Quality Name Plate AS9100 Quality System


QNP AS9100 Main Index

 

 


Purchasing

Purchasing: OP-741-01 Revision E

Effective Date:1/3/2014
Owner Approval by Craig O. Garneau, President, on 1/3/2014
Management Approval by Craig O. Garneau, President, on 1/3/2014

Printed copies of this document are for information purposes only and are uncontrolled. Printed copies are not valid after the date of printing. This document was printed on

  1. PURPOSE

    To provide a consistent process for the purchase of items which relate to customer contracts and product quality:




  2. RESPONSIBILITY

    The table below identifies the people and their responsibility relating to this procedure:

     

    Person

    Responsibility

    Controller
    Accounts Payable Clerk

    Maintains NDS/Accounting System

    President
    Vice President
    Quality Assurance Manager
    AS9100 Coordinator

    Evaluate and select suppliers based upon their ability to supply product in accordance with QNP's requirements.

    Maintains Approved Vendor List.

    Establish level of controls and performance ratings appropriate to suppliers on the Approved Vendor List.

    Disqualifies and re-qualifies Vendors whose performance falls below defined acceptable levels.

    Department Supervisors

    Personnel identified on the Purchasing Authority Control List

    Issue purchase order requisitions.

    Approve requisitions and issue purchase orders as authorized.

    Maintain open lines of communication with QNP Management regarding supplier history and quality issues.

    President/Purchasing Agent

    Approves purchase order requisitions and issues purchase orders for those who are not designated with this authority.




  3. APPLICABLE FORMS OR REFERENCES

    The table below identifies the number and the title of the forms and references that are applicable to this procedure;

    Form/Reference Number

    Title

    AS9100

    Quality Management Systems - Requirements for Aviation, Space and Defense Organizations

    OP-743-01 Verification of Purchased Product
    FM-741-02 Approved Vendor List

    FM-830-05

    Escape Form

    FM-852-01 Corrective Action Form

    n/a

    Purchase Requisition for Supplies

    n/a

    Purchase Order




  4. POLICIES

    1. Purchasing authority and responsibilities for individual employees are defined within the Employee Training Database.

    2. PURCHASE ORDERS: The primary source of sequentially numbered purchase orders is the Filemaker AS9100-7 Product Realization database. A Purchase Order shall contain;
      • Vendor Name and contact information
      • Ship to/Bill to Address
      • QNP Buyer contact information
      • Items Ordered, including as applicable
        • A specific description of the item ordered
        • The type, class, grade, revision, or other precise identification
        • Quantities Ordered
        • Prices, if known
        • Certification requirements
        • Shipping Information or other special instructions

    3. As appropriate, purchase orders shall also specify;
      • Requirements for approval of product, procedures, processes and equipment
      • Requirements for the qualifications of personnel
      • Supplier QMS requirements
      • Positive identification and applicable issues of specifications, drawings, process requirements, inspection instructions, and other relevant technical data,
      • Requirements for test specimens for design approval, inspection, investigation or auditing
      • Requirements relative to notifying QNP of nonconforming product, and arrangements for QNP's approval of nonconforming materials,
      • Requirements for the supplier to notify QNP of changes in product and process definitions, and obtain our approval as necessary,
      • Right of access by QNP, our customers, and appropriate regulatory authorities to all facilities involved in the order, and their records,
      • Requirements for the supplier to flow down applicable requirements to sub-suppliers in their purchasing documents, including key characteristics where required.

    4. The Approved Vendor List, FM-741-02, identifies suppliers by;
        • Company name,
        • Contact information,
        • Products and/or services supplied,
        • Quality system,
        • Approval status (approved, conditionally approved, or disapproved),
        • Scope of approval,
        • Classification as a critical, key, or non-key supplier,
        • Risk, and risk mitigation as appropriate.

    5. Minimum quality and on time delivery ratings are defined for each vendor. Records of vendors' quality and on time delivery ratings are maintained in the Approved Vendor List, FM-741-02. The Filemaker AS9100-7 Product Realization database calculates this information from the follow up data entered after product has been received against a purchase order.

    6. The current performance status of an individual supplier is viewable with when a purchase order is generated. Buyers are prompted to check with Management before issuing a purchase order to an under performing vendor. Overall supplier performance is reviewed by management during periodic reviews of the Purchasing Process and Management Review Meetings.

    7. Vendors and Subcontractors are selected from a list of approved suppliers. To be accepted and approved, Vendors and Subcontractors must meet Quality Name Plate requirements for:
      • On-time delivery
      • Results of Receiving Inspection
      • Active Status in online Approved Vendor/Subcontractor List

    8. Suppliers may be added to the Approved Vendor/Subcontractor List, FM-741-02, based on supplier quality data obtained from objective and reliable external sources. Example: Hamilton Sundstrand's 80/85 Approved Supplier List.

