Number
• Copy of Purchase Order
• Value of Purchase order

Supporting Files- here additional files can be added follow this link to the training documents 05.How To - Save and Add documents to the supporting files tab v1.docx

1. Click on the supporting files tab

1. This opens the view to see already added files

1. Opens document

1. Here is where you knew files

Search for Call off

New window opens

Select Contract set up tab

Select Notes and extra tab

Add a note

Contract note Number Field add a number 1

In the Description field enter topic here

Notes – add the exact detail request

Visibility select from drop down Who you want to see this

Save

Click back in description field, this generates a reference no

Back to House type Management

In doorsets notes field

Select +

Brings line up

Select from drop down note entered

Save

From within the contract select contract set up tab

Select the ironmongery tab

Select the category of ironmongery to be used on the contract

This will open a search window search here for the ironmongery listed on the handover document

Search in the search window, various ways to search, ideally the handover document will give the stock code

Click in the line of the product required

Select the add selected items button

The selected ironmongery is now pulled through to the ironmongery section

Work through the headings from left to right selecting what the customer has requested as per the handover document

Ensure the correct position is added for items that require this

• Positioning for a Lock – the standard position used is the centre line of the spindle

Save and exit

Scan the paperwork to yourself

Save in Sharepoint/Mondays.com

Select call off list from the contract management menu

Search for call off

On the contracts set up page select the supporting files tab

This expands the section, select the + from the bottom

This opens access to your folders

Search for your saved document which you have saved in either SharePoint or Mondays.com

Double click on the document you wish to attach

Add a description in the description field

• Example if attaching emails/customer comms – add brief description i.e.; “customer call off list “
• For production paperwork “ Production Paperwork “

Open the contract the call off is to be created in

Ensure the call off summary tab is selected

Select create call off tab complete the following columns

Call off is generated make a note of the call off number

Change Spec Status to in process

Change Manufacture site to your site/site goods to be manufactured

Add description that is unique to this call off adding your initials in brackets e.g., (TT)

Select the correct CoC for the call off (this will be FSC/PEFC/Non certified) all except Grangemouth as no accreditation

Enter the lead times by selecting the correct date in the Production week column Individual site will have different lead times these will be agreed, and rules set up in Rtis to reflect these

Change the admin Status to Processing

Select in the Cust. Order No column select the correct PO from the drop down arrow

Enter the value of any carriage charge

If this calls off has a requested alternative delivery address complete this field refer to the full process steps in this link 46-How to Add an Alternative Address v1.1.docx

Only select the FOC button if you are authorised by management that this call off is FOC

Save

Add the doorset/door/frame requirements

Select the Schedule views tab

Select the Add new DS tab

Door set Specification window now opens ready to input the specification required by customer – complete all relevant fields starting at the top

Doorset selector section here select either doorset or door/frame and enter the pricing details from the handover document

General Specification – complete all fields as per the handover document

• missing information from the handover document this will need to be obtained before proceeding
• For technical information refer to the technical standards are on Mondays.com board by following this this link https://national-timber-group.Monday.com/boards/762495528

• For additional technical support contact joanne.hardy@inteldoors.co.uk or david.hallam@inteldoors.co.uk

Doorset Notes This is where you can add your already set up notes into the doorset. This link is to the process document How to add a note to doorset spec v1.docx

Door leaves Specification – supply type is to be selected first

Bespoke = Is a special Door manufactured in Thornaby

Product Range = Catalogue door from supplier i.e., Vicaima /Premdor

• Service option – are standard options that supplier offers

Select the … next to service options to make selections here

Bought in Bespoke = is a way to buy from a third party (only to be used in exception when Inteldoors cannot fulfil the requirements)

Apertures – glazing

Frame Specification – In this section the intumescent strip information is displayed changes to colours are made here

Frame Comps and Arch Comps tabs – check correct entries pulled through amend any requirements as per the handover document – select the spy glass to view a sketch of the profiles see image 7

Ironmongery – here selection is made from the earlier set up of the ironmongery.

A reminder of how to set this up follow this link How to set up Ironmongery.docx

Additional ironmongery can be added by selecting the add iron item/add iron pack

A select add iron item

B select the … to add

By selecting the drawing, image you can view an image of the doorset which shows the hinge and vision panel positions

The Valid warning at the top of the doorset starts off as Red and it should turn to green upon completion of the doorset, if still red select the warning this will open a new window

This new window will detail what is causing the warning to still be red, these needs investigating and resolving before proceeding

• Check your entries
• Check the standards
• Request technical help
• Request help from the Rtis hep desk rtissupport@nationaltimber.co.uk link for how to use the help desk click here 5.How to – Get Rtis help-support-ask a question v1.docx

Once the valid/invalid warning is green, select the view material requirements tab this will go dark grey whilst Rtis checks all requirements, this can take a few minutes as the systems is checking the doorset.

