MTD - SOP.18-Masterlog v0

Doc. No.
: MTD-SOP-18
MAMMUT INDUSTRIES FZE
Trailers Division – MASTER LOG Rev.: 0 Date: 03-05-06
MASTER LOG
1. Purpose
To ensure that the entire life cycle of the call is properly recorded at
predetermined points throughout the sequential flow of business. This report will
also be used for traceability of events, status of call, cross referencing of various
documents, and analysis of data for business improvement and strategic planning.
2. Scope
The procedure covers all the activities required to effectively manage, link and
improve the call cycle, identify bottle-necks, handle customer inquires, well
identify customer requirements and ensures the delivery commitments. It is the
tool that records all incoming enquiries, communication with the customer,
follow-up dates and actions required, revisions to quotations and drawings,
expected delivery dates VS actual delivery dates and status in production. The
Master Log is also the tool to manage the cross-referencing of the various
documents used to complete the request.
3. Responsibilities
3.1. Sales Coordinator

 Receives inquiries/tenders, generates a unique reference number
using the Prefix RFQ, followed by DD.MM.YY- and the next
sequential number on that day, 01,02,03 etc. RFQ22.04.06-02
 Records customers details
 Records description of requirement
 References, by the addition of an ‘R’ to the reference number and
records letters of regret. RFQ22.04.06-02R
 Records the quotation number as received from the responsible Sales
Person eg: Q-06-3163
 References revisions to quotations by adding an R after the number
Q-06-3163R, followed by the number of the revision Q-06-3163R1
3.2. Sales Manager

 Generates the quotation and assigns the next sequential number as a
reference.
 Ensures that the Sales Coordinator receives ALL quotations for
logging and archiving
 Analyses the incoming calls to identify possible new business
prospects
 Follows up on lost quotations as part of the improvement plan
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Doc. No.: MTD-SOP-18
3.3. Technical Sales Engineer

 Verify customer specifications and forward technical inquiries to
suppliers whenever required, on Technical Enquiry Request Form
MTD-QF-08-06
 Conduct costing and prepare quotations. Allocates the next sequential
number for each quote
 Updates the Master Log
 Manages Quotation Revisions
 Designs modifications and numbers the drawings
 Revises drawing and manages the revision numbers
 Maintains the Master Log for all drawing numbers, and their revisions
 Allocates the ‘Work Order Number’ and updates Master Log
 Ensures the Master Log has the agreed delivery date captured before
sending to the manufacturing portion
 Completes destination with either Iran or Dubai in the Master Log
3.4. Production Engineer
 Allocates the Primary Job Number cross referenced to Job Route Card
MTD-QF-13-01, updates the Master Log.
 Assigns the chassis numbers and creates sequential sub job numbers for
each. Updates the Master Log with reference to the trailers received from
supplier against particular work order and sub job numbers.
 Updates the Master Log with cross reference to the planned date of
delivery and the original date of trailer dispatched.
 Maintains the Master Log by updating the delivery note numbers.
3.5 Quality Control
 Completes the Master Log by verifying the trailer ready for delivery
against work order and Job Route card by updating the Incoming and
Pre delivery Inspection Report MTD-QF-15-02
3.6 Filing
 Job Route Card MTD-QF-13-01, Delivery Note MTD-QF-13-04, Gate

Pass MTD-QF-13-05, Report from Supplier MTD-QF-15-01 Incoming and
PDI Inspection Report MTD-QF-15-02 along with Work Order MTD-QF-
09-01 maintained in Archive Destination on a monthly basis for back
tracking of records and easy access.
3.7 Warranty/ Repair Work Order No.
 After Sales department, shall maintain a log for all warranty and repair
related issues and update the Master Log with the Warrantee Repair Job
Card Number, and the date issued.
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4. Procedure
4.1. Receiving Sales Inquiries
4.1.1. Inquiries are classified as tenders, fax, e-mail and verbal and walk in.
4.1.2. All incoming inquiries are registered by Sales Co-coordinator in
Master Log MTD-QF-08-01
4.1.3. The original Request is attached to the Quotation Request Form, MTD-
QF-08-02 and forwarded to Sales Manager for action.
4.2. Identification of Customer Requirements
4.2.1. The Sales Manager may elect to decline. In this instance, he will notify
the Sales Coordinator who will generate a Regret Letter, MTD-QF-08-
04. Sales Coordinator updates the Master Log MTD-QF-08-01 with
details.
4.2.2. If additional Technical Information, or modifications that are non-
standard are required, Technical Sales Engineer shall verify quotation
request form and if required, shall forward technical inquiry, Form
MTD-QF-08-06, to the supplier for further clarifications and record in
Master Log MTD-QF-08-01.
4.3. Quotation Preparation & Submittal
4.3.1. Technical Sales Engineer prepares specifications sheet, supporting