    9. If a contract with a customer requires the use of a specific source for a special process, those requirements shall be flowed down to sub-suppliers through our purchase order. It is the responsibility of the buyers to periodically verify that suppliers are meeting flow down requirements.

    10. As necessary, QNP may procure materials, components, and services from non-approved suppliers. A buyer may issue (1) purchase order to a supplier before that supplier is added to the Approved Vendor List. Until the supplier has been added to the Approved Vendor List, that supplier shall be considered "conditionally approved" under the purchasing authority of the buyer. Upon receipt of a satisfactory order, verified to meet material requirements, a supplier may be added to the Approved Vendor List, FM-741-02. If appropriate, a probationary period may be defined for the supplier during which time it may be subject to an increased level of receiving inspection or review of performance data.

    11. Regardless of vendor status or history, Quality Name Plate is responsible for the conformity of all purchased products, including products purchased from customer defined sources.

    12. Quality problems and product non-conformances from vendors shall be recorded on the Approved Vendor/Subcontractor List, FM-741-02.

    13. If QNP Management determines that it is appropriate to issue a request for corrective action from a vendor, it shall be recorded on the FM-852-01, Corrective Action Form, and coded with the prefix "s" to indicate that is a "supplier" corrective action request.

    14. As appropriate, a buyer may choose to request an informal action plan to address quality or delivery problems.

    15. If necessary, QNP may choose to assume the risk for the continued use of an underperforming vendor.

    16. QNP Management may determine that a vendor does not meet QNP's quality requirements if the vendor;
      • Is unable to correct errors in a timely fashion,
      • Fails to respond to Corrective Action Requests,
      • Jeopardizes QNP's relationship with its customers.

    17. When it has been determined that a vendor does not meet the quality requirements of QNP, they shall be deactivated from the Approved Vendor List, FM-741-02. The vendor shall be notified of its disqualification and the reasons why. Buyers, management, and quality personnel who have the responsibility for approving supplier quality systems also have the authority to disapprove those they find unsatisfactory.

    18. Upon request for re-qualification from a disqualified vendor, QNP Management shall re-evaluate the vendor to ensure that corrective action has been implemented to correct the problem that led to the disqualification.

    19. The selection of vendors and the type and extent of control imposed upon them is dependent upon the type and complexity of the materials, components, and services they supply, risk, and the impact they have on the quality of customer orders.

    20. In those cases where Quality Name Plate may be required to verify/source inspect purchased product or subcontractor service at their premises, Quality Name Plate will specify verification arrangements and method of product release in purchasing documents, and maintain suitable quality records.

    21. Quality Name Plate's supplier requirements are available at http://qnp.com/as9100/suppliers.html .

     



  5. PROCEDURE

    The Use the steps in the table below to purchase the categories of items relating to customer contracts

     Step

     Action

     Person(s) Responsible

     1.

    Does personnel have authority to purchase required supplies/services?

    • If NO, go to Step 2.
    • If YES, go to Step 4.

    Reference: Employee Training Database

    Personnel with authority to issue purchasing requisitions.

     2.

    Issue a purchasing requisition for supplies, including all appropriate information. (ref. policy 4.2):

    Personnel with authority to issue purchasing requisitions.

     3.

    Forward completed purchasing requisition for supplies to personnel with authority to issue purchase order

    Personnel with authority to issue purchasing requisitions.

    4.

    Generate the purchase order. Purchase from an approver supplier or initiate action to add a supplier to the Approved Vendor/Subcontractor List , FM-741-02.

    Personnel with authority to issue purchase orders.

     5.

    Fax/Mail/Email purchase order to vendor.
    Maintain a copy of the purchase order. Attach any requisitions accrued above to the purchase order.

    Personnel with authority to issue purchase orders.

     6.

    Purchase order is held by personnel who issued the requisition or the accounting department.

    Personnel who requisitioned/purchased item or designee

     7.

    Personnel who requisitioned/purchased item accepts shipment.

    Personnel who requisitioned/purchased item or designee

    8.

    Use purchase order to inspect received product.
    Reference: OP-743-01 Verification of Purchased Product

    Personnel who requisitioned/purchased item or designee

    9. Enter quality status and delivery date into the Filemaker AS9100-7 Product Realization database. Personnel who requisitioned/purchased item or designee
    10.

    Attach packing slip to receiving copy of the purchase order.

    Personnel who requisitioned/purchased item or designee

     11.

    Forward purchasing documents to the Accounting Department.

    Personnel who requisitioned/purchased item or designee

    12.

    Maintain purchasing documents in Accounts Payable.

    Accounting Personnel



  6. RECORDS/OBJECTIVE EVIDENCE

    The retention duration for records referenced in this procedure are available on-line in the FM-423-01 Master Document List with Revision History.
    Records are maintained in accordance with OP-424-01 Control of Quality Records.


  7. REVISION HISTORY

    Revision, approved date, effective date, and a document change summary for this document is located on-line in the FM-423-01 Master Document List with Revision History.