When complete a new window opens any unspecified items will be highlighted in yellow, these need to be addressed before proceeding

• Check your entries
• Check the standards
• Request technical help
• Request help from the Rtis hep desk rtissupport@nationaltimber.co.uk link for how to use the help desk click here 5.How to – Get Rtis help-support-ask a question v1.docx

Assign to a call off

Select contract details tab

Select call off assigner new window opens

Select the doors/frames to be assigned by ticking the box in column select door select frame

Choose the call off to be assigned to

Items to be assigned will be highlighted in red in the tab check this is correct and select to assign to call off

This will now turn green showing the call off number and appear in the lower window

Close window takes you back to contract details

How to produce schedule to send to the customer

Select the drop-down arrow from the selected call offs

A. Ensure that you only Select the call off required for the customer (NOT unassigned)

B. Select ok

Window closes

a. Check the selected call off is correct

b. Select print,

c. select the correct required schedule dependant on what is on the call off this will generate the schedule ready to send to customer

a. select load template

b. select create schedule

c. select Save as Excel this document and tidy up before sending to the customer for approval

Once the customer has confirmed the schedule is correct proceed to updating the purchasing status, reviewing the paperwork and committing the call off

From the call off line Select the … in the purchasing status, new window opens  

a. click on the select all tab,   

b. then select the regenerate selected tab,  

c. message appears are you sure you want to recreate the purchase requirements click OK 

d. message will appear update completed Select OK

From the call off line

1. select the printer icon

1. select Sales Doorset checking list (intel) from the pre-sets drop down

1. select print reports

1. paperwork PDF appears, view this here checking what you have entered is all appearing correctly

How to commit

Ensure you have clicked in the correct call off, Change spec status to complete in the call off line

Select FSC update this will check all the material requirements this can take a few minutes

If the commit tab is NOT active hover over it and the reason it is not active shows these can be

• Customer over credit limit
• FSC
• Unspecified items if unspecified items follow the below to locate where in the call off these items are

a. Select schedule view

b. Ensure viewing the required call off

c. Select Select visible tab

d. Select Mat Reqs tab this now runs a check to locate where the unspecified items are

e. Pop up window confirms it has found errors these are highlighted in red

Open the doorset and correct the errors identified

Call off line is now a darker grey and no further changes can be made commit tab changes to being greyed out

Now release the paperwork for printing by clicking in the revision No column and release paperwork

Admin status change to released to purchasing

Spec status change to complete

Save

The production paperwork will be printed and given back to Scheduler for a final check before handing over to production for manufacture

Creating a call off

Open the contract the call off is to be created in

Ensure the call off summary tab is selected

Select create call off tab complete the following columns

Call off is generated make a note of the call off number

Change Spec Status to in process

Change Manufacture site to your site/site goods to be manufactured

Add description that is unique to this call off adding your initials in brackets e.g., (TT)

Select the correct COC for the call off (this will be FSC/PEFC for all except Grangemouth as no certification in place now)

Enter the lead times by selecting the correct date in the Production week column

Individual site will have different lead times these will be agreed, and rules set up in Rtis to reflect these

Change the admin Status to Processing

Select in the Cust. Order No column the correct PO

Enter the value of any carriage charge

If this calls off has a requested alternative delivery address complete this field refer to the full process steps in this link 46-How to Add an Alternative Address v1.1.docx

Only select the FOC button if you are authorised by management that this call off is FOC

Save

Add the doorset/door /frame requirements

Select House type management tab

Select add a house type this generates a blank house type

1. Replace (new house type) with the actual house type name

1. Replace (new plot) with plot number /name

1. As/opp this is reference the handing the first plot is known as the AS ( as the drawings) subsequent plots are to be selected as per customers’ requirements for the plot select here from the customers drawings

1. Call off column will be populated once this plot is assigned to a call off

1. Desp. Column give the despatch status of the call off

Select the Add new DS tab

Door set Specification window now opens ready to input the specification required by customer – complete all relevant fields starting at the top

Doorset selector section here select either doorset or door/frame and enter the pricing details from the handover document

General Specification – complete all fields as per the handover document

• missing information from the handover document this will need to be obtained before proceeding
• For technical information refer to the technical standards are on Mondays.com board by following this this link https://national-timber-group.Monday.com/boards/762495528

• For additional technical support contact joanne.hardy@inteldoors.co.uk or david.hallam@inteldoors.co.uk

Doorset Notes This is where you can add your already set up notes into the doorset. This link is to the process document How to add a note to doorset spec v1.docx

Bespoke = Is a special Door manufactured in Thornaby

Product Range = Catalogue door from supplier i.e., Vicaima /Premdor

• Service option – are standard options that supplier offers

Select the … next to service options to make selections here

Bought in Bespoke = is a way to buy from a third party (only to be used in exception when Inteldoors cannot fulfil the requirements)

Apertures – glazing

Frame Specification – In this section the intumescent strip information is displayed changes to colours are made here

Frame Comps and Arch Comps tabs – check correct entries pulled through amend any requirements as per the handover document

Ironmongery – here selection is made from the earlier set up of the ironmongery.

