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| 05.PR010 Goods IN |
2.1 Identify
Storeman receives goods from receptionist that have been identified as an operational item.
Remove the item(s) from packaging and add any reusable packaging to storage in the goods in area. Dispose of or recycle any packaging that cannot be reused. Throw away any foam chips to general waste. Under no circumstances must any foam chips be reused.
Categorises the item(s) further into one of four possibilities:
(1) Clients stored assets:
Clients assets that have been sent to Metron for storage only.
(2) Clients project assets:
Client assets that have been sent to Metron as part of a project. For example; for repair.
(3) Metron project materials:
Materials that have been ordered under a project number beginning with 3 (for client projects) or for the operations department. This could include hire equipment also.
(4) Metron Operational assets:
Metron assets that are arriving back in the building. For example, this could be items returning that were on hire, or out for calibration.
Once the item(s) category has been identified, proceed to section 2.2. |
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2.3 Register
In the project Share site, open the folder named Plant, Materials and Equipment and create a folder with the following naming convention: 'Goods IN DDMMYY Item description'.
Scan the delivery note into the 'Goods In' folder on the scanner and save scan to the folder you just created in share.
Take detailed photos of the item, in good lighting, from all angles, using the Metron light box. Save these photos and any packaging photos in the dated goods in folder created in the project site, naming each photo.
Also scan any documentation that may have arrived with the item(s) and save in the same folder.
For client owned items:
Create a tag for the item. Brown tags will be available in the goods in area, Write on the project number, client and item description.
Check the asset register for a client or Metron asset number. If this exists, add to the brown tag and update its location. This will also be required for items Metron has hired.
If not already in the asset register, add the item to the register, allocating a new asset number (next available).
If the item has returned from calibration, ensure the control of monitoring and measuring devices process is followed.
Proceed to section 2.4. |
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| 05.PR011 Goods OUT |
1.1 Receive goods to be sent out
The inputs to this process are generated via 05.PR001 - Project delivery. Goods (along with any certification they require) or a mobilisation record will be given to the Storeman.
When goods are received without certification, check and confirm with the Project Planner & Controller whether certification is required. If any certification is to be sent to the client, this must be on a Metron template.
If a task has not been added to complete the goods out for the defined project, speak to the Project Planner and Controller to request one. The task should state all required details to complete the goods out for the item(s).
If any doubt or if more information is required, check the approved project PDP or seek assistance from the Project Planner & Controller. |
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1.2 Check goods
Check over goods to ensure there is no damage, or that no dangerous or hazardous goods are contained.
If dangerous goods are identified (e.g. chemicals, batteries, hazardous materials, etc), source supporting documentation (data sheets, MSDS, COSHH, etc) and discuss with the Operations Manager before proceeding.
If classed as dangerous goods, refer to:
Record any serial numbers on the goods, for internal records, and check calibration dates (if applicable). Only goods that will remain within certification for the duration of the scope should be sent.
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1.3 Photograph goods
Clear photos of all goods and all accessories going with them, are to be taken before they are packaged. Photos of the packaging the items are sent in (open and closed) are also to be taken. Use the light box for photos where possible and ensure photos are taken from all angles.
Note: These photos are of the upmost importance and MUST be taken as this photographic evidence may be required to confirm with clients that the correct goods have been sent and in a suitable condition. |
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1.4 Package goods
Ensure goods and any certification are suitably packaged for the type of good and so that no damage will occur. Anti-static bags and boxes are available, along with bubble wrap and boxes etc.
Packaging should be in very good condition, especially if going to a client. Ensure Metron branded tape is used and any pre-existing, non Metron, stickers or writing are covered or removed from the box.
If any of the items are classed as dangerous goods, separate, as more specific packaging will be required. This must be completed by a qualified person.
Do not close the packaging at this point as paperwork is still required to be added. Use Metron branded tape to seal the package once a copy of the delivery note (with supporting documents) from section 1.5 and any return documentation required, from section 1.6 have been added.
