The objectives of the customer:
- Minimise the risk of failing to bill for a fitter’s work, if the fitter’s report goes missing.
- Correct supplies in the warehouse at all times.
- Clear traceability of material consumption.
These objectives are attained through the following process:
- When removing planned materials from the warehouse for use, a delivery note is issued to the customer in FactWork. When the delivery note is saved, the material is booked out of the warehouse.
- The delivery note is printed via the print option “fitter’s order”. In addition to the list of materials taken, this print option also includes an additional area for the fitter’s report regarding the work completed and any open items, as well as the hours worked and the acceptance and signature of the client.
- On the building site, the fitter strikes the unused material from their fitter’s order, enters the necessary data in the order and has this signed.
- After returning to the company, the fitter hands the unused material back to the warehouse. At this point the warehouse clerk strikes this from the delivery note in FactWork (double-check by way of 4-eyes principle) and this is booked back into the warehouse with the renewed saving of the process.
- The fitter’s order is subsequently submitted to the office for the process of settling accounts. Here, the hours worked according to the delivery note are transferred to FactWork, the voucher is scanned and saved as an enclosure to the delivery note and the invoice is subsequently issued.
This approach satisfies the objectives of the customer in full without major effort:
- From the time point of recording the material taken in a delivery note in FactWork, this becomes an open process in the system. Even if the completed order of the fitter is subsequently lost, the open delivery note will become apparent with a routine check.
- When the delivery note is saved in FactWork the material taken is booked out of the inventory. Subsequent material planning operates with the correct stocks and there is no risk that material planning will reserve materials that are no longer in the warehouse.
- When the delivery note is saved in FactWork again after correction, upon return of the unused material, this is automatically booked back into the warehouse.
- The use of the material is clearly traceable thanks to the application of the 4-eyes principle: Either the customer pays for it because it is included in the delivery note, or it is returned to the warehouse clerk and they remove it from the delivery note.
Simple, pragmatic and target-oriented!