A reminder of how to set this up follow this link How to set up Ironmongery.docx

Additional ironmongery can be added by selecting the add iron item/add iron pack

A select add iron item

B select the … to add

By selecting the spy glass and the drawing, images can be viewed of what the doorset will look like

The Valid warning at the top of the doorset starts off as Red and it should turn to green upon completion of the doorset, if still red select the warning this will open a new window

This new window will detail what is causing the warning to still be red, these needs investigating and resolving before proceeding

• Check your entries
• Check the standards
• Request technical help
• Request help from the Rtis hep desk rtissupport@nationaltimber.co.uk link for how to use the help desk click here 5.How to – Get Rtis help-support-ask a question v1.docx

Once the valid/invalid warning is green, select the view material requirements tab this will go dark grey whilst Rtis checks all requirements, this can take a few minutes as the systems checks the call off

When complete a new window opens any unspecified items will be highlighted in yellow, these need to be addressed before proceeding

• Check your entries
• Check the standards
• Request technical help
• Request help from the Rtis hep desk rtissupport@nationaltimber.co.uk link for how to use the help desk click here 5.How to – Get Rtis help-support-ask a question v1.docx

Once the first doorset has been created house type management has several features these features, and tabs are explained below

1. Add House Type – select this to add a housetype

1. Duplicate HT – by selecting this tab the house type will duplicate

1. Duplicate HT from order – this will duplicate a house type from a different call off see steps 33-39

1. Delete HT – this will delete the selected House Type

1. Add Plot – adds plots to the selected house type

1. Delete a plot- this will delete the plot selected

1. Add new doorset - by selecting this tab a new doorset will be added

1. Duplicate a door set – when this tab is selected it will duplicate the doorset

1. Delete a doorset -if required

Duplicate HT from order

Note the contract number and call off number to be duplicated

Select the duplicate HT from order tab

From the contract No field select the drop-down arrow

This opens new window - search here for the contact and select open

This then populates all the call offs into the scree

Locate the call off required and click on the select grey button

This then add this housetype to your current contract

Assign to a call off

Select contract details tab

Select call off assigner new window opens

Select the doors/frames to be assigned by ticking the box in column select door select frame

Choose the call off to be assigned to

Items to be assigned will be highlighted in red in the tab check this is correct and select to assign to call off

This will now turn green showing the call off number and appear in the lower window

Close window takes you back to contract details

How to produce schedule to send to the customer

Select the drop-down arrow from the selected call offs

A. Select the call off

B. Select ok

Window closes

1. Check the selected call off is correct

1. Select print,

1. select the correct required schedule dependant on what is on the call off this will generate the schedule ready to send to customer

1. select load template

1. select create schedule

1. select Save as Excel this document and tidy up before sending to the customer for approval

Once the customer has confirmed the schedule is correct proceed to committing the call off

How to commit

Change spec status to complete in the call offline

Select FSC update this will check all the material requirements this can take a few minutes

The commit button will now be active select this it will go dark grey whilst it processes to committed. Message appears to confirm committed

Call offline is now a darker grey and no further changes can be made commit tab changes to being greyed out

Select the … in the purchasing status, new window opens

Click on the

1. click on the select all tab,

1. then select the regenerate selected tab,

1. message appears are you sure you want to recreate the purchase requirements click OK

1. message will appear update completed

1. select ok

Now release the paperwork for printing by clicking in the revision No column and release paperwork

Admin status change to released to purchasing

Spec status change to complete

Save

Check and review the Sales Doorset checking list (intel) pack paperwork

From the call off line

1. select the printer icon

1. select Sales doorset checking list (intel) from the pre-sets drop down

1. select print reports

1. paperwork pack appears, view this here checking what you have entered is all appearing correctly on the pack

Select the fire rating from the drop down arrow

Select FD30s

In the SMK seal box select from drop down arrow Fin

Navigate to the right hand side of the window inline with the frame specification section

Select frame comps

Select Int Strip

Change Jamb Primary in drop down to 15 x 4 Pyroplex offset flipper

Go to Jamb secondary in drop down and change to 15 x 4 Pyroplex offset flipper

Select head in drop down and change to 15 x 4 Pyroplex offset flipper

Save

Create a new call off in the normal way

Navigate to the Purchase Status column and select the …

A new window opens Select the loose item Tab

Select add stock item

New window opens to search for product required

Click on the line of the product required

Click on the add selected items tab

This populates into the main screen, Add qty of product

Add the price

If more items are required repeat the above steps until all loose items have been added

Select the select All tab

Select the Regenerate selected tab

Pop up window appears asking are you sure you want to recreate purchase requirements select OK to continue

A new pop-up window appears after a few seconds saying update complete OK select ok to continue

Close this window and continue to complete the call off column status and commit the order

When a call off is to be delivered direct from supplier to customer

Select the drop-down arrow in the admin status column and select Direct Dly this will be clear to purchasing – planning and transport that the supplier is delivering these goods

When the call off is free of charge for the customer

If this item is authorised as free of charge for the customer tick the FOC box this then does not affect the credit status of the call off credit control do not see a call off that has this ticked

When a call off is of high priority and requires purchasing to act upon straight away

• In the description column enter AFTERCARE 12345(aftercare related no)
• Once call off complete email purchasing @inteldoors.co.uk /flag to your onsite purchaser that this is urgent
• in subject field of email write aftercare
• in email enter call off number and request urgent attention
• if your onsite purchaser is not available by emailing the purchasing inbox this will be pick up by a member of the wider purchasing team as a matter of priority

