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Document Owner: Revision:

ALSTOM Power O&M
Document Type: Status:
3.5.1

ALSTOM Power O&M Ltd C01/2006-05-23 POMS Procedure

Prepared by: Checked: Approved Language: Page:

R. Langmoen S. Moser T. Fritschi en 1/6

Contract Type: Derived from: Replaces: Filename:

All Contract Types P0238-CHYL-C01

Valid for:

Guidance

POMS 3.5.1

Goods Handling

Revision Summary

Revision Reason for Change Prepared

A00/2001-07-31 Initial issue A. Cassells
B00/2002-05-30 General update E. Pfulg
C00/2003-08-26 General update B. Meyer
C01/2006-05-23 The “Track and Trace” module of the TLS R. Langmoen

We reserve all rights in this document and in the information contained therein. Reproduction, use or disclosure to third parties without
express authority is strictly forbidden. © ALSTOM Power O & M Ltd, 2006
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Contents
Page

1 Aim............................................................................................................................3
2 Reference Documents............................................................................................3
3 Responsibilities.......................................................................................................3
3.1 Stores Function.......................................................................................................3
4 Terminology, Definitions and Abbreviations........................................................3
5 Procedure ................................................................................................................4
5.1 Receiving Goods.....................................................................................................4
5.1.1 Inspection of Delivered Goods..................................................................................4
5.1.2 Categorising Goods..................................................................................................5
5.2 Handover of Customer Owned Goods....................................................................5
5.3 Shipment.................................................................................................................5
5.3.1 Arriving Shipment.....................................................................................................5
5.3.2 Outgoing Shipment...................................................................................................5
5.3.3 Shipment to O&M SEC.............................................................................................6

Enclosures
Enclosure 1 ................................................................................Goods Delivery Log
Enclosure 2 .............................................................................Goods Handover Log

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1 Aim
This document defines the procedure for receiving and inspecting delivered goods, and
shipping goods.

2 Reference Documents
• POMS Procedure - Document Management
• POMS Procedure - Handling Hazardous Materials
• POMS Procedure - Finance and Accounting
• POMS Procedure - Improvement Management
• POMS Procedure - Stock Items and Non-stock Items
• POMS Procedure - Tools, Instrument and Equipment

3 Responsibilities

3.1 Stores Function

The Stores Function shall ensure that all goods delivered to the Power Station meet
the specified requirements.

4 Terminology, Definitions and Abbreviations

EOH: Equivalent Operating Hours.
Quarantine Area: An area, normally within the stores, specifically marked
and set aside for goods that are not accepted upon
delivery or during quality checking

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5 Procedure

5.1 Receiving Goods

Goods delivered to the Power Station or to an off-site store shall be received at the
goods receiving area. The receipt of goods shall be acknowledged by signing the
carrier's delivery note after ensuring that:
1. The information on the delivery note corresponds with the goods delivered.
2. There is no visible damage to the delivery.
Any discrepancies e.g. missing items, damaged parts, shall be written on the delivery
note and appropriate action shall be taken, e.g. reject delivery in part or full.
The accepted goods shall be logged in the Inventory Control System, including all
necessary information, and remain in the goods receiving area until inspection of the
goods has been carried out. If no adequate Inventory Control System is available, a
Goods Delivery Log (see Enclosure 1) shall be completed immediately after delivery.
Goods shall usually be delivered during normal working hours, but provision shall be
made for receiving goods delivered outside normal working hours in exceptional cases.
Delivery of hazardous materials shall be in accordance with the procedure contained in
POMS Procedure - Handling Hazardous Materials.

