AB. Outside Fabrication Jobs¶
1. Purpose¶
For products provided at Seacoast, Inc.'s shop for outside customers.
2. Definitions¶
For readability, this section uses the following definitions and abbreviations.
- 2.1 LTL: A shipping method for freight that does not require a full truck, where the carrier is responsible for securing the load.
- 2.2 BOL: A legal document issued by a carrier to a shipper acknowledging receipt of goods for transportation, serving as a receipt, contract of carriage, and document of title.
3. References¶
- 3.1 Seacoast Inc. Quality Control Plan (Section A)
- 3.2 QCM Section W Shipping
4. Responsibilities¶
- 4.1 Owner of Process: The Quality Control Manager will review and approve any changes to this procedure. The procedures will be reviewed periodically, and at a minimum, annually.
- 4.2 Quality Control Manager: The quality control manager will approve the final procedures before deployed to the Quality Manual.
- 4.3 Seacoast Management: Responsible to follow these procedures that result in smooth communication, accurate job costing and invoicing of customers.
- 4.4 Front Office: Responsible to follow these procedures that result in accurate QuickBooks information for billing and job costing.
- 4.5 Purchasing and shipping: Responsible to follow these procedures and applicable procedures contained in the Quality Control Manual.
- 4.6 Shop Staff: Responsible to follow applicable shop procedures contained in the Quality Control Manual.
5. Quality Records¶
Unless otherwise noted, all Quality Records follow the Seacoast "Policy for Maintenance of Quality Records" documented in the QCM Quality Control Plan (Section A-page 13)
- 5.1 Outside Fabrication Job (OFJ01) Form: Retained for 2 years from the project completion date.
- 5.2 Shipping Ticket: Retained for 2 years from the project completion date.
6. Documentation¶
6.1 Process Flow¶
6.2 Customer Initiates Request for Fabrication (A)¶
| Step | Description |
|---|---|
| 1 | Customer contacts Seacoast, Inc. Management to request pricing for a shop fabrication |
| 2 | Management scopes the fabrication and prices the job. This price and delivery date are communicated to the customer for approval |
| 3 | Customer responds to the proposal |
| 4 | Seacoast Management asks the customer for their Purchase Order Number. |
| 5 | Seacoast Management communicates as follows: |
Step 3 — Customer Response:
| If | Then |
|---|---|
| Customer approves job as quoted | Proceed to next step |
| Customer does not approve job as quoted | Return to step 2 or end the bid. |
Step 5 — Management Communication:
| Function | Management Communication |
|---|---|
| Management | In addition to the communication function defined below, management also follows the procedures for Contract and Specification Review in the Quality Control Manual. |
| Front Office Staff | Management sends an email to the front office staff and an Outside Fabrication Job (OFJ01) form is started containing: Customer name, address, email and phone number. Customer Contact name, email and phone number. Customer purchase order number. Agreed on pricing. Expected ship date and shipping method. |
| Detailing | Management sends the job details to the detailing department. The detailer includes the job number 1802. The drawing description includes the three-digit contractor initials and two-digit sequential job number provided by the front office. |
| Shipping | Management will communicate when the fabrication will be shipped and how it should be shipped (i.e. will call, UPS, LTL or Seacoast Delivery) |
6.3 Shop Procedures (B)¶
Actual shop procedures for fabrication are located in the Quality Control Manual as they apply. The below information is an overview.
| Function | Description |
|---|---|
| Detailing | Follow the procedures contained in the Quality Control Manual under "Detailing". Important note: The Job Number will be either 1802 or a specific unique job number may be assigned by management based on the size of the job. In addition, for an 1802 Job the description includes a three-digit initials and two-digit job sequence number. |
| Purchasing | Follow the procedures contained in the Quality Control Manual. Important note: The Job Number will be either 1802 or a specific unique job number may be assigned by management based on the size of the job. Also, material should be purchased "tax exempt" to Seacoast. |
| Shop Fabrication and Purchasing | Follow the procedures contained in the Quality Control Manual. Important note: The Job Number will be the customer either 1802 or a specific unique job number may be assigned by management based on the size of the job. |
6.4 Front Office Procedures (C)¶
The following procedure to be used by front office staff enable shop staff can accurately track hours for production.
| Step | Description |
|---|---|
| 1 | Management provides the details for the custom fabrication to the front office and an Outside Fabrication Job Form (OFJ01) is started. |
| 2 | QuickBooks is updated |
| 4 | The QuickBooks system is synced with TSheets so the shop can accurately track fabrication hours to the specific jobs. |
| 5 | After fabrication is complete and the product is shipped or picked up (Will Call), the shipping manager will provide notification that it is time to invoice the customer |
| 6 | The customer is invoiced for the purchase order. Note the customer is charged tax. Delivery charges may also apply. |
| 7 | From this point normal tracking and recording of customer payments apply. |
| 8 | When complete the customer invoice, job sheet and signed delivery ticket (or BOL paperwork) is stapled and filed in the Comptroller files. |
Step 2 — QuickBooks Update:
| QuickBooks Update | Description |
|---|---|
| Customer Information | New customers are added |
| Job Number | Job number 1802 or a specific unique job number assigned by management are added under the customer in QuickBooks. If Management assigns 1802 as the job number then front office staff adds a three-digit initials and two-digit job sequence number under 1802. As an example, the first time Goslia Concrete Construction requests a fabrication job the job number would be 1802 GCC01 |
| PO Number | If a unique job number is not assigned by management the customer supplied PO number is added under 1802 |
Step 6 — Delivery Charges:
| Shipping Method | Charge |
|---|---|
| Will Call | No charge |
| Outside Shipping Company | The exact shipping charges are added to the invoice. |
| Seacoast Delivery | How Much? |
6.5 Shipping Procedures (D)¶
| Step | Description |
|---|---|
| 1 | The shop foreman or seacoast management notifies shipping that the job is ready to be shipped |
| 2 | A shipping ticket is produced for the purchase order. |
| 3 | Once the load has been picked up by the customer, delivered by seacoast, or the LTL carrier has picked up, shipping notifies the front office the customer should be billed. |
7. Revision History¶
| Revision Date | Approved By |
|---|---|
| 2026-05-12 | Quality Manager |
Summary of Change: Reformatted to standard procedure template.