Search for and open the contract that the template is to be imported into

Select the Scheduler view

Select the Import doorset templates tab

This opens a new window which lists all the templates Search for the template required and click on select and click done

This imports the template into the contract

Select the … to open and make any changes that are required

• Door type field will need to be changed as per customers instructions

Open the contract that global changes are to be made to

Select the call off

Select schedule view from in here select what is to be globally changed

Locate the column header for Hinge QTY and type

Select the filter feature from within the header column, this details what is available to change

Select the ones that are to be changed by selecting the tick box on the left and select close

Select the select visible tab

View Qty selected in bottom left-hand corner of screen; this is important to check

Select contract set up tab

Select specification set up

Select multiple updates which opens new window - here is where the qty`s in step 8 should match - continue to make the global changes

• Global changes can only be made in areas detailed in this screen

Select the drop-down arrow in the Hinge field and select the hinge required for the change

Select the tick next to the hinge selected

Pop up box appears asking confirmation that the changes are to be made select yes to continue

This made take a few minutes to update – update message will appear when complete select OK

Go back to schedule view and check the changes have been made

• In step 5 the filter was selected to what was to be changes
• Remove this filter which will reveal the changes made
• Using the de – select all tab and show all tab will reveal all

Areas to double check

1. Remove the filter or de select all and show all

1. Check hinge column has changed

1. Check QTY`s correct

Create the call off in the usual way, after assigning products to the call off continue with steps 1 to 15

From the contract details window select the Proforma Payments tab

Select the + symbol

Select the … in the in the proforma window cell this generates the next proforma sequential number

In the description field enter the call off number

In the date issued field enter the date you are processing this and asking for payment

In the total value field enter the value of the call off

In the File field select the document icon

This opens a new window showing detail of all the product on the proforma, search for the call off you have just added

Select the product required for this proforma

Then select the preview tab this will open a preview of the proforma invoice

Check the Preview

• Correct product
• Qty
• Price
• Customer details

Close the preview this now populates the invoice in the proforma payments section (steps 13)

Select the spy glass document this will open the actual PDF this is then saved in project folder ready to send to the customer

What to email to customer?

• PDF of proforma invoice
• State clearly on email asking customer to notify scheduler once they have made a payment

When the customer confirms payment has been made contact Tom Smith in credit control will confirm this has been paid and release the order for scheduler to proceed

Proceed to committing the order and updating the statuses in the call off

From within the contract select call offs

Ensure the call off is selected on the left-hand side of the screen

Select visible to unassign tab and select the correct selected based upon what is on the call off

• Doorset
• Doors
• frames

Select unassign from Batch

Save

How to view the Admin status of a call off

Select Contract management menu expand the call off lists

Select your site

Select status view

Search for call off

View admin status

How to Un commit a call off

Select the … to open the call off

Select the call off ***note here the…

• Revision status column this as a number which states how many times there has been revisions made to the call off
• Un Commit is greyed out which means until the paperwork has been recalled the option to Un Commit is not possible

Click in the revision column

Select recall paperwork

Select the active uncommit tab

Note ***

• The revision No column no longer has a number in the field
• The Un Commit tab is now active

Call off now is Un Committed

Suspend a call off

Search for the call off that is to be suspended

In the admin status column select from the drop-down arrow the suspended option - image 1 (a)

Select Save

How to cancel a contract

A contact can ONLY have a status of cancelled if ALL the call off`s are all suspended

From the status select the drop-down arrow and select cancelled - image 1 (b)

Select Save and exit

Admin status at issued to purchasing covering Direct deliveries

Unless this is a direct delivery changing the delivery address does not affect purchasing

If this call off is a direct delivery, speak to purchasing before any changes are made to the call off

If purchasing has not placed the purchase order to the supplier proceed to steps 10-16

Admin status at issued to factory

Recall and replace the transport sheet that has been issued to the factory

Communicate with factory to let them know that the delivery address is being changed and to destroy the current transport sheet in the production pack

Communicate with team that print the production paperwork to let them know the below.

5.1- Changes are being made to the delivery address

5.2- Once you have changed the address, inform team who print paperwork that the NEW transport sheets are ready to be reprinted and taken immediately to the factory

Once step 5.1 is complete proceed to change the delivery address by following steps 10-16

Despatched but NOT delivered or invoiced

Recall and replace the despatch Note and transport labels

1. Communicate with transport to let them know that the delivery address is being changed and to return the current despatch note
2. Communicate with the factory to let them know that the call off will need its transport label changing due to an address change
3. Communicate with the team that creates the despatch note that the address change is to happen
4. Once you have changed the address, inform team who print paperwork and who create the despatch note that the NEW documents are ready to be reprinted and taken immediately to Transport and factory

Once the above communication has taken place proceed with making the address changes by following steps 10-16

Invoiced status

Once a call off has been invoiced a delivery address CANNOT be changed if the goods are to be returned and re delivered follow the returns process

How to change a delivery address

Search for and select the call off

In the alternative address column select the three little dots …

A new window opens to add an alternative address, tick the box use alternative address

Complete the address fields

In the delivery notes field include details of who requested the change and who made the amendments

Close the window by selecting the X

Check the alternative address column this should now be RED and read site New Address, save and exit the call off