Take weights and dims of the package(s) for the delivery note.
Photographs of the packaging are also to be taken as proof of the good condition the items have left the building in.
Stickers:
Mark the item as 'Fragile' if it contains delicate items or 'Heavy', if the item weights more than 10kg (as per royal mail guidelines) cover in Metron branded tape as required (especially if the box selected for packing is being reused).
Client Card Box Packaging Stickers:
If the item has been identified as requiring Metron and client branding you should refer to the sticker guidance note outlining the positioning of stickers.
Client stickers can be found in the packing area. If there are no pre-printed stickers available, electronic versions of the stickers can be printed from Share. Discuss this with the Operations Admin assistant.
Blank Card Description stickers can NOT be pre-printed as the information should not be hand-written, but printed when filled with the appropriate information. |
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1.5 Create delivery note and delivery label
Complete a delivery note. Ensure that all items are listed using the same terminology as referenced by the Metron quote. Any serial numbers, part numbers or unique identifiers MUST be included on the delivery note for any client purchased items. Refer to the delivery note guidance document when completing this.
Check any requirements as detailed in the PDP. Speak to the Project planner and controller if there are any queries or if additional information is needed.
Print 3 copies, one copy is to go inside the package, one is to be given to the courier / receiver and one is to be signed and kept for Metron's records, as per 1.4.
The delivery label is to be placed in a clear label sticker pouch and stuck to the package, stuck as straight as possible and somewhere where it is easily viewable.
The delivery note should also include any air or sea freight documents required along with any dangerous goods, MSDS or COSHH paperwork.
Speak to the Project planner and controller if additional information is required (e.g delivery address, PO numbers, etc) if the information has not already been added to the task.
The PO number and address required on a delivery note may not always have been the PO number issued to Metron. |
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1.6 Create return documentation
If the package is for kit that is required to be returned to Metron, include a return delivery label (Metron's address) and a clear label sticker pouch within each package. If it is a Metron engineer who will be returning the kit, also include a delivery note with any on hire items pre listed for return.
If the item is not to be returned to Metron, do not include any return documentation.
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1.8 Deliver package(s)
Organise and arrange delivery with a courier or deliver items. If using a courier, ensure costs are agreed and approved with the Operations Manager before proceeding.
Speak to the Project planner and controller if additional information is required.
Ensure Metron have a copy of the signed delivery note, to show the goods have been delivered / received.
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1.9 Save documentation
If for a project: Go to the project Share site, open the 'Plant, materials and equipment' folder and create a new folder within this, naming it 'Goods OUT ddmmyy [Description]' (e.g. 'Goods OUT 250417 [Bently Nevada card]').
Create folders and save all documentation and photos. Ensure a signed copy of the delivery note is scanned into the 'Goods out' scan folder and saved with the file name 'DN OUT ddmmyy [Client/Company] [Item(s)] [Job number]' (e.g. 'DN OUT 250417 TAQA Bently Nevada card 30169'), as this will be required for invoicing purposes. Save all documents and photos in here (if there are more than 4x photos, a separate 'Photos' folder should be created for these within the first folder).
If not for a project: If there is no project number, go to the Facilities and Asset Management site, Goods OUT folder. Create a folder, naming it 'Goods OUT ddmmyy [Item name]'. Save all documents and photos in here (if there are more than 4x photos, a separate 'Photos' folder should be created also).
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1.10 Notification of items dispatch
If for a project: Send notification that the items have been dispatched, listing the project number and name in the title of the email, to operations@metrongroup.co.uk and attach the signed delivery note.
If not for a project: Send notification to the originator that the item(s) have been dispatched and attach the signed delivery note.
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| 07.PR015 Invoicing and Credit Notes |
1.2 Email written confirming invoice / credit contents & additional documents
Prepare an email stating what is ready to be invoiced or credited. Ensure the project number and title are listed in the invoice subject line and as per the below, attach any required supporting evidence to the email and state whether the CRM has requested to approve the invoice (as will be stated in the individual project PDP document).
