Na Ailes FORMS & FORMATS GUIDEBOO POT oll ious10 u REPORT FORMATS (SERVICE & PARTS) - ESCORTS LTD Pend Receipt inspection of tractor TDSR ( Transit Damage and shortage } PDI (Pre Delivery Inspection) Installation Cerlficate Job Card Warranty Claim SCR - Service Concern Report BTL Demonstration Service follow- Up Register FIR — First Information report DRF (Discrepancy Report Format Spare Parts) Inspecting the Tractor for shortages / damages / Adjustments On receipt of tractor, if any damage or shortage is noticed. To be supported with Photos while unloading tractor from container and De- Skidding of tractor PDI is the process of Checking / Inspecting the Tractor for Shortages/ damages/Adjustments before delivery to the Customer. Use PDI format to check tractor before delivery and carry out repairs if needed. Within 2 to 7 days of delivery of new tractor the installer should go to the customer's place and should educate the customer on controls and operations of tractor. While attending tractor at Field / Farm for any minor, major or Servicing, As per the EL warranty policy Any manufacturing defect (Minor / Major } Prospect detail to be captured with enquiry categorization Tractor history to be maintained Job card detail to be captured. Spare part shortage and Damage. To be supported with Photos of packing Sane) ers Within 05 days on receipt of tractor With-in 48 Hours of receipt of tractor At Every Month End. At Every Month End. At Every Month End. Along with Warranty dlaims warranty claims to be submit within 30 days from the repair date ‘On the same day or after eliminating the defect. ‘On completion of activity Record keeping At Every Month End. Within 05 days ‘on receipt of Spare parts ried To: Service Manager ‘ce: Service Head To: Logistic Mgr - 1B To: Service Manager ‘ce: Service Head To: Service Manager ce: Service Head To: Service Manager To: Service Manager To: Service Manager ‘ce: Service Head To: Service Manager Ce: RM To: Service Manager Ce: RM To: Service Manager To: Spare Part Mgr - Head office Ce: Service ManagerINDEX Receipt inspection of tractor TDSR ( Transit Damage and shoriage } PDI ( Pre Delivery Inspection } Installation Certificate Job Card Warranty Claim SCR. Service Concern Report BIL- Demonstration Service follow. up Register FIR - First Information report RF (Discrepancy Report Format ~ Spare Paris} 02 03 04 05 06 09 10 u 4 19 20Receipt Inspection of Tractor Receipt Inspection of Tractor Dealer Nome Address Country Se No. 0k {or} Not OK Remarks, Check Point Renae) Engine Fon Belt Tension Cylinder Head Bolts Torque Engine Ideal or Max RPM, Oil Level Radiator Water Level Air Cleaner Oil Level ‘All Hose Connection Any Leokages Stating / Shut off Engine Vacuum Test ‘Any Other Transmission Oillevel Shifting Of Geors Leokoges Aay Other Axles Oillevel Rear Asle Leokoges Tos In Tos Out Aay Other Wheels Tyre Pressure Front Tyre Pressure Rear ‘Any Other Electricals Working OF All Switeh Working Of All Sensor Light Operation & Horn Working Wiring Connection ‘Working Of Sofely Switch Aay Other Tyes Front No. Moke No. Moke Briel Of Work Done Receipt Inspection of Tractor Report No, Date of Receipt Inspection of Tractor Dealer Code Model FIP No. Perkins Engine No. Tractor Sr. No. Engine No. Ok Se 9 No. Check Point cat OK Remarks, Knot OK Clutch Working Of Clutch Leakages In Cluich Housing Clutch Pedal Free Play Any Other Brakes Free Ploy Hand Brake Working 3 Any Other Hydraulic Working OF All Valve Lifting And Lowering Any Leakoges ‘Arm Play After Lifting Arm Any Other Steering Oil Lovel Free Ploy Power Steering Oil Level Any Other Aesthetics Paint 2 Decals 3 Any Other After Road Tests Observations Gear Shifting Differentral Lock PTO Gouges Greasing Of Nipples Any Other Tyres Reor No. Make No. MakeTRANSIT DAMAGE AND SHORTAGE