Inform Paperwork/despatch/factory/transport teams that the address is now changed in the call off and that the relevant new paperwork can be printed and used straight away ensure all old paperwork is collected and disposed off

Search for call off and open selecting the … before proceeding to check at call offline at the very far left for the total number of doors, this will enable you to print the correct number of pallet labels – make a note of the numbers

Select call off tab

Ensure call offline is high lighted

Before printing check for Loose items select the Loose items Tab (see screen shot 1 below)

If there are loose items these will be shown here – ensure when printing that the drop in sheet is printed as this is the only place in the paperwork where these are seen

Select the printer icon next to Doorset this is far right – note we never use door

New window opens

Ensure issue button is selected this will ensure paperwork does not have draft copy on

Select from drop down arrow doorset house type for doorset this is right at the bottom of the selection

If doors only select doorpack housetypes

If frames only select frame pack housetypes

When a call off is for ironmongery only or loose items – ensure that the Drop in sheet is printed this ensures production see all requirements

The paperwork selections are now auto populated deselect labels if selected

• Labels must be printed separate from the selection on the right-hand side of screen

Ensure House type Drop-in sheet is selected and always printed. Loose items are always on the last page of the Drop in sheet

Select issue from the print mode

Select print reports tab this generates the paperwork – select the correct printer and ensure the printer only prints single sided and print and close window

Print the house type labels separately from the right-hand side of the screen by clicking on the + button this generates the labels

Select the correct printer - select two copies for door sets – select tray 2 from the printer source area

Prepare the pack for production in the following order

• Front address sheet ensures that there is enough for each pallet and only one plot per sheet
• Door pick list
• Door machining list
• Drop in sheet
• Misc pick sheets
• Door labels

In a sperate clear pocket

• Frame machining
• Architrave
• Frame labels
• Paperwork handover sheet
• Loading sheet

Place paperwork in clear envelope red for a screamer white any other with a label with the date and day on

Pass to sales support person to check – then hand to Planning (SW)

How to view credit status and who is the credit controller

Select contract management menu

Select customer list

In customer field search for customer

View account status column

(This shows the status of the account)

View sales rep column

(Shows who the BDM is)

View credit controller column

(This details who the credit controller is)

manual process and content on the email to credit controller

Email credit controller

Copy in BDM

In subject matter type the following:

• Customer name
• Contract number
• Call off number/s

In the body of the email include the below:

• Call off dates
• Ask for order to be released

Set a reminder flag for 48 hours after sending email to chase:

• Select follow up flag from top tool bar of email
• Select add reminder
• Select a date to be remaindered 48 hours away
• Adjust the time by selecting a time from the drop-down arrow
• Click OK

C - View call off on credit hold and export to excel

From the contract management menu select call off lists and select your branch

Filter the due date column to this month

Filter the C/C Status to show all on credit hold

Select the export tab

New window appears select export to excel ( report style) this export can now be manipulated to what data you wish to send to credit controller to get released for despatch

NEW CONTRACT

Check who the purchase order is made out to Thornbridge sawmills or Arnold Laver

If Thornbridge sawmill, ensure the internal invoice box is ticked

EXISTING CUSTOMER

Check if the internal invoice box is ticked or not

If ticked any new call offs must have Thornbridge sawmill purchases orders

• If the new PO is made out to Arnold Laver, then a NEW Contract must be set up ensuring the internal invoice box is NOT TICKED

If the internal invoice box is NOT TICKED, then the call off must have PO `s made out to Arnold Laver

Status view of a call off

Select the contract management menu and select call off list selecting your site

New window opens and select the Status view tab

Search for the call off you are looking for

The call off full status are viewable here the due date column is the date the goods are due for delivery this is a week commencing date, speak to transport for actual delivery day 

Admin status – show where the call off is

OTHER Status explained

Purchase Status -

Green = all goods received and complete

Amber = being processed

Material Status - Green = materials received Amber =Po placed Red= Material overdue

Material Picked – Green = all Products picked - Amber = Products part picked ( this will mean there will be goods to follow) - White –not picked yet

Production Complete – This information comes from the scanners in the factory, if your site uses scanning then this field will be relevant Green = All picked

Despatch Status

Invoice Status

Bristrack Ref – This is for Grangemouth use only – this show the Bistrack No the customer has been invoiced on

C/C Status

Production completion=

Scheduled despatched = when transport schedule calls off for despatching this updates this status

• None – transport have not planned anything
• New = this is a new call off and no communication has taken place yet with the customer
• Provisional = customer has been contacted by contract delivery and has confirmed they are ready to accept delivery as per the week commencing date – Transport has not yet agreed what day this will be delivered
• Scheduled despatch = Transport has planned to delivery on this day however the customer has not yet confirmed they can accept delivery on this day 
• Confirmed= Transport has checked in with customer and they have confirmed to receive delivery on this day 

Scheduled despatched date = this will be populated with the date transport has scheduled

Despatched status = this when the call off has been despatch in Rtis

• None = nothing despatched in Rtis
• Part= the call off has been part despatched in Rtis this means that there will be a balance /goods to follow
• All= all goods have been despatched in Rtis

Invoice status= shows status if invoiced or not

• None= not invoiced
• Part= only part invoiced
• All=all goods on call off invoiced