For some more complicated projects, a spreadsheet may require being created and sending to ensure absolute clarity on what’s required from each invoice or credit.
During this stage, check all documentation and ERP for the following:
PDP and Project Plan
- Check if there are any variations in the Project Plan
- PO against issued quote
- Values are correct (check currency and VAT requirements)
- Line items are correctly named-Delivery and registered address (including if invoice should be for the attention of personnel)
- If there are any special requirements i.e. invoicing and submission requirements
Timesheets
- Check number of days aligns with mobilisation in ERP.
- Check number of hours worked (if greater than 12 hours per day for offshore works, this needs to be added as extra on invoice)
- Mobilisation dates are correct
- Check it has been signed by offshore representative
Delivery Notes
- Date item sent
- Address being sent to (including if invoice should be for the attention of an individual)
- Correct items listed
- PO number has been entered correctly.
- WO/PR number has been included (if applicable)
- Signed as accepted or delivered (if applicable)
- If a Delivery note is not required, confirm delivery address to be stated on invoice
Attendance Certificates/Course Register
- Attendance certificates should be included for all delegates who attended the course
- Register should be signed by each delegate every day that the course is running
VAT
- Whether VAT is required to be charged and for what line items and ensure the correct rate is used (discuss with the Finance or Operations Manager if unsure)
Sage Tax Codes
T0 Zero rated transactions
T1 Standard rate transactions
T4 Sales of goods to customers in the EC
T5 Lower rate transactions at 5% VAT
T7 Zero rated purchases from suppliers in the EC
T8 Standard rate purchases from suppliers in the EC
T9 Transactions not involving VAT
ERP
- Check invoice totals match with the quote, PO and any approved variations
- Check SOA tab for any special requirements listed
- Check notes section in Asset register
- Check for any equipment that is/was on hire (also check the equipment tab on ERP).
Once complete, send the email to the Operations Administration Assistant for invoice or credit creation. Ensure operations@gtsmetron.com is cc’d in all correspondence.
If an invoice is being produced, proceed to 2.1. If a credit note is being produced, proceed to 2.2. |
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2.1 Prepare draft invoice
Locate quote within Sage (Note - if an official quote has not been issued, no quote will be on Sage)
Quotes can be searched for within Sage using the Metron project number.
If this is a new customer, speak to finance to get a new customer set up in Sage.
If there is a quote, mark quote as 'Won', update allocations (these can be amended if invoice amount will differ to quote/PO amount). 'Dispatch' quote to convert to invoice.
If there is no quote, go to the 'Invoices & Credits' tab and 'Create New' Add line items as per CTR tab in ERP, PO and any variations
Note: The draft invoice amount may be different to the original CTR due to additional works, agreed variations etc. If in doubt, check with Project Planner & Controller.
Once the quote has been converted a new invoice is created, this will form the draft invoice.
At this stage, ensure that:
- PO number is included on 'Details' tab in 'Customer Order Number' field
- In the 'Order' tab, update the delivery address to reflect client requirements
- Ensure project number has been entered in 'Order No.' field
- Go back to invoice details page and check the correct values are being invoiced (as per earlier checks on time sheets, delivery notes etc.)
- Check invoice is prepared as per client requirements
- Ensure correct template is used for VAT requirements
- Check spelling
- Print a copy of the quote
Note - at this stage do not update ledgers on Sage, this must only be done once an invoice is approved and sent, as this is irreversible in Sage.
Proceed to 3.1. |
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2.2 Prepare draft credit note
-Verify if the credit note is internal, or to be issued to client, based on if the client has accepted or rejected the Invoice.
-Locate the Invoice to be credited within Sage.
-Press the Credit Invoice button on the top tab. Sage will ask you if you wish to allocate the credit note to the invoice, choose NO, as you have not yet gained approval.
- Open the credit note
-Re-enter the Project number (order number) number and PO number (Customer order number).