REPORT Country TDSR No. Date of Reporting Deolership / Distributor Ship Nome Invoice No / Conatainer No, Container No. Total No. of Tractor Despatched Models Received with Qty. Observations : Transit Shortages Ports to be send on FOC Port No. Description Qy Unit Price Total Reason Total missing ports amount Observations : Transit Shortages Part No. Description Qly Unit Price Total Reason Total damage parts amount: Total amount (Shoriage + Damage} Doc.No.:CC/TDSR/IB10/001PRE DELIVERY INSPECTION FORM PRE DELIVERY INSPECTION Dealer Nome Address Couniry Se No. 0k (or) Remarks, Not lf not OK OK Check Point Engine Fon Belt Tension Gylinder Head Bolts Torque Engine ldeol or Max RPM Oil Love! Radiator Water Level Avr Cleaner Oil Level All Hose Connection Any Leakoges Siartng / Shut off Engine Vacuum Test ay 0} Transmission Oillevel Shifing Of Geors Leokages ‘ay Other Axles OilLevel Rear Ade Leokages Tos In Tos Out Any Other Wheels Tyre Pressure Front Tyre Pressure Rear Any Other Electricals Working OF All Switeh Working Of All Sensor Light Operation & Horn Working Wiring Connection Working Of Safety Switch Aay Other Tyres No Moke No. Make Front Briel Of Work Done PDI Report No. Date of POI Dealer Code Model FIP No. Perkins Engine No. Tractor Sr. No. Engine No. Se No. OK (ef) Remarks, Not FF not OK OK Check Point Clutch Working OF Clutch Leakages In Cluich Housing Clutch Pedal Free Ploy Any Other Brakes Free Ploy Hand Brake Working Any Other Hydraulic Working OF All Valve Lifting And Lowering Any Leakoges ‘Arm Play After Lifting Arm Any Other Steering Oil Lovel Free Ploy Fower Sieering Oil Level ‘Any Other Aesthetics Paint Decals Any Other After Road Tests Observations Gear Shifting Differentral Lock PTO Gouges Greasing Of Nipples Any Other Tyres Reor No. Make No. MakeINSTALLATION CERTIFICATE Customer Name Address Villoge Post Distt State Pin Code Phone No. Mobile No. Date of Bish ractor Application Date of Installation Delivery Invoice No. Date of Delivery Note : The Operator manuel is given to me & I confirm that | ill follow recommended maintenance and usage process 19s mention in the Operator manual Customer Signature Model Tractor Sr No. Engine No. Chasis No. Battery Sr. No. Battery Make FIP St. No. FIP Make Alternator No, Alternator Make Front Tyre No. LM 7 Moke RH Rear TyreNo. LH J Make RH DedlerCodee OOOO Dealer Stomp & SignatureM/s. Authorised dealer : Escorts Limited Ada. Doc. No. : €¢/JC/IB06/001 € ESCORTS ‘AGRI MACHINERY Job Card No, Date in Nome of Customer Adress Date of installation Hee Tel. Ne. With STD Code Mob. Reg. No Exp, Date of Dlivry Time Battery SI No Date out Coupon No, Service i u ul Vv Paid Wy. Date Labour Charges His. ‘S.No. PLEASE CARRY OUT THE FOLLOWING JOBS (CUSTOMER'S VOICE) | remarks Rs P. 1 2. 3 4 B 6 7. 8 TOTAL ‘TRACTOR DEFICIENCY REPORT 1 HLBulb CZ] Glass (17, Instrument Panel []Gtess [13 2. F.Blinker [J Glass [1] 8, Temp. Gauge ow 3. R Blinker [] Gloss []9. OilPresture Gouge = [15 4.7L Bulb EJ Glass] 10.8 View Mirror one 5. Stop Bulb ] Glass] 11.Top Link ow 6. Plough Lamp[] Glass [J 12.Draw Bar Oe Gear Leaver Knobe (]19. Key Too! kit (D120. Diesel... Fuel Tank Cop ]21. Paint Scratches: Gy Decals ( Fetieod x Hood Seat cover Crate Ef renters] Switches fenton] Ste] Workshop Report Name of Mechanic Bill / Invoice No. & Date ‘Cosh Meme No. & Date Sign, of W/S Incharg Customer Signature Total Labour Total Material TRACTOR STORED, REPAIRED & DRIVEN AT CUSTOMERS RISK Soles Tax / Vet 6. Total Received tractor duly repaired to my entire satisfaction after road fort Sa Job Cord No. Regn. No. ‘ACKNOWLEDGMENT Ph Customers Signature Tractor SI. No. Engine No, Date of Delivery Time Note: Please handover this slip while taking delivery ofthe tractor. White - Office Copy Workshop InchargeM/s. Authorised dealer : Escorts Limited Ada. Doc. No. : €¢/JC/1B06/001 € ESCORTS ‘AGRI MACHINERY Job Card No, Date in Nome of Customer Address Date of installation Hee Tel. Ne. With STD Code Mob. Reg. No Exp. Date of Dlivory Time Battery SI No Date out Coupon No, Service i uw Vv Paid Wy. Date Labour Charges His. ‘S.No. PLEASE CARRY OUT THE FOLLOWING JOBS (CUSTOMER'S VOICE) [remarks Rs P. 7 2. 