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Package Marking, Packing List and Invoice Data Requirements for EB Receiving & Invoicing

Package Marking, Packing List and Invoice Data Requirements for EB Receiving & Invoicing. Approved for Public Release. Introduction. Problem EB Receiving Process Package Marking / Packing List Data Invoice Requirements Action Conclusion. Approved for Public Release. The Problem.

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Package Marking, Packing List and Invoice Data Requirements for EB Receiving & Invoicing

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  1. Package Marking, Packing List and Invoice Data Requirements for EB Receiving & Invoicing Approved for Public Release

  2. Introduction • Problem • EB Receiving Process • Package Marking / Packing List Data • Invoice Requirements • Action • Conclusion Shipments to Electric Boat Approved for Public Release

  3. The Problem Package marking and packing list / invoice data errors • Delays payment to our suppliers • Adds non-value project cost • Slows EB invoicing to the Navy Shipments to Electric Boat Approved for Public Release

  4. The Problem Why is this a serious problem? • EB is under pressure to reduce the cost of building submarines • EB suppliers depend on prompt payment • Every month millions of dollars of billing are delayed Shipments to Electric Boat Approved for Public Release

  5. The Problem • The Navy does not pay EB for material until we pay you • Non value-added project cost are incurred EB has strong incentive to pay vendors promptly! Shipments to Electric Boat Approved for Public Release

  6. Topics • Problem • EB Receiving Process • Package Marking / Packing List Data • Invoice Requirements • Action • Conclusion Shipments to Electric Boat Approved for Public Release

  7. EB Receiving Process • Requirements mandate that all material be positively identified throughout the shipbuilding process. • EB uses a structured system (MRP II) to order, track and pay for incoming material. • The EB supplier base includes thousands of suppliers. • EB receives hundreds of deliveries each day. • Our customer will only pay for material that is properly received and documented. Shipments to Electric Boat Approved for Public Release

  8. Topics • Problem • EB Receiving Process • Package Marking / Packing List Data • Invoice Requirements • Action • Conclusion Shipments to Electric Boat Approved for Public Release

  9. Package Marking / Packing List Data Package Marking • Required Data : • EB PO number and line item number • EB Part Number • Quantity and Unit of Measure • Same unit as shown within the P.O. • Carton number • Total number of cartons • The packing list Shipments to Electric Boat Approved for Public Release

  10. Package Marking / Packing List Data Shipments to Electric Boat Approved for Public Release

  11. Package Marking / Packing List Data Shipments to Electric Boat Shipments to Electric Boat 11 Approved for Public Release

  12. Package Marking / Packing List Data Shipments to Electric Boat Approved for Public Release

  13. Package Marking / Packing List Data • Mark each EB PO number 1” down from the top edge of the container : • Make sure the EB PO is marked • When multiple POs or PO line item (POLI) numbers are shipped in a single container: • Record each PO / POLI starting 1” from the top • Separate multiple PO line items shipped in same container Shipments to Electric Boat Approved for Public Release

  14. Package Marking / Packing List Data Packing Lists • Required Data : • EB PO number and line item number • EB part number • EB part description • Quantity and unit of measure • Same unit as shown within the P.O. Shipments to Electric Boat Approved for Public Release

  15. Package Marking / Packing List Data Shipments to Electric Boat Approved for Public Release

  16. Issues • Packing slip is missing • PO incorrect or missing • Supplier / distributor PO number used instead of EB • Part number incorrect or missing • Supplier / distributor part number used instead of EB • Material not separated / identified when shipped in one container Shipments to Electric Boat Approved for Public Release

  17. Issues • Unit of measure does not match PO • For example, we order 1000 feet of pipe but supplier delivers 150 pieces • Cannot receive / issue payment until we call you to obtain units conversion Shipments to Electric Boat Approved for Public Release

  18. Consequences: • Material can not be accepted • Material can not be located • Program incurs non value added cost • EB may return the material • Delays: ship’s construction; supplier payment Shipments to Electric Boat Approved for Public Release

  19. Topics • Problem • EB Receiving Process • Package Marking / Packing List Data • Invoice Requirements • Action • Conclusion Shipments to Electric Boat Approved for Public Release

  20. Invoice Requirements • EB PO number • EB PO line item number • EB Part number • Quantity (unit of measure used in the PO) Master Pricing Agreements • Delivery Request number • Delivery Request Item Number Units of measure must match the PO! Clarify all pricing issues before submitting an invoice Shipments to Electric Boat Approved for Public Release

  21. Topics • Problem • EB Receiving Process • Package Marking / Packing List Data • Invoice Requirements • Action • Conclusion Shipments to Electric Boat Approved for Public Release

  22. Action • Communicate these requirements to your shipping personnel • Verify proper marking • Assure that the packing slip & invoice are provided • If necessary, use checklists to make sure EB requirements are met • Emphasize correctly marking drop shipments Shipments to Electric Boat Approved for Public Release

  23. Container Markings Correct EB PO and item number marked All POs listed Correct EB part number Quantity & unit of measure Carton number All markings legible Multiple POs / container All part numbers separated All part numbers identified as an EB part number, quantity, unit of measure etc. Packing Lists Is attached to the carton EB PO & line item EB part number Quantity, unit of measure matches PO Invoice EB PO & line item EB Part number Quantity (unit of measure used in the PO) Master Pricing Agreements EB PO & line item Delivery Request number & Item number Checklist Shipments to Electric Boat Approved for Public Release

  24. Conclusion Compliance: • Faster processing of incoming material • Fewer phone calls and faxes • Faster invoice turnaround • Lower cost to build submarine Non-compliance • Incoming material “on-hold” • Production delays in shipyard • Labor spent resolving issues • Slower payment • All correctpacking slip / invoices can be paid within 30 days Shipments to Electric Boat Approved for Public Release

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