-Make any required changes to the credit note, for example if only a partial credit is required, update the lines and costs to reflect requirement. A full credit will require no changes.
-Print off the credit note and hand write on the reason this is required.
-Gain Approvals
-DO NOT allocate to the invoice until the credit note has been approved.
Proceed to 3.1 |
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3.1 Complete peer check
Print off the invoice or credit note and stamp with the approvals stamp. Another staff member (generally the person who requested the invoice, otherwise any staff member can complete the check) should carry out a peer review of the invoice or credit note along with the supporting documentation to check the following:
PO against issued quote and any approved variations
- Values are correct (check currency and VAT requirements)
- Line items are correctly named
- Delivery and registered address (including if invoice should be for the attention of an individual)
- If there are any special requirements i.e. invoicing and submission requirements
Timesheets
- Check number of days aligns with mobilisation in ERP.
- Check number of hours worked (if greater than 12 hours per day for offshore works, this needs to be added as extra on invoice)
- Mobilisation dates are correct
- Check it has been signed by offshore representative
Delivery Notes
- Date item sent
- Address being sent to (including if invoice should be for the attention of an individual)
- Correct items listed
- PO number has been entered correctly
- WO/PR number has been included (if applicable)
- Signed as accepted
Attendance Certificates/Course Register (only applicable for training courses)
- Attendance certificates should be included for all delegates who attended the course
- Register should be signed by each delegate every day that the course is running
VAT
- Whether VAT is required to be charged and for what line items is correct
ERP
- Check invoice totals match with the quote, PO and approved variations
- Check SOA tab for any special requirements listed
General Invoice
- Invoice to be checked that (check against PO):
- PO number is included - Delivery address is correct
- Registered address is correct
- Ensure quote number has been completed
- Correct date has been entered on to invoice (for the date invoice is being sent)
- Correct values and line items have been entered
- Check invoice is prepared as per client requirements
- Check spelling
- Check invoice has been named and saved correctly
- Once peer review completed and agreed, this is to be signed by the person completing the peer review.
If changes are required, confirm with the Project Planner & Controller and go back to 2.0.
If no changes are required, proceed to 4.0. |
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4.1 Operations Approval
Take the invoice or credit along with all supporting documentation to the Operations Manager for approval.
If changes are required to the invoice, confirm with the Project Planner & Controller and go back to 2.0.
If no changes are required, Operations Manager will sign the invoice in the allocated stamped section. Proceed to 4.2 |
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4.2 CMR approval
For some projects, CMR approval of the invoice or credit will be required before it is sent. If this is required, it will be stated in the original email requesting an invoice be prepared. Alternatively, this can also be checked in the PDP under 'Project Scope' where it will be defined as to whether the Customer Relationship Manager (CRM) has requested to review the invoice. If this has not been stated either way, check with the Project Planner & Controller, to discuss with the CMR.
If CMR approval is required, take invoice and supporting documentation to the CRM for signing off. CMR to sign invoice, under already stamped approvals. Proceed to 5.0
If the item for approval is an invoice and no CMR approval is required, go to 5.0
If the item for approval is a credit note, proceed to 4.3. |
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5.1 Issue Invoice / Credit
Check for client specific processes and client specific documentation within IMS and Share (Site 29905) and follow instructions as necessary.
Issue the approved invoice as per client requirements (most are email, however some may be by post) check the PO for any instructions if unsure.
To issue the invoice:
Export the Invoice from Sage and save as a PDF in the operations drive under the relevant project folder with the following format
[PO NUMBER]_METRON_INVOICE_[INVOICE NUMBER]_[QUOTE NUMBER]
ensure supporting documentation that is required has been included in the one PDF with the invoice (if required).
This should be merged into one pdf file & named correctly (as per the naming convention in 2.1).
The email to the client accounts dept. with the invoice and supporting documentation attached should use the following naming convention in the title of the email [3xxxx Project title - Invoice xxxx], and follow the below template:
Good morning / afternoon,
Please find the attached invoice no. [Invoice number] including any supporting documents in relation to your purchase order no. [PO number].
