AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

1 01/06/2020 Gareth Haines Tom David Tom David Initial Issue

Issue Date Author Reviewed Approved Reason for Change
No

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AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

Purpose
The purpose of this Work Instruction (WI) is to:
1) Outline the process of how ordered Tooling, equipment and consumables are received, inspected, stored and issued by
Stores.
2) Define responsibilities for activities within the process.
3) Identify documentation and records that Stores maintains.

Scope
This WI is primarily applicable to the Stores department, however support departments such as Purchasing and Quality are
also involved, and should follow this WI.

Responsibilities
Storeman
Project Manager
Project Team

Instructions

1. Tooling, Equipment and Consumables Receipt & Inspection

1.1. Stores shall have access to all Purchase Orders (PO). This is either electronic or hard copy.
1.2. When ordered equipment, tools and consumables are delivered to Stores premises, Storeman shall receive the
items with Supplier Delivery Note (SDN) and accompanying documents.
1.3. Condition of packing and tooling/ equipment/ consumables shall be checked; bad or damaged condition shall be
photographed and noted on SDN.
1.4. Stores shall check all delivered tooling/ equipment/ consumables against requirements of the PO.
SDN shall be named and Signed by Storeman for correctness and condition against PO. In case of any discrepancies
with damage, condition, quantities, Purchasing is informed.
1.5. Free issue tooling/ equipment/ consumables packing and item condition shall be checked and any damage shall be
photographed and noted on delivery documentation. In case of any discrepancies with damage, condition,
quantities, Customer shall be notified within 2 working days.
1.6. Free issue tooling/ equipment/ consumables shall be checked against supporting documentation.
The Project Manager shall provide a list of free issue materials.
1.7. Free issue tooling/ equipment/ consumables shall be marked ‘Free Issue’ on packaging/ item and placed in
designated area.
1.8. The Delivery Inspection Form (AV-ST-F01) Part 1 shall be filled in to record the Goods In performance.
1.9. Delivered tooling/ equipment/ consumables shall be kept in an identified goods receiving area. This area shall
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AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

be suitably secured and identified.

1.10. PO number is immediately marked onto the item for traceability.
1.11. Goods Identification label shall be attached or placed onto the goods so to show identification of the
tooling/ equipment/ consumables and to avoid inadvertent use.
1.12. The Delivery Inspection Form (AV-ST-F01) Part 2 shall be filled in to record the Goods In performance.
1.13. Stores shall send an e-mail to notify all applicable persons of the delivery and its conformity.
1.14. The Delivery Inspection Form (AV-ST-F01) Part 3 shall be marked with Not Applicable (or N/A).
1.15. SDN/ documents are to be scanned and kept as record in the Signed Delivery Note folder. Original signed off
delivery notes are given to Accounts and copy of PO given to Purchasing department, accompanied by the
Delivery Inspection form (AV-ST-F01).
1.16. Non-conforming tooling/ equipment/ consumables shall be quarantined dealt with in accordance with
Non-conforming Product and Service Control Procedure (AV-OP-09).

2. Tooling, Equipment and Consumables Storage

2.1. Equipment and tools shall be placed in designated quarantine area in preparation for inspection prior to storage in
stock or packed for use on projects.
2.2. Where applicable, testing of the tooling/ equipment/ consumables shall be performed as per Manufacturer and
legislative guidelines.
2.3. Electrical items shall be PAT tested by competent persons and results recorded appropriately on the PAT Register.
All items will be then returned to stock if passed for use.
Lifting equipment shall be checked by competent persons and results recorded appropriately on the Lifting Gear
Register. All items will be then returned to stock if passed for use.
Where appropriate, other items such as air tools shall be inspected and tested for fit for purpose.
2.4. All project related tooling/ equipment/ consumables shall have asset numbers assigned and entered onto the asset
registry system prior to packing. Registry to record the following:

- Description
- Asset Number
- Serial Number
- Location

All downloaded and printed copies of this document are considered Uncontrolled

Page 3 of 6
AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

2.5. Items shall be stored neatly within the appropriate designated quarantine area for packing.
2.6. Non-project (stock) related items shall have asset numbers assigned and entered onto the asset registry system
prior to packing. Registry to record the following:

- Description
- Asset Number
- Serial Number
- Location

2.7. Items shall be neatly stored in appropriate location.

2.8. All handling shall be undertaken in a safe and efficient manner. Care will be taken to avoid damage
or deterioration.