5.1.1 Inspection of Delivered Goods

Delivered goods shall remain in the goods receiving area until they have been
inspected, which normally take place on delivery, but always within three working days,
in accordance with the authorisation levels contained in POMS Procedure - Finance
and Accounting. The goods shall be checked against packing lists, purchase requests
to the O&M SEC, purchase orders and/or shipment notes to ensure that:
1. Correct items and quantities have been delivered and are in good
condition.
2. Required quality documentation and any other documentation necessary or
specified is present or available.
3. Necessary tests or special inspections carried out show that the item fulfils
the specification.
The Procurement Function shall be notified if the delivery of goods is correct, in order
to close the procurement process. Any attached invoices shall be sent to the
Procurement Function for review and further processing.
For any detected discrepancies, damage or failure of tests and inspections, a Non-
conformance Report shall be prepared in accordance with the procedures contained in
POMS Procedure - Improvement Management. The Non-conformance Report shall be
forwarded to the Procurement Function for resolution. Goods reported as non-
conforming shall be placed in the quarantine area and labelled "Non-conforming" until
the non-conforming issue is resolved or the items are sent back to the supplier.
All documents, e.g. supplier manuals, certificates, delivered with the goods and any
internal test or inspection results shall be retained in accordance with the procedures
contained in POMS Procedure - Document Management.

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5.1.2 Categorising Goods

Inspected and approved goods shall be allocated to one of the following three
categories:
1. Stock items.
2. Non-stock items.
3. Tools, instruments and equipment
Categorised goods shall be managed in accordance with the procedures contained in
POMS Procedure - Stock Items and Non-stock Items and POMS Procedure - Tools,
Instrument and Equipment.

5.2 Handover of Customer Owned Goods

A Goods Handover Log (see Enclosure 2) shall be completed when goods are
released to the Customer. A copy of the Goods Handover Log shall be retained in
accordance with the procedure contained in POMS Procedure - Document
Management.
If the goods are not accepted by the Customer, appropriate action shall be taken and a
Non-conformance Report raised if necessary (see POMS Procedure - Improvement
Management).

5.3 Shipment
The “Track and Trace” module of the TLS shows the material delivery status from O&M
SEC to the Power Station. Upon receipt, Power Station staff shall confirm the receipt of
a shipment by entering the delivery date into the TLS within one working day.
Any deviations of shipment, e.g. damaged, missing, wrong material shall be reported
through the TLS.
The TLS “Track and Trace” module is accessible through the ALSTOM Intranet portal
http://iww.ttt.ch.alstom.com .

5.3.1 Arriving Shipment

Any shipment notification shall be reviewed by the Stores Function and the supplier
shall be informed if any discrepancies are found. Depending on the Incoterms that
have been agreed, the Stores Function shall organise and monitor customs clearance
and transport of the shipment to the Power Station.

5.3.2 Outgoing Shipment

Before goods are sent off-site for any reason, including for calibration or refurbishment,
the Stores Function shall:
1. Inspect the condition of the goods and, if necessary, document their condition,
e.g. photographs, reports.
2. Ensure that the goods are clean and protected against corrosion.
3. Pack the goods using suitable material to protect them from possible damage
occurring during transport and storage.
4. Clearly and appropriately label the shipment with all required details about the
sender, receiver and any other necessary handling or shipping information.
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5. Ensure that goods have transport insurance if necessary.

6. Prepare the following shipment documents:
a) Commercial invoice for custom purpose.
b) Packing lists in appropriate language.
c) Bill of Lading (for sea-freight) or Airway Bill (for airfreight).
d) Affidavit, if the items to be shipped are for repair or sent on loan.
The Stores Function shall fax the shipment documentation to the recipient at least
three days prior to actual shipment.
The shipment shall be sent using an approved forwarder and the Stores Function shall
notify the relevant department manager when it has been sent. The Stores Function
shall keep track of the shipment and shall take appropriate action if delivery is not
made by the agreed date.

5.3.3 Shipment to O&M SEC

Any shipment to the O&M SEC shall be organised and co-ordinated with the O&M SEC
Purchasing Function.
For goods to be refurbished at the O&M SEC, a document shall be included with the
shipment indicating, for each part, its operating hours (EOH), date of removal, the unit
it was installed in and any other necessary information.

P0238-CHYL-C01