If you have any queries please feel free to contact our finance department (CC’d).
Kind regards,
[Name]
Ensure finance@metrongroup.co.uk is Cc’d in all invoice submission emails.
If the invoice is sent by post, ensure it is sent on the day it is created and send an email to finance@metrongroup.co.uk with notification of this and log a note in ERP to state the invoice has been issued via post.
If confirmed that a credit is to be issued to client, follow same process, substituting invoice for credit in email & naming conventions. |
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5.2 Update GTS Metron Systems
Sage
- 'Update ledgers' to ensure that an invoice has been posted in Sage
- For Credit Notes, Go to the customer tab, find the customer and click customer receipt
-In account, choose customer name from list
-In the Ref column find the Invoice & Credit note number you need to balance to zero
-Click each row (Multiples lines on an invoice or credit will result in multiple lines relating to the same Invoice or credit) and for each row, click pay in full (F3)
-When all lines from Invoice and Credit have been chosen in this method, the Amount in the Receipt details section should be zero. If not, check your rows again.
- Once this balance is zero, hit save. Your credit has now been matched to the invoice.
ERP
- Locate relevant project in ERP
- Go to 'Invoice' tab and update invoice or credit number and tick the box to show the invoice has been sent, (ensuring the amounts match!). Ensure that any costs associated with the project do not have the invoice or credit note number in the invoice line and are not ticked
- Ensure date certainty is set at 100% - Check invoice amount is excluding VAT
- Log a note to say that the invoice (number) has been approved and sent (add date)
- If required (e.g. at the end of a project) move the opportunity to 'Invoiced and Closing Out' based on instructions given when moved to ‘Ready to invoice’ stage |
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| 13.PR001 Creating a Document / drawing |
4.1 Set up a workflow request in Sharepoint
Approvals for documents are now performed via the embedded workflow processes within SHAREPOINT. If required, seek assistance from the Business Systems Manager.
Note - this approval process is for Operational /Project documents only. Refer to 5.0 for approval of IMS documents.
The required checkers are listed below:
PROJECT DOCUMENTS
Once checked, the document must be reviewed and approved by the project technical lead or the Director with responsibility for that area of the business (or the Managing Director).
The approver is making a final commercial assessment, considering whether the document meets the project or client's requirements, including any commercial considerations.
Depending on the requirements of the project, the Account Manager may be the approver.
ALL OTHER DOCUMENTS
Once checked the document must be reviewed and approved by the relevant business unit Director.
Using Workflow to approve documented information.
Note: Because Metron produces documents in high volume, within a fast paced delivery environment, it is recommended that once the document has been checked, it is verbally approved PRIOR to uploading the document to the workflow approval within SharePoint. This increases efficiency and multiple revision numbers. The Approver can still reject the document when in workflow, if deemed necessary.
Ensure revision number is X.0 prior to starting the workflow.
1. Upload the document to the relevant project site on Sharepoint.
2. 'Check in' the document to ensure it is deposited within Sharepoint.
3. Start a workflow
4. Complete the workflow information and the approvers will be notified by e-mail.
It may be necessary to provide supporting documentation to the approver. |
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4.3 Update register
Only once a document has been approved does the revision change to 1.0 (or to a higher level if appropriate for subsequent revisions). The status and revision sections in the document register must be updated by the author (i.e. the creator of the document and not supporting personnel). It is also important to make sure the document title reflects the correct revision number.
When uploading new versions of the document or drawing control register, a comment MUST be left outlining the changes that have been made (e.g. "Added document 41358 as draft for project 31158".
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| 52.PR001 MOUK Managing Lubricant Samples |
1.1 Pack the cases
Print the sample schedules for both crane and non-crane samples and highlight the month to be sampled. This will need completing for both Gryphon (GRY) and Global Producer III (GP3). The schedules are stored in Share, on the 'Maersk oil UK' client site.