3 4 B 6 7. 8 TOTAL ‘TRACTOR DEFICIENCY REPORT 1 HLBulb CZ] Glass (17, Instrument Panel []Gtass [1] 13, 2, F.Blinker [] Glass [1] 8, Temp. Gavge ow 3.RBlinker E] Gloss []9. OilPressure Gouge = 15. 4.TL Bulb EJ Glass] 10.8 View Mirror one 5. Stop Bulb] Glass] 11.Top Link ow 6. Plough Lamp[] Glass [] 12.Draw Bar Oe. Goar Leaver Knobe []19. Key Too! kit (120. Diese... Fuel Tank Cop []21. Paint Scratches: Decals [ Feeod (ye Hood Seat cover (eaten Ef rnserts Ey paren fasten] Ste] Workshop Report Name of Mechanic Bill / Invoice No. & Date ‘Cosh Meme No. & Date Sign, of W/S Incharg Customers Signature Total Labour Total Material TRACTOR STORED, REPAIRED & DRIVEN AT CUSTOMERS RISK Soles Tax / Vet 6. Total Received tractor duly repaired to my entire satisfaction after road tort ee Job Cord No. Regn. No. ‘ACKNOWLEDGMENT Ph. Customers Signcture Tractor SI. No. Engine No, Date of Delivery, Time Note: Please handover this slip while taking delivery ofthe tractor. Yellow - Mechanic Copy Workshop InchargeFOR ESCORTS / DEALER USE ONLY Your observation with reference to customers complaint ( Dealer's observation ) ‘Adion taken ROAD TEST TRACTOR REPORTING FOR ONLY PERIODICAL WASHING PLEASE TICK b SERVICE & NOT FOR ANY SPECIAL ATTENTION PLEASE TICK p INTHE stock [] PLEASE TICK piNTHEBLOCK. [] IN THE BLock [] Dealer's Stamp & Signature TSM Name & Signature SPARE PARTS FROM STORES ‘WARRANTY Si] RENO Pa No, Description Qyy. St Rea Part No. Description Qty. i ‘ No.]_Dete we |p. |No| Dote TOTAL SALES TAX VAT ‘GRAND TOTAL ‘OUT SIDE JOB LUBRICANTS & OTHER MATERIAL ‘Amount ‘Amount sl | cash Date Job Description S| Reg: Ne. Deseriation Qy. No. | Memo No. rs, [P.|No| Date rm. |e. TOTAL TOTAL SALES TAXT VAT SALES TAX VAT ‘GRAND TOTAL ‘GRAND TOTALWARRANTY CLAIM FORM & REPORT ESCORTS AGRI MACHINERY, SERVICE DEPT. PLOT NO. 115, SECTOR-24, FARIDABAD, HARYANA Dealer's Name & Address : Customer Name & Address Claim No, Date Tractor Serial No. Tractor Model (F-Code} art Decker Code Hour Mater Reading Inimation Date ‘Application Aayiculure Failure Date Implement Type Rotavator Job Card No, SCRINo, & Dare Job Card No, as No Replacement Date If Yes Then Previous Claim No. Datel Fits essere Job Cord No & Dae’ | His PDI Dove Delivery Dote Reeser =e Ini Doe ser Second Service EEE Tees Foun Serco Replaced FortNo, Port Nome Convel Defect Photo of delete pat ay, Remark Labour Hour Failed Parts Status: Receipt Detail (Co’s Use): Parts Disposal: ee ISN Ne Claim Disp Dr: GR/RR No Date EEE GR/RR Dote Paesite! Dare Acivl Wt Claim Reed On No. of Boxes: Parts Reed On: Doe. No. : CC/WC/IB11/001 (Signature with Stamp} Company's Rep. Name & Signoture Authorised Signatory (Dealer)SCR : FSC - Process Format Tobe iled by QC BA Control Number: Escorts Limited ‘Agri Machinery Group Service Concern Report Customer Services, 18/4, Mathura Road, Faridabod-121007 Model TeSINo: Date of Installation Eng. No: Date of Fallure ELE No: Tronsi/PDI Hours Job Cord No, Defect Code: Concern observed & Attended By: Concern (As Explained by Operator/Cusiomer Job Card Date Level -1 Analysis by TSM/FRM - (Reason of failure - Causal pa) (Observation on Noise, Smoke, Leakage, Oil level & Oil qual Hany ssizure of rotating ports due to Lack of cil/greasa/other reason (Give Clarification) ‘Any Modification done by the Mechanie/Customer in Tractor : Y/N (Speci if, Yes} How the complaint was rece inthe field (Action Taken) Details of pars replaced: ‘A-Causol Ports: Description