C/C Status= credit control status

• Blank= no credit control hold
• Allow purchasing = will only allow the call off to be progress as far as purchasing
• Allow manufacturing = will only allow the call off to progress as far as production
• Full Stop= the call off will not be allowed to commit
• Released = this means the call off was previously on credit hold and this call off has been

Manu.Site= this shows the site where the call off is to be manufactured

Doorset Production tracking – view progress through production

Select Doorset production from the menu and select your branch

This opens new window search for the call off you are wanting to track

Colour codes used as the material makes its way around the scanning workstations

• These columns will populate as the material progresses through production.
• Any grey areas are where the production process is not required for this call off

Select despatch/invoicing from the menu

Open transport management and select your branch

Filter by customer due date locate call off

Double click in the new blue cell on the right (image 1 a.)

New window opens

select from the drop-down arrow TBC

When the customer has confirmed they are happy to take delivery the week commencing date tick the for del confirmed by customer box

Select the Email site provisional button email opens check and select send

Close window and save

Screen returns to transport view and the call off has turned yellow as shown here. Transport now know they can proceed with planning which day and vehicle this call off will be delivered on and make the final contact with the customer confirming this

How to produce schedule to send to the customer

Select the drop-down arrow from the selected call offs

A. Ensure that you only Select the call off required for the customer (NOT unassigned)

B. Select ok

Window closes

a. Check the selected call off is correct

b. Select print,

c. select the correct required schedule dependant on what is on the call off this will generate the schedule ready to send to customer

a. select load template

b. select create schedule

c. select Save as Excel this document and tidy up before sending to the customer for approval

How to view credit status and who is the credit controller

Select contract management menu

Select customer list

In customer field search for customer

View account status column

(This shows the status of the account)

View sales rep column

(Shows who the BDM is)

View credit controller column

(This details who the credit controller is)

manual process and content on the email to credit controller

Email credit controller

Copy in BDM

In subject matter type the following:

• Customer name
• Contract number
• Call off number/s

In the body of the email include the below:

• Call off dates
• Ask for order to be released

Set a reminder flag for 48 hours after sending email to chase:

• Select follow up flag from top tool bar of email
• Select add reminder
• Select a date to be remaindered 48 hours away
• Adjust the time by selecting a time from the drop-down arrow
• Click OK

C - View call off on credit hold and export to excel

From the contract management menu select call off lists and select your branch

Filter the due date column to this month

Filter the C/C Status to show all on credit hold

Select the export tab

New window appears select export to excel ( report style) this export can now be manipulated to what data you wish to send to credit controller to get released for despatch

Admin status at issued to purchasing covering Direct deliveries

Unless this is a direct delivery changing the delivery address does not affect purchasing

If this call off is a direct delivery, speak to purchasing before any changes are made to the call off

If purchasing has not placed the purchase order to the supplier proceed to steps 10-16

Admin status at issued to factory

Recall and replace the transport sheet that has been issued to the factory

Communicate with factory to let them know that the delivery address is being changed and to destroy the current transport sheet in the production pack

Communicate with team that print the production paperwork to let them know the below.

5.1- Changes are being made to the delivery address

5.2- Once you have changed the address, inform team who print paperwork that the NEW transport sheets are ready to be reprinted and taken immediately to the factory

Once step 5.1 is complete proceed to change the delivery address by following steps 10-16

Despatched but NOT delivered or invoiced

Recall and replace the despatch Note and transport labels

1. Communicate with transport to let them know that the delivery address is being changed and to return the current despatch note
2. Communicate with the factory to let them know that the call off will need its transport label changing due to an address change
3. Communicate with the team that creates the despatch note that the address change is to happen
4. Once you have changed the address, inform team who print paperwork and who create the despatch note that the NEW documents are ready to be reprinted and taken immediately to Transport and factory

Once the above communication has taken place proceed with making the address changes by following steps 10-16

Invoiced status

Once a call off has been invoiced a delivery address CANNOT be changed if the goods are to be returned and re delivered follow the returns process

How to change a delivery address

Search for and select the call off

In the alternative address column select the three little dots …

A new window opens to add an alternative address, tick the box use alternative address

Complete the address fields

In the delivery notes field include details of who requested the change and who made the amendments

Close the window by selecting the X

Check the alternative address column this should now be RED and read site New Address, save and exit the call off

Inform Paperwork/despatch/factory/transport teams that the address is now changed in the call off and that the relevant new paperwork can be printed and used straight away ensure all old paperwork is collected and disposed off

Select system admin from the menu

Select Admin log report

Select the date range required

Select load data tab this opens new window

Log date column shows dare and time of recorded action

Change detail column - gives detail of process and related document call off PO number etc.