Locate the relevant case(s) for the asset(s) and fill with the required number of empty bottles. NB Please check 'oil sample tracker' to identify which cases belong to which asset. Cases are stored in the lab at Metron. Several spare bottles should also be included.
Check the sample schedules for how many empty bottles of what size are required for crane and non-crane sampling for the asset being packed and add them to each case. (NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times). Include a copy of the schedule in the case.
Make sure the correct address label is showing on the front of the peli-case and that the return label to Metron is also contained within the pouch.
Ensure there are enough of the required bottle labels for the schedule. You may need to check with the Engineer who will be taking the samples offshore as to whether they already have enough. The operations Coordinator will be able to assist for this. If in any doubt, include the correct sample labels in the case.
Submit cases to Storeman for shipping |
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1.2 Ship cases offshore
Ensure the oil sample tracker is updated with location of the cases, date sent out and contents.
Ship the item in accordance with the goods out process.
Book the courier to collect cases - deadline for delivery is 1600 the day before sailing. The shipping schedule can be checked to ensure the cases will arrive in time.
Save all delivery notes in relevant folders on Share. |
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1.3 Stock check empty bottles
Refer to sample schedules for the number of bottles required.
Ensure that enough bottles are in stock for the next 6 months - check schedule for numbers required.
If more bottles are required, advise the Operations Coordinator who will contact Castrol for more.
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1.4 Check cases and contents on arrival offshore
Check that the cases have arrived offshore and that they contain the required labels, bottles and schedules.
If there are any cases still offshore from the previous month, ensure that they are shipped back to Metron.
Discuss any issues with Operations Coordinator.
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1.5 Check offshore sample bottle stocks
Ensure that enough bottles are in stock offshore for ad-hoc sampling or contingencies (i.e. lost shipment). If there are not enough available, contact the Operations Coordinator who will arrange for more to be sent offshore. |
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2.1 Oil samples received at Metron
Complete goods in for case(es) in accordance with the goods in process.
Check all lids are secure on sample containers - As per risk assessment link, wear appropriate PPE. Samples must be repacked/checked in the lab, not the office. You must sign onto the risk assessment before processing the oil samples.
Ensure label pocket is clean and free of any residue.
A record of what samples have arrived must be kept - print off the schedule and tick against what has arrived (not in black ink). Tick the quantity also if this is correct, if not, write the actual quantity received next to this (usually 100ml or 250ml). If additional samples not on the schedule are received, hand write as much detail as possible onto the list, ensuring this is legible.
Scan the document and save in the 'received samples' folder for the relevant asset on share.
Submit cases to Storeman for shipping. |
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2.2 Forward case(s) to Castrol/SGS
Remove label book from Peli case before forwarding
Check that all sample pots have labels on the bottles
If there are less than 7 samples, pack in a cardboard box instead of the yellow peli-case.
Swap address card on the front of the Peli case/create a delivery label for the cardboard box.
Create delivery notes ensuring that all sections are completed.
Book courier to collect samples being sent to Castrol/SGS.
Ensure 'oil sample tracker' is updated with location of the cases, date sent out and contents.
Save all delivery notes in relevant folders on Share. |
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3.1 Put case back into stock
Empty case and return any empty bottles and the case back to storage in the lab.
Log the return of the case on the oil sample tracker.
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| 56.PR007 CNR Managing Lubricant Samples |
1.1 Pack the cases
Print the sample schedules for the relevant month and asset. The schedules are stored in Share, on the CNR UK client site.
Locate the relevant case(s) for the asset(s) and retrieve the required number of empty bottles, taking account of required sample sizes on the schedule.
With the schedule, log into the Lubetrend website and print off the labels for the sample month. Attach the printed labels to the blank sample bottles and pack into the case. At least 1 spare bottle with a QR code should also be included if space allows.
Add in at least 3m of hose and a vacuum pump to each case. Where the schedule indicates also add an RVPOT sample bottle. 250ml bottles are to be packed separately in a suitable box for shipping. (NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times).