Part No. Was Corrective Action Successful Total Nos. of Similar cases are reported in Last 3 months Observation/Suggeston: ‘A-Any suggestion for further Modtication Services Bl this complaint observed in Competition Tractors? If Yes pleate specify ‘Manufacturer Name! Model: Name of TSM/FRM Dealer Ship Name: {Decler VIP Aroo Office Location Note: Please send photograph/skerch wherever possible. Algo please eave ths format Under Observation: SCR. No: Date: Location Deoler Code: Apal'n Nome Implement used & Spec. Implement Make Repeat Failure Y/N HF Yes, Warranty Claim No. & Date Mobile No. Observation B-Consequential Pars: Descristion Part No, Periodic Maintenance - Record verted by TSM/RSM/FRM/Dealer Hes Complaint if ony in your e-mail ID, for immediate usage Doc.No. :CC/SCR/IB09/00)100/L0a/WW1/39"eN 20a AsaNIHOWW RIOW 499; 21UDYPEW [P20] siuosa 3100/z08//8/9" Nea ssoappY Powe Tet ereprrrrery soon nov din a21AJ9g jo spipieg 3100/e08/0W3a/99""°N'0a, snsanivioww oy ¥04207 - (JEPOW) YM UOHDAysUOWE, . #207 - (JePOW) YH! Hay a 3SERVICES FOLLOW-UP AND RENDERING RECEIVED Tractor month FARMTRAC ‘ouTieTSERVICES FOLLOW-UP & RENDERING GUIDE + To maintain Customers & Tractors Record. + For follow-up with customers to avail timely SERVICES. + For follow-up for attending outstanding WARRANTY JOBS. + For PERIODIC REVIEW by service incharge/dealer of timely service rendering and to make good the doficiences + For FEEDBACK to ESCORTS on service rendering status and product performance. THIS IS AN ACTION REGISTER TO MONITOR SERVICE ACTIVITIES AND NOT JUST FOR RECORD KEEPING. ‘GUIDELINES 1. This register can accomodate records for 4 tractors per page and upto 400 tractors and should be maintained at each outlet of the dealer (Main dealer, Branch, Sub-dealer and Service Poin!) 2. For effective controls for tractors already sold and in warranty, records all ractors sold since last 12 months. For any information that is not available, get that when the tractors is next checked or serviced. 3. As soon as @ New Tractor arrives, enter particulars in register so that right from PDI @ complete control is maintained SALES RECORD + Left side page, enter tractor and customer particular, + Ineach column enter particulars against respective serial number 1, 2.. and so on. SERVICE FOLLOW-UP/RECORDS + Right side page is for recording and keeping track of all services due and rendered and follow-up action Pol Every machine, requires a good inspection and preparation before delivery to ensure that it looks ‘900d, performs good in customers hand, The tractor should be kept ready duly inspected before showing fo the customer. If customer is waiting for his New Tractor te arrive, preferably postpone delivery to next date after through PDL Ensure that all checks and jobs of PDI are dene. None of the adjustments, nuts/bolts tightening, greasing and recifications, if any should be omitted. Record PDI date, hours and any significant points for monthly Feedback to Area office. TRACTOR INSTALLATION Effective Tractor installation educates Tractor owner/ ‘operator on tractor driving, field operation and periodic maintenance which is « KEY FACTOR to get good service from the Tractor Installation mechanic/salesman should spend 1-2 days with the owner/operator at his farm to educate and train them,FOLLOW SEQUENCE OF INSTALLATION AND (OPERATOR TRAINING CERTIFICATE Also educate the customer on how to refer. ‘OPERATOR MANUAL The date of installation and hours reading should be recorded in the register for future reference. SERVICES, The service following-up register should be kept up-to-date and used far customers follow-up te ensure that Services are rendered in time. FARMTRAC. FIRST SERVICE 50 HOURS OR 1 MONTH, which over is earlior SECOND SERVICE 300 HOURS OR 3 MONTH, which ever is earlier