Document Control of ERP Report Format from Software

T

tekno9000

#1
We are using ERP software and we get all the data we require for smooth functioning. To revamp our documents, I have following questions:

1. Can we use the soft copies of reports that are computer generated for data like “Approved Supplier List” and “Late deliveries by Suppliers”?

2. Do we need to document control these reports? (The software does not provide the flexibility to change the format of the report, so the question of changing the format of the report does not arise – we don’t have the programming capability and knowledge anyway).

3. If we need to document control these reports, do we just make a master form which is similar to ERP report and hand write the control number after printing it?

I will highly appreciate your advice, comments and critique on the subject matter.
 
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ScottK

Not out of the crisis
Staff member
Super Moderator
#2
Re: Document control of ERP reports from software

A controlled supplier list can be controlled by the software. Just write it into your procedure and say that any printout of the list - whether it's a screenshot or printed report - is an uncontrolled document and that anyone needing to consult the Approved Supplier List to see if a supplier is current must look it up on the system.

Late Deliveries? That's simply a report. I've never controlled that. But if you must - same thing as above.
 

Golfman25

Trusted Information Resource
#3
Re: Document control of ERP reports from software

IMO, I wouldn't control the printed "document" but rather the data the creates it. To print data out in a report and "control" it only adds complexity to your system. Your ERP system should have all the latest and greatest information -- how that gets into the system, maintained and updated is what is important. Not the printed report. Good luck.
 
T

tekno9000

#4
Re: Document control of ERP reports from software

Thanks Scott and Golfman.

Just a clarification..........

The question was that do I need to control the format of the document of these records?

Sorry if my wordings was confusing.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#5
Re: Document control of ERP reports from software

Thanks Scott and Golfman.

Just a clarification..........

The question was that do I need to control the format of the document of these records?

Sorry if my wordings was confusing.

Sounds to me that it's already controlled if you can't change it.
 
S

samsung

#6
2. Do we need to document control these reports? (The software does not provide the flexibility to change the format of the report, so the question of changing the format of the report does not arise – we don’t have the programming capability and knowledge anyway).

3. If we need to document control these reports, do we just make a master form which is similar to ERP report and hand write the control number after printing it?
What I understand from the above is that before switching over to ERP, you had some forms with all the information such as Doc.#, version, date etc. Now, the ERP software can't duplicate the same format and make it look like your old records. Right?

Still the ERP must assign a unique identity to each kind of report it generates. Normally it's the Transaction Code (T Code) which is as unique as your conventional doc. No. One way to control your docs. is to allot the same document number as generated by the ERP (e.g. the T Code) to your master formats so that it exactly matches with the printed formats. Else it's very difficult to hand write the doc.# to every report each time it's printed.
 
T

tekno9000

#7
What I understand from the above is that before switching over to ERP, you had some forms with all the information such as Doc.#, version, date etc. Now, the ERP software can't duplicate the same format and make it look like your old records. Right?

Still the ERP must assign a unique identity to each kind of report it generates. Normally it's the Transaction Code (T Code) which is as unique as your conventional doc. No. One way to control your docs. is to allot the same document number as generated by the ERP (e.g. the T Code) to your master formats so that it exactly matches with the printed formats. Else it's very difficult to hand write the doc.# to every report each time it's printed.

Samsung,

You are exactly right about switching over from manual method to ERP.

But that leads to another question, do we need to keep hard copies of these reports? Since the reports can always be accessed via a computer, does this violate any ISO documentation clause?
 
T

tekno9000

#8
Re: Document control of ERP reports from software

Sounds to me that it's already controlled if you can't change it.

So do I need to bring it under document control and maintain in master file or..............
 
S

samsung

#9
Samsung,

You are exactly right about switching over from manual method to ERP.

But that leads to another question, do we need to keep hard copies of these reports? Since the reports can always be accessed via a computer, does this violate any ISO documentation clause?
No it isn't necessary to keep the hard copies unless absolutely required. You may specify it in your Record control procedure that reports will be printed as and when needed, else they would be stored in soft form in the ERP and also the printed reports will have the same Id. as that assigned to the respective master forms (controlled).

However, the printed reports/ soft copies (RECORDS) need to be controlled in line with 4.2.4. (Record control)
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#10
Re: Document control of ERP reports from software

So do I need to bring it under document control and maintain in master file or..............
No.
Just put a sentence in your puchasing procedure that says approved suppliers are entered into the ERP system and an uncontrolled report may be printed as needed. And keep your supplier evaluation records in a safe location as quality records.
As long as your supplier evaluation process is solid you don't need a template, or form, or anything of the sort for a controlled "approved supplier list". This info is in the ERP system and controlled.

I don't know what standards you're acting under but I can tell you that ISO9001 and ISO13485 do not require an "approved supplier list". They require a process for evaluating suppliers but a list is not required no matter what an auditor may tell you. All an approved supplier list does is make auditing easier.
 
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