Getting the proper information from the supplier - Returning Nonconforming Material

Bunny

Quite Involved in Discussions
#1
What forms do you send to the supplier when returning nonconforming material?
We are a medical device manufacturer and A/V integrator. Often we have to return components or A/V equipment for repair or replacement. I am dealing with two issues:
1) Sometimes, failure reports or corrective actions are required. What is the best metod to notify the supplier and retrieve the report?
2) Internally we use multiple form and tracking numbers (RMAs, NC report numbers, service call ticket numbers, repair tag numbers and so on). The identification forms are dependent upon the component type, department, and where in the process it failed. Sometimes, we will receive the repaired material back and none of our identification numbers will be on any of the suppliers documentation.

I am contemplating creating a form that will ship with each piece of defective equipment. This form would tell the supplier what type of written response I need back, if any. And remind them to cross reference our document numbers so we can easily match it up on our end.

What do you think? What do you do?
 
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S

silentrunning

#2
Re: Getting the proper information from the supplier - Returning Nonconforming Materi

Since we buy mostly raw material, this doesn't happen too often for us so I keep it simple. Everything traces back to our shop traveler number. If the travelr was #88888, then a Non-conformance would become #88888-NC-1. This would be the number I would put on my request for a corrective action also. The corrective action then would be filed twice - once with the shop traveler and once with the supplier history report. This is all done in the computer, not on paper.

Doug
 
J

jw2009

#3
Re: Getting the proper information from the supplier - Returning Nonconforming Materi

What forms do you send to the supplier when returning nonconforming material?
We are a medical device manufacturer and A/V integrator. Often we have to return components or A/V equipment for repair or replacement. I am dealing with two issues:
1) Sometimes, failure reports or corrective actions are required. What is the best metod to notify the supplier and retrieve the report?
2) Internally we use multiple form and tracking numbers (RMAs, NC report numbers, service call ticket numbers, repair tag numbers and so on). The identification forms are dependent upon the component type, department, and where in the process it failed. Sometimes, we will receive the repaired material back and none of our identification numbers will be on any of the suppliers documentation.

I am contemplating creating a form that will ship with each piece of defective equipment. This form would tell the supplier what type of written response I need back, if any. And remind them to cross reference our document numbers so we can easily match it up on our end.

What do you think? What do you do?
I too am not in the medical field. My company develops eco-friendly cleaning products. However, we generate internal nonconformity report numbers and link it to the purchase order number as well as the supplier batch lot number. The information for what needs to be reworked or corrected is done through emails and phone conversations. As a QA Auditor I am looking for that particular batch lot number to return for additional inspection prior to release. Then after the nonconformities have been corrected (and approved) a stock nonconformity report is then sent to the supplier. We also send out quarterly nonconformity reports to our suppliers highlighting the issues observed over the past few months
 

Bunny

Quite Involved in Discussions
#4
Re: Getting the proper information from the supplier - Returning Nonconforming Materi

I like the idea of using the stock NC forms and the quarterly nonconformity reports you mentioned. I would love to learn more about them. Can you post samples?
 
J

jw2009

#5
Re: Getting the proper information from the supplier - Returning Nonconforming Materi

I like the idea of using the stock NC forms and the quarterly nonconformity reports you mentioned. I would love to learn more about them. Can you post samples?
Attached are a couple of forms we use. The NC Reports#'s file is a running file for whenever there is a NC. Then quarterly (or semi-annually) we send that information out to suppliers outlining any and all of their NC's; with a cover letter also. Hope this helps out some!
 

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