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