THIRD SERVICE 600 HOURS OR 6 MONTH, which ever is earlier FOURTH SERVICE 900 HOURS OR 9 MONTH, which ever is earlier INSTRUCTION FOR SERVICE INCHARGE (On rendering Services, the customer should be explained regarding next Service. Depending upon the usage pattern [if usage is more than 100 hours/menth, seasonal heavy work loads and specified time limit, given above) the due date should be estimated in advance and noted in DUE ON column. Fellow up through letter or visit should be done 7-10 days in advance of due date and entered in the column provided. On actual rendering of Service record date and actual hours - Service should be properly rendered as per the checklist given on the back side of each coupon. Particular care should be taken to tighten cylinder head nuts and adjust Valve Tappet Clearance in the first 50 hours service for Farmtrac and Also valve Tappet adjustment and injector testing and re-setting should he carried out at respective Service Intervals FEEDBACK TO FED PDI - Consolidated feedback on PDI done on tractors within @ month is to be submitted on “PDI FEEDBACK REPORT FORM". This form is to be sent to the connected Ares office. INSTALLATION - Installation and operator training cerfficate is to be filed at dealership. "TRACTOR INSTALLATION REPORT FORM" should be filled and sent 10 FED-Service SERVICES - The service coupons are to be filed at dealership and a "SERVICE REPORT FORM" is to bo: filled and sent to FED-Service monthly. PUT A PAPER CLIP ON RIGHT HAND EDGE AGAINST TRACTORS WHERE ANY ACTION IS DUE OR OVERDUE SUBMISSION OF DOCUMENTS Duly filled and signed Tractor installation Report Form and PD| Feedback Report Form must be mailed to FED-servi ‘COMPLAINTS ALL major complaints/jobs should be recorded giving dates/hours. On attending the same put date in attended column. If any claim is raised, note the claim No. and Date. PERIODIC REVIEW ‘THE OUTLET INCHARGE/DEALER SHOULD PERIODICALLY REVIEW THE PDI/INSTALLATION/SERVICE RENDERING /OUTSTANDING COMPLAINT JOBS AND TAKE ACTION TO MAKE GOOD ANY DEFICIENCIES QUICKLY.€ ESCORTS ‘AGRI MACHINERY SALES RECORD cor] Make/Model 1. FIP Meke/S.Ne. Customer 1. Sales 2eN | scone 2. Starter Make/S.Ne. Neme Bil Ne No. | Transit 3. Dynamo Make/S.No. Address 2.Date Oi Change] >. Chests No 4. Batory Moke/S.No pee 2B 5. Fron yrs Make/S.Ne. enkers 5.Hours | 4, Engine No, 6. Rear tyres Make/S.No. 4. Regn. No. 1 1 1 1 2 2 2 2 3 Z 3 3 2 5 4 5 4 z 4 1 1 1 1 2 2 2 2 3 a 2 3 a 5 4 5 4 z 4 1 i i i 2 2 2 2 3 Z 3 3 a 5 4 5 4 é 4 1 1 1 1 2 2 2 2 3 Z 3 2 2 5 4 5 4 z 4€ ESCORTS ‘AGRI MACHINERY FREE SERVICES FOLLOW-UP/RECORD SERVICES FOLLOW-UP/DONE BNSINENGE | Major Jobs Service“ | pote | Nos sevice |Dve| Fatlow-vp | service | Hours | SOI Rovrs on |on Done on | Worked | Intervals) ) ‘Claim No./ "% Done Hours Werked| ‘Attended Warrant Date PDI Installation et Corfomer Farm 30 Hours Free Service 200 Hours Free Service 600 Hours Free Service 900 Hours Free Service PDI Installation at Customer Farm ‘50 Hours Free Service 300 Hours Free Service 600 Hours Free Service 900 Hours Free Service PDI Installation at Customer Farm 50 Hours Free Service 300 Hours Free Service 600 Hours Free Service 900 Hours Free Service PDI Installation ot Cortomer Farm 30 Hours Free Service 200 Hours Free Service 600 Hours Free Service 900 Hours Free ServiceLo0/roa/uis/99""°N200 ero cn petra peer) eer TEES) er een oo orc rant pee] Prose rr) peers ier] oor eens) er) Skee Pree rons) er erceyTsWaUsa fq vounpuowiuo>ey w sHouy enyoUBIS (-2po0 houode.ip pais mojoq Avo UoNuow asp9jg}opoD, fouDdes2sIp jo (splay mood ut yy YOU OQ), (e>!0nu! 8uE 40} Jyq eu0 sn) [YUNG] AWWYOd LYOdTY ADNAdIDSIGlate Tata lars) the Fundamentals of Growth€ ESCORTS PX Te tg nee Cae ana nen cay Plot no. 2, Sector ~ 13, Faridabad (NCR), India eR ELLIS ee ae on ea