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SHP-01 Shipping and Receiving

SHP-01 Shipping and Receiving

Revision 6 · Effective 2025-07-14

1 Purpose

This procedure describes how incoming material is received and held until its certifications are verified, how customer-supplied property is identified, and how finished product is released and shipped from the Wichita plant.

2 Scope

Applies to all receipts and shipments through the Bay 1 dock, including raw material, purchased parts, outside-processed (special-process) parts returning from suppliers, customer-supplied property, and finished product. Packaging and labeling details are in WI-520; export shipments also follow SHP-02 and EXP-01.

3 Definitions

  • Receiving hold: the status of material that has been received in the ERP but not yet released for use.
  • Certs: material certifications (mill test reports) and special-process certifications supplied with a delivery.
  • Customer-supplied property: material, parts, tooling or gages owned by a customer and provided to Tallgrass for use on that customer's orders.

4 Responsibilities

  • Shipping & Receiving Lead: runs the dock, receives material into the ERP, schedules carriers.
  • Quality Technician (receiving inspection): checks certs against the PO and releases or tags material.
  • Supplier Quality Engineer: handles supplier cert problems and SCARs (F-740-03) and maintains the Approved Supplier List (F-740-01).
  • Final Inspector: releases finished product for packaging (WI-410).

5 Receiving

5.1 Unloading and receipt

  1. Check the carton count and condition against the carrier's bill of lading. Note any damage on the carrier's paperwork before signing.
  2. Receive the delivery against the PO in the ERP the same shift it arrives. The ERP places the material on receiving hold automatically.
  3. Move the material to the receiving inspection rack in Bay 3. Receipts flagged "ITAR" in the ERP go to the locked ITAR shelf in Bay 3 (EXP-01).

5.2 Receiving inspection and cert check

  1. Material stays on receiving hold until its certs have been checked against the PO. Nothing on hold may be issued to production.
  2. The Quality Technician checks: supplier is on the Approved Supplier List; part number and revision match the PO; the supplier CoC is present; the sampling plan assigned in the ERP is completed; material specification, alloy, temper and condition match the PO; heat or lot number on the cert matches the material marking; quantity matches; special-process certs cite the required specification.
  3. Target: receiving inspection completed within 1 working day of receipt.
  4. When the check passes, the Quality Technician releases the hold in the ERP and labels the material with its heat or lot number.
  5. Missing, incorrect or mismatched certs: apply a red HOLD tag and quarantine per WI-610, and notify the Supplier Quality Engineer.

5.3 Cert filing

Scan every cert and file it in the ERP against the PO number, so that it can be retrieved by PO and by heat/lot. Paper certs are kept with the receiving paperwork until scanned.

5.4 Customer-supplied property

  1. Customer-supplied property is identified with a blue tag showing customer name, PO or agreement number, description and date received.
  2. Store it in the designated customer property area, separate from Tallgrass stock.
  3. Loss, damage or unsuitability of customer property is reported to Quality, who notifies the customer.

6 Shipping

6.1 Release

  1. Product may be shipped only when the traveler carries the final inspection release stamp (WI-410) and the signed CoC (F-410-02) is with the job.
  2. Packaging and labels follow WI-520.

6.2 Export and international shipments

Any shipment to an address outside the United States, or any transfer of ITAR-controlled items to a foreign person, needs Empowered Official review before it leaves. Complete SHP-02 and do not hand the shipment to a carrier until the EO has approved it.

6.3 Carrier cutoff and dispatch

  1. The carrier cutoff is 3:00 pm. Shipments staged at the Bay 1 dock by 3:00 pm ship the same day; later shipments ship the next working day unless the Shipping & Receiving Lead arranges an expedite.
  2. Enter the tracking number in the ERP before the end of the shift.

7 Records

Receiving records, certs and shipping records are kept in the ERP and retained 10 years from creation (QP-4.2). Export records are retained 5 years from the date of export (EXP-01).

8 Revision history

Rev Date Change Approved by
4 2021-05-24 Certs scanned and filed by PO in the ERP Carl Brandt
5 2023-03-06 Blue tag for customer-supplied property Carl Brandt
6 2025-07-14 Carrier cutoff 3:00 pm; reference to SHP-02 for export shipments; ITAR shelf in Bay 3 Carl Brandt