Admin function – detail of actual process

Object Name – detail i.e., GRN call off

Username – user details

open Despatch and invoicing menu

select Invoicing list

Search for the invoice the credit is to be raised against and select the row by clicking in the line

Select the edit tab

Select the create Credit note tab

Select CRT; NEW tab

Select the three little dots… this generates credit note No

Enter date in credit note field

Select pick invoice items

Select the item/s that is to be credited by clicking on the item and a tick will appear

Select add selected

This now displays the selected items to be credited

Select the + to add a manual credit – here add a description and reason for the credit also include the invoice number

This shows manual entry

Add value of the credit

Select post tab to post this credit move this to after viewing credit note

The credit note is available here select the three little dots… to view and check the credit note

Notes can be added here click in the box and add notes

Export to Nav is the final step

All created credit notes appear in RED in the invoice list

Create a new call off in the normal way

Navigate to the Purchase Status column and select the …

A new window opens Select the loose item Tab

Select add stock item

New window opens to search for product required

Click on the line of the product required

Click on the add selected items tab

This populates into the main screen, Add qty of product

Add the price

If more items are required repeat the above steps until all loose items have been added

Select the select All tab

Select the Regenerate selected tab

Pop up window appears asking are you sure you want to recreate purchase requirements select OK to continue

A new pop-up window appears after a few seconds saying update complete OK select ok to continue

Close this window and continue to complete the call off column status and commit the order

When a call off is to be delivered direct from supplier to customer

Select the drop-down arrow in the admin status column and select Direct Dly this will be clear to purchasing – planning and transport that the supplier is delivering these goods

When the call off is free of charge for the customer

If this item is authorised as free of charge for the customer tick the FOC box this then does not affect the credit status of the call off credit control do not see a call off that has this ticked

When a call off is of high priority and requires purchasing to act upon straight away

• In the description column enter AFTERCARE 12345(aftercare related no)
• Once call off complete email purchasing @inteldoors.co.uk /flag to your onsite purchaser that this is urgent
• in subject field of email write aftercare
• in email enter call off number and request urgent attention
• if your onsite purchaser is not available by emailing the purchasing inbox this will be pick up by a member of the wider purchasing team as a matter of priority

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Stock returned needs to be reworked

Issue credit note - completed by authorised branch person link to training document 06.How To - Raise a Customer Credit against an Invoice.docx

Raise a new call off, this allows the goods to be re delivered. To be completed by authorised person

usually scheduler link here to training document 10.How to Create a Loose item v1.docx taking note of steps 3-6 below

In the description of the call off enter “re delivery of call off 1234” (this is the original call off number)

Add misc. item

Copy the description from the invoice for each item

Take the price from the invoice

Stock items Returned

Raise a credit for the customer – to completed by authorised branch person link to training document 06.How To - Raise a Customer Credit against an Invoice.docx

Sample of form

Customer request return

Contract Delivery –

1. Complete credit note form and send to Ben M link to form here 05b.How to Process Returned Stock - Credit-Note-Form_Ver1_Dev3.pdf

1. Print off a copy of POD highlight what is to be returned and send to Ben McCreath

Stock Control BM Complete collection note 05d. Customer Collection manual note - Bradford v1.xlsx

Contract Delivery raise a call off as a loose items see process steps 10.How to Create a Loose item v1.docx

Misc. item stating collection of call off 1234 include detail of doors/frames and Qty`s

Stock Control BM Hand 2 copies of collection note to transport one copy is for customer one to be returned with the goods

Transport arranges with customer a collection date

Driver collects return gets customer to sign paperwork

Goods In KH Goods arrive in Bradford checked upon arrival

Goods In KH Paperwork handed back to stock control

Stock control BM consult with Contract Delivery/ Production

if goods are to be reworked /back to stock

Contract Delivery if applicable Issue customer with authorised credit note

Stock Control Scan and save the collection note to the supporting files in Rtis on the contract adding the below as a description

• Customer return call off 1234 original call off 5678

Image of form

Open planning management from the planning main menu

Locate the call off you wish to move

Select copy Completion-> Proposed tab

Click OK

In the proposed production week and proposed completion week columns select the date you wish to change to

Select copy proposed->completion tab

Click OK

New window appears untick send email tick and exit

Your call off will now have moved to your selected date

Doorset Production tracking – view progress through production

Select Doorset production from the menu and select your branch

This opens new window search for the call off you are wanting to track

Colour codes used as the material makes its way around the scanning workstations

• These columns will populate as the material progresses through production.
• Any grey areas are where the production process is not required for this call off

Select the planning menu

Select planning management and your branch

Search for the call off

In the forecast invoice date select the date the same as delivery date

This as updated the forecast invoice date and forecast invoice month columns.

From the home screen

search for the call off you wish to print

Click on the call offline and the printer icon will appear

New window opens ensure the issue button is selected

Choose from the pre-set dropdown what is to be printed this will be pre agreed when Rtis is set up, if unsure speak with your line manager

Select the print reports tab once the paperwork has appeared

To print individual sheets, follow the below steps

New window opens ensure the issue button is selected

Select the individual paperwork you require by putting a 1 in the qty to print column

Select the print reports tab once the paperwork has appeared

Filter the Manu. Site to Grangemouth

Enter call off number in the call off search box

Working from left to right select each of the Timber fields and review requirements

Double click in each field

This opens new window

View this window if no stock to view in here tick the box in the top right-hand corner next to Not Req

Status auto populates to Not Required

Select save and exit

Window now closed and returns to purchase summary

When a field selected has stock requirements purchaser then reviews the stock and decides if this item is from stock or is to be purchased, if from stock select all from stock if to be purchased select not from stock

