Factory Order Status Codes

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Policy and Procedure Bulletin number 1, Open Factory Orders

Bulletin number 1-2, Definition and use of status codes assigned to open factory orders

Effective date: 05/16/06        Latest revision: 03/10/08        Issued by: LBW

Purpose: To define and explain use of factory order status codes

Purpose of revision dated 3/10/08: To add and define status code 09 and status code 50. To
clarify existing status codes as needed.

Two digit numerical codes have been used to indicate status of factory orders since the
beginning of the factory order (FO) system. This bulletin is a reminder and clarification of how
they are used. The sales department initiates the determination of the correct status code.

Status code 08:
Status 08 should be assigned to factory orders (FO) that have not been allocated any
production time on the production calendar. Therefore, no commitment has been made for an
onsite date. These jobs have a “coded” start date of 08/08/18 and the complete, ship and on site
dates are blank. Engineering may work on these jobs to provide information for sales and the
customer but a status 08 job will not be committed. In some situations Engineering may prepare
a bill of material (BOM) for 08 jobs but the work order (WO) will not be committed. While
status 08 jobs are expected to eventually turn into orders, they are lacking in information and/or
approvals to the extent that Seasons 4 is unwilling to “set aside” valuable production time for
them.

It is important for sales to recognize that an onsite commitment should not be made for
status 08 jobs since production time has not been reserved to meet a specific date.

Status code 09:
Status code 09 is assigned for jobs that have been allocated production time on the
production calendar and an onsite commitment has been made to the customer. These FO’s have
“real” start, complete, ship and onsite dates in the FO system. However, there is significant
information or approvals needed and these jobs will not be processed to completion and parts
ordered. For example, any job without a PO will not be processed beyond status 09.
Engineering, based on their scheduling and information available, may commit parts by
initiating a WO but purchasing will not order parts for any jobs in status 09.

If, for whatever reason, processing cannot be completed on a timely basis for a status 09
job and it has been committed by engineering it should be changed to status 15. If it has not
been committed it can be changed to status 08. Status 09 jobs have to be processed timely in
order for parts to be ordered and received by the start date. The FO has to be changed to status
10 in order for purchasing to order parts.

Status code 10:
Status code 10 is assigned to jobs that can be processed to completion including building
the equipment. Once a job becomes status 10 and the work order committed it should not be
changed to status 08 or status 09. If a delay is necessary it should be changed to status 15. If a
status 10 job has not been committed then it can be changed to status 08 or 09 but once the work
order is committed it can only be changed to status 15.

Purchasing will order parts for status 10 jobs. In fact, barring special situations or
instructions, status 10 is the only type FO that purchasing will order parts for.

Status code 15:
Code 15 signifies a job is on hold and it may or may not continue Work should cease
on status 15 jobs until the situation is clarified and the status code is changed. This code can be
used before a job is committed but is always used to delay a job once the work order has been
committed. The program automatically inserts 12/15/15 as the start date on all status 15 jobs.
Purchasing recognizes this code and will not order parts that haven’t been ordered. If they have
been ordered, purchasing will consult with sales to determine if:

• It is a temporary situation and orders should be put on hold but not cancelled;
• Orders should be cancelled;
• Cancellation charges, if any, should be invoiced to the customer;
• Parts that are received and it is unlikely they will be used can be invoiced to the customer.

Status code 40:
This code signifies a job has proceeded through the test station but is not ready to ship to
the customer. For example, it may be waiting installation of a part that has not been delivered.
Status 40 is assigned by the plant manager of the respective plant.

Status code 45:
This code signifies a job is complete and ready to ship to the customer. Code 45 jobs are
considered finished goods inventory. It is assigned by the plant manager of the respective plant.

Status code 50:
This code is assigned when a FO is shipped and billed. The FO is transferred to the
service system at this time and ceases being in the FO system. The person preparing the invoice
assigns code 50 and transfers the FO. In a pre bill situation the status code does not change.