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- A New machine is booked out by the
Warehouse Coordinator (Polokwane), the machines are then
relocated to the branches for set-ups and installation or
otherwise the machines are already set-up by Polokwane
workshops.
The paperwork (Delivery note) gets
delivered with the machines ready for installation. The post
installation forms are printed from the AS400 by the Service
controller or else already attached to the delivery note.
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- If the machine is a major account then it
does not get booked out but the paperwork goes directly to
the Service dept.
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- The relevant paper work is passed onto
the Service Department and a job card is made out as a
set-up first and allocated to an Engineer. The window period
for the Sales department is three days.
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- The engineer will set up the machine
according to specifications and install any peripherals
listed on the installation form as requested. Once this is
done the Engineer will do a routine check on the machine.
The job card for set-up is logged off and a new call is
logged for installation.
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If the machine passes quality
inspection the machine will be wrapped with the installation
form or an
Engineer Pick-Up Form
for installation.
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- The installation is completed and
demonstrated to the client & Job card is logged off by the
engineer with a customer signature on call slip and all
paperwork and well as all major machines.All paper work comes back signed by the
client. All copies are made and filed. The original
paperwork gets sent to Polokwane.
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If the machine does not pass quality
inspection, The Engineer will report directly to the
Technical Manager (Polokwane). The machine will be sent to
Polokwane. Refer to the procedures for faulty machines
(Technical Service. Repairs Policy). This will be handled by the Technical
Manager.
UPGRADES/TRADE-IN’S & ERA’s / ERA’s FOR MAJOR M/C’s
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Should the Sales reps upgrades the
clients current machine, it gets brought to the w/shops as a
trade-in. The Sales rep issues the service controller with a
Sales Pick Up Form
(Machine Collection Form below).
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Service Controller GRN’s the machine to w/h83
(Tzn Trade-in) and gets sent to the W/house Coordinator (Polokwane).
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All ERA’s / Collection Dockets from
Polokwane is forwarded to the Service Controller for
collection. The Call is logged, machine gets collected and
ERA/Collection Dockets are signed by the client as proof of
collection & call is then logged off with a Final meter
reading. The collected machines are wrapped with a copy of
the ERA’s & final M/R.
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The signed ERA / Collection dockets are
faxed to Polokwane to the Credit Controllers as proof that
machine is collected.
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The ERA machines are also GRN’d into
W/H 83 and are sent to the W/house Coordinator (Polokwane)
with copies of the ERA’s.
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All
major ERA’s are collected and sent to Polokwane.
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The
Service Controller is responsible for returning all Collection
machines from Tzaneen to the W/house Coordinator (Polokwane).
- All machines that are sent to Polokwane
are written out in a Delivery Book as P.O.D and signed by
the relevant driver from Polokwane.
- All ERA’s & Machine collection dockets
are filed.
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Document Retention
List
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