All timber will be ordered from the mill the selection here is not from stock

update the status to PO placed this is selected from the drop down

Comments can be added into the comments box which is a free text box

Save and exit making a note of the call off number

Window closes and returns to purchase summary

When a goods needs to be order select MRP console Grangemouth from procurement menu

This opens a new window

Select Timber from drop down next to material group

Select create new PO take note of the number

Select the category from the dropdown arrow i.e., hardwood

Select supplier from drop down this opens new window

Search for Thornbridge sawmill click on the …

Select the material requirements tab

Select pick call off tab

New window opens search for call off and select …

This pulls through the material requirements

View the requirements

If all are required select the set all Bal qty to order

Select process to PO tab

Click OK

Select the PO with the number you made note of in step 20

Select sub date this is the date PO created

In the delivery address/call off box select the call off tab enter the date the timber is required, this populated the req date filed

Tick the fax sent box this confirms PO /cutting list issued to the mill

Select the instructions/notes tab to add any comments required to communicate to the mill these will show on the PO only not the cutting list

Select the mill requirements tab

This opens new window select print frame cutting this then generates the cutting list

Select the printer icon select the correct printer and print

A pink and yellow copy of the cutting lists is also required using coloured paper already in stock print these copies ready to take to the mill

Select the print tab this generates the PO this can either be emailed to the mill or printed and taken across to the mill office when the cutting list goes over

Save and exit

When you return to the purchase summary and click in a different field your field will be updated with PO number and turn orange until the goods arrive and have been booked in

From the stock control menu select PO deliveries Grangemouth

Select the drop-down arrow next to add and select add GRN

New window opens search in the PO Number field for the PO related to goods received and click on the word select

Pop up appears and asks if you want to create a new delivery for PO call off select Yes to continue

Select raise GRN (in red on the far-right hand side)

In the qty to process column enter the qty received and select process and save

Take a note of the GRN number and write this on the delivery note

Select the correct status from the drop-down arrow in PO Status

• If all goods arrived select closed
• Choose different status to reflect correct situation with the goods

Select the correct status from the dop down arrow next to Del status

Select complete if this completes the PO

• Select other status that reflects the state of the goods if not complete

Save and Exit

How to save and attach delivery note to PO

Scan deliveries note and save in the W Drive >Supplier Delivery Notes >Pending folder with the following naming convention 

• PO Number _GRN Number example here GH045742_102394

Rtis runs a programme every 10 minutes and this will auto save the Delivery note to the purchase order

File the hard copy of the delivery note away

How to set the minimum stock levels

From the stock control menu

open stock item admin and select the category you wish to set minimum stock levels in

Select the product code to set the stock levels

Select Edit this activates the section where you can add the minimum stock levels

Set the quantity in the min stock field

Select save

How to view the set minimum levels

From the procurement menu

Select Managed stock item console

Select category

View minimum stock levels in the min stock QTY column

How to view stock levels

Select stock control menu

Select stock item info

In the balance Qty column click on the = symbol select less than

enter zero

This now filters all stock that is in a negative allowing you to see what needs to be ordered

Select Procurement menu

Select Purchase Orders Grangemouth

In the PO field enter PO number to search for PO

Click on the PO line

Select the Edit tab

PO opens

Select the Mill requirements Tab

Opens new window

Select print frame cutting list

Opens cutting list, here you can see the call off number, due date and print from here if required

Complete Supplier return form- follow this link for the form 04.Supplier Return Form.pdf

Ensure the following is complete.

• PO No
• Call off No
• Description
• Qty to be returned
• Add supporting photos

Email the completed form to purchasing@inteldoors.co.uk in the subject field of the email put SUPPLIER RETURN this will ensure the email is given priority

Once the supplier return has been generated by purchasing an acknowledgment will be emailed back with a label as per image1

Attach the label on the quarantined goods in the warehouse so everyone knows they are to be returned to the supplier and not to be used

Example of Supplier return form 

From the procurement menu select purchase order lists and select your branch

Search for and open the purchase order in query

View the supplier acknowledgement by selecting the … and check this match what is on the purchase order

Check GRN –

1. from the stock control menu select PO Deliveries select you branch

1. search by PO number to view GRN

GRN opens

1. View the supplier delivery note by selecting the … and check this match what is on the GRN

1. Check all Qty columns

Search for call off and from the contract detail screen Select the call off tab

Ensure correct call off is selected

Select material requirements tab see image

Select material requirements tab see image

Select the purge button

Select Material Reqs tab see image 

The material requirements are now regenerated this my take a few minutes

Save and exit

Raise a material requisition – requesting branch

From the procurement menu select MRP Console and select Bradford new window opens

Select the create new Mat requestion tab

In the MAT Req No field select the … this generates the material requestion number

Req Location select your branch from drop down Supply location select supplying branch

Req Date field select the date required

In the notes box enter the call off number

save

Select material requirements tab

Select pick call off and Select call off

You can now see the requirement in orange

In the order column order the amount required

Select process to Mat Requestion and Add to requestion this then opens new window

Add unit price

Select the + to generate the MRQ note

Email MRQ be selecting the email tab

Tick sent box

close