drawings and allocates a Quotation Number
4.3.2. These documents are recorded into the Master Log MTD-QF-08-01
and revision changes are recorded in this register against the original
ref. nos. The Technical Sales Engineer is responsible for updating the
Master Log MTD-QF-08-01 with latest version/revision details.
4.3.3. Once quotation is signed it is forwarded to Sales Coordinator for
registration in Master Log MTD-QF-08-01 and then forwarded to
customer.
4.3.4. Sales Coordinator changes the status to ‘Approval Pending’ in the
Master Log MTD-QF-08-01,to identify quotations submitted, but not
yet accepted
4.4. Order Confirmation
4.4.1. All LPO/Letter of Intent (LOI) from customer are received and
registered by Sales Coordinator and then forwarded to Sales Manager
for verification and action, after recording in the Master Log.
4.4.2. Technical Sales Engineer prepares the work order and updates the
Master Log
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4.4.3. Technical Sales Engineer records the Manufacturing Site location.

4.4.4. Revisions to the Work Order are recorded and managed in the Master
Log by the Technical Sales Engineer
4.4.5. The Technical Sales Engineer will complete the ‘Planned delivery to
customer’ field based on our commitment to deliver date with the
customer.
4.5. Customer Feedback
4.5.1. Trailer Division shall monitor and analyze customer the status of
progress during the enquiry phase. All contact made and a brief
summary thereof will be recorded in the Master Log MTD-QF-08-01.
4.5.2. The General Manager will review the contents on a monthly basis and
take improvement action where possible.
4.6. Managing Trailers from Iran
4.6.1. Iran will send pre-advice form MTD-QF-15-01 Report from Supplier
to the Technical Manager, copy the Production Engineer, Quality
Controller and Technical Sales Engineer of Dubai Mammut Industries.
The dispatch date is used as a base to estimate the date expected in
Dubai.
4.6.2. Production Planning estimates the expected date for receiving into
Dubai. The Master Log is updated with this date.
4.6.3. Once the trailers are received, Production Planning will update the
Master Log with actual received date.
4.6.4. Reason for delay should be identified by Production Planning and
captured into Master Log
4.6.5. Production Planning will record the primary chassis number as well as
the range of numbers linked to the primary number in the Master Log
4.7. Managing Trailers from Dubai
4.7.1. Production Engineer will generate the Job Number from the work
order and record this number in the Master Log
4.7.2. Production Engineer will generate the Chassis Number for the Job and
allocate sequential numbers per chassis, placed after the primary
chassis number. The primary Chassis number is recorded in the Master
Log. The number range used after the primary number is also recorded
into the Master Log
4.7.3. Production planning updates the Master Log with actual delivery date,
as well as the delivery note number that the delivery was carried out
on.
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4.7.4. Production Planning estimates the expected date for receiving into
Dubai. The Master Log is updated with this date.
4.7.5. Once the trailers are received, Production Planning will update the
Master Log with actual received date.
4.7.6. Reason for delay should be identified by Production Planning and
captured into Master Log
4.7.7. Production Planning will record the primary chassis number as well as
the range of numbers linked to the primary number in the Master Log
4.8. QA/QC Checks
4.8.1. The Quality Controller will update the Master Log with the QC reports
linked to the Work Order. Add a prefix QC before the work order
number.
4.9. FILING
4.9.1. The Quality Controller will update the Master Log with the destination
Archive where all hardcopy documents linked to the Work Order are to
be stored.
4.10. WARRANTEE MANAGEMENT
4.10.1. The CSD after sales department will generate a Repair Work Order and
record this in the Master Log, also capturing the date issued.
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Doc. No.

3.1. Sales Coordinator

3.2. Sales Manager

3.3. Technical Sales Engineer

3.4. Production Engineer

3.5 Quality Control

 Job Route Card MTD-QF-13-01, Delivery Note MTD-QF-13-04, Gate

3.7 Warranty/ Repair Work Order No.

4.1. Receiving Sales Inquiries

4.2. Identification of Customer Requirements

4.3. Quotation Preparation & Submittal

4.3.1. Technical Sales Engineer prepares specifications sheet, supporting

4.4. Order Confirmation

4.4.3. Technical Sales Engineer records the Manufacturing Site location.

4.5. Customer Feedback

4.6. Managing Trailers from Iran

4.7. Managing Trailers from Dubai

4.8. QA/QC Checks

4.10. WARRANTEE MANAGEMENT

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