Include a copy of the schedule in the case. Make sure the correct address label is showing on the front of the pelicase.
Where the schedule indicates an RVPOT Sample is required 250ml bottles are to be packed separately in a suitable box for shipping.
(NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times).
Include a copy of the schedule in the case. Make sure the correct address label is showing on the front of the peli-case. Make sure the spare bottles have a QR code label for pre-registering the samples when they return from the CNR asset. |
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1.2 Ship cases offshore
Ensure the oil sample tracker is updated with location of the cases, date sent out and contents. Include a link to the signed delivery note with its location on Teams.
Save Delivery Notes in the Calendar Month you are in, not the month the schedule is for.
Ship the item in accordance with the goods out process but ensure that the delivery note includes a breakdown of empty bottles sent, thief pumps sent and a length of hose. Ensure that if a replacement thief pump is issued that this is clearly marked and inform the ops controller so that the client is invoiced accordingly.
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1.3 Stock check empty bottles
Refer to sample schedules for the number of bottles required.
Ensure that enough bottles are in stock for the next 6 months - check schedule for numbers required.
If more bottles are required, contact Ops admin to order more. |
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2.1 Oil samples received at Metron
Complete goods in for case(s) in accordance with the goods in process.
Check all lids are secure on sample containers.
Samples must be repacked/checked in the workshop, not the office.
You must sign onto the risk assessment before processing the oil samples. Ensure label pocket is clean and free of any residue.
A record of what samples have arrived must be kept - print off the schedule and tick against what has arrived. Tick the quantity also if this is correct, if not, write the actual quantity received next to this (usually 100ml or 250ml). If additional samples received, that are not on the schedule, hand write as much detail as possible onto the list, ensuring this is legible.
Pre-labelled bottles have a code which includes the System Unique ID starting with "L" and with 4 digits after. These samples do not require pre-registration, the lab can scan this label to identify the sample.
Bottles with No Pre-printed label (used for extra samples etc.) will have a QR Code with a QB next to it followed by 7 digits. Take a note of this number as this will be used for pre-registration. (This is not required if a pre-printed label is available, only one code is required).
If Bottles arrive without a QR Code or Label, take a QR code from an unused bottle and add to the sample and follow the same process for pre-registration. Save all delivery notes in the relevant folders on teams. Scan and save a copy of the printed and marked up schedule, save in the calendar month you are in, not from the schedule dates.
Log-in to Lubetrend website to pre-register samples. Follow guidance note to for any samples that require pre-registration.
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2.2 Forward case(s) to lab
Check that all sample bottles have labels. If there are less than 7 samples, pack into a cardboard box instead of the pelicase.
Swap address card on the front of the pelicase/create a delivery label for the cardboard box/pelicase.
Create delivery notes ensuring that all sections are completed. Ensure that quantities of each type of sample are clearly stated.
Ship to the lab using the goods out process.
Ensure 'oil sample tracker' is updated with location of the cases, date sent out and contents.
Save all delivery notes in relevant Project folders on Teams.
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3.1 Put case back into stock
Receive the case in and follow goods in process. Empty the case and return any empty bottles and the case back into to storage.
Log the return of the case on the oil sample tracker and delivery notes are saved on Teams, in the calendar month received.
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4.1 Collate delivery notes and cross reference with the sample Schedule.
All delivery notes should be kept in the relevant teams' folder for the client/asset.
Transfer copies of these across to the invoice folder ready to attach to the invoice.
Compare the delivery notes to the schedule to check the correct number of samples are being invoiced. There may be discrepancies, and this is fine, but if there is a significant variation confirm with the relevant engineer and storeman that the quantities we have received are correct.
You should have delivery notes from the client into Metron, From Metron to the lab, delivery notes from the lab back to Metron and then Metron back to the client.
The delivery notes back to the client should include empty bottles, thief pump and a length of hose. Quantities from all these delivery notes will relate to different lines on the invoice.
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