3. Tooling, Equipment and Consumables Issue

3.1. Stores shall only issue tooling/ equipment/ consumables upon receipt of a Tooling Request specifying the
required items.
3.2. Upon conformity for use the tooling/ equipment/ consumables shall be withdrawn from stock location and issued.
3.3. Electrical items shall be PAT tested by competent persons and results recorded appropriately on the PAT Register.
All items will be then returned to stock if passed for use.
Lifting equipment shall be checked by competent persons and results recorded appropriately on the Lifting Gear
Register. All items will be then returned to stock if passed for use.
Where appropriate, other items such as air tools shall be inspected and tested for fit for purpose.
3.4. Storeman to complete the applicable issuance forms: Lifting Gear Issue Form (AV-ST-F06), Electrical Gear Issue Form
(AV-ST-F07), Welding Gear Issue Form (AV-ST-F08), Welding Consumables Issue Form (AV-ST-F09).
3.5. Storeman to ensure that the Asset Number and Serial Number are listed on the forms.
3.6. Stock and Asset Registry system is updated to reflect the issued tooling/ equipment/ consumables to the job.
3.7. Where applicable, certification to be produced/ retrieved and inserted within the tooling/ equipment/ consumables
packaging.
3.8. Packing List is completed, including asset numbers, and submitted to Purchasing and Logistics department for
generating logistics paperwork (Packing Lists and Commercial Invoices).
3.9. All shipment packages to be photographed before dispatch and photographs retained in Stores folder.

All downloaded and printed copies of this document are considered Uncontrolled

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AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

4. Tooling, Equipment and Consumables Recovery/ Return from Project

4.1. Project team to notify Stores of the returning number of items (ie. pallets, crates etc.) by email prior to return to
indicate the missing or damaged tools/ equipment and to state any items remaining on board/ on site.
4.2. Upon delivery to Stores, pallets or crates shall be offloaded and stored at Goods Inward area.
4.3. All returned packages to be photographed upon offloading and photographs retained in Stores folder.
4.4. All packages shall be placed under quarantine for the unpacking and appropriate checking/ testing can commence
prior to storage.
4.5. Storeman will then issue the Goods Out Report (AV-PL-F03) and supporting outward Tools and Equipment List
(AV-ST-03) for the job so all items can be checked and receipted.
4.6. Goods Inwards will then give the Goods Out Report (AV-PL-F03) and supporting outward Tools and Equipment List
(AV-ST-F03) back to Storeman notifying of any shortages and damages.
4.10. Electrical testing:
Electrical items shall be PAT tested by competent persons and results recorded appropriately on the PAT Register.
All items will then return to stock if passed for use.
4.11. Mechanical testing:
Mechanical equipment shall be checked by competent persons and results recorded appropriately.
All items will then return to stock if passed for use.
4.12. Lifting equipment:
Lifting equipment shall be checked by competent persons and results recorded appropriately on the
Lifting Gear Register. All items will be then returned to stock if passed for use.
4.13. Where appropriate, other tooling items such as air tools shall be inspected and tested for fit for purpose.
4.14. Storeman shall notify Project Manager of any missing and damaged tools and equipment.
4.15. Any shortages, damages or missing tools and equipment will be invoiced to the job.
4.16. All information shall be forwarded to the Project Manager prior to job close down.
4.17. Following the completion of the above, Project Manager shall liaise with Commercial in closing
down the job.
4.18. Loss or damage to tools and equipment, especially of unique and high value, shall be reported to the
Directors monthly via the Returning Missing Tools Register.

All downloaded and printed copies of this document are considered Uncontrolled

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AVANTIS

Work Instruction Name: Tooling Receipt, Inspection Issue No: 1

Storage, Issue and Recovery
Work Instruction Ref: AV-ST-WI-02 Date: 01/06/2020
Procedure Ref: AV-OP-02 / AV-OP-05/ AV-QEP-04

Documents/Records

Purchase Orders
Supplier Delivery Notes/ Documents
Delivery Inspection Form (AV-ST-F01)
Tools and Equipment Request (AV-ST-F03)
Lifting Gear Issue Form (AV-ST-F06)
Electrical Gear Issue Form (AV-ST-F07)
Welding Gear Issue Form (AV-ST-F08)
Welding Consumables Issue Form (AV-ST-F09)
Returning Missing Tools Register
Non Conformance Report (AV-NC-F01)

All downloaded and printed copies of this document are considered Uncontrolled

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