Documents are the most important part of a manufacturing business. Since many types of documents are involved from enquiry to dispatch. It can be difficult to monitor all manufacturing documents separately. Having a document checklist can help you analyze your manufacturing processes, whether inventory management, production management, or sales management.
In this blog post, we will get the go-to manufacturing checklist for Indian SME manufacturers to manage your enquiries to dispatch processes. This document checklist for manufacturers can help you improve productivity and avoid the risk of missing on anything important.
What Are Manufacturing Documents?
Manufacturing documents are all the legal and formal papers needed to manage manufacturing processes, such as customer enquiry forms, sales quotations, delivery challans, invoices, and more. These documents improve visibility and transparency over the enquiry to dispatch process. They contain all the details of enquiry, order confirmation, production, delivery, and payment processes. They also help manufacturers follow the terms and conditions for procurement, production, and sales activities.
Importance Of Document Management Checklist In Manufacturing Operations
A manufacturing document checklist is important for collecting previous and real-time data on all operations, whether sales, purchases, production, or inventory. It improves visibility over financial transactions, work-in-progress activities, available resources, and required raw materials.
Section 1: Enquiry Stage Documents
To improve your manufacturing process documentation start from the enquiry stage. This will help you make sure that you have provided accurate quotations for customer enquiries and have complete control over them.
Customer Enquiry Form: Importance And Key Fields
Customer enquiry forms help you understand the requirements of potential customers. The key fields in the customer enquiry forms are the customers’ names and addresses, required products, quantities, quality, expected delivery dates, and terms and conditions.
Sales Quotation Format: Creating Accurate Quotes For Customers
Sales quotations are one of the manufacturing documents that you create and send in response to customer enquiries. You need to create accurate sales quotations to encourage potential customers to make purchases. A sales quotation format includes sellers’ names and addresses, quotation numbers, dates, prices for the required products, delivery dates, and terms and conditions.
Learn about What Is Sales Quotation? Tips to Create One
Read more to understand What Is Quotation?
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Section 2: Order Processing Stage Documents
Order processing stage documents are important to add to your manufacturing process checklist for improving demand management. These help you organize your work orders and deliver finished goods. Let’s learn about the documents involved in the order processing stage.
Sales Order Format: Essential Details And Its Role In Order Confirmation
Sales orders are created when customers confirm orders. You send sales orders to the production departments to manufacture the required products and proceed with the manufacturing. It helps you improve your production planning and order management.
Download Sales Order Format.
A sales order format includes sellers’ names and addresses, buyers’ names and addresses, product names, product quantities, prices of each item, discounts, total amounts, shipping addresses, and terms and conditions.
Work Order Format: Detailed Instructions For Production Teams
Work orders help you distribute work to the right workers and machines to achieve production targets on time. A work order format contains clear and detailed instructions for supervisors and workers assigned to certain jobs. It also includes estimated completion times of jobs, locations of work being executed, and contact details of relevant authorities.
Download Work Order Format.
Section 3: Procurement/Purchase Stage Documents
Procurement or purchase stage manufacturing documents improve transparency between sellers and buyers. Let’s learn about the documents involved in the procurement stage.
Purchase Order Format: Structuring Purchase Requests Effectively
Purchase orders help you buy the required raw materials or equipment in an organized way. You need to get approvals from relevant authorities to create purchase orders. They can serve as legally binding documents once your suppliers accept them. A purchase order format includes the names and addresses of buyers and sellers, product names, product quantities, prices, delivery dates, shipping addresses, and terms and conditions.
Download Purchase Order Format.
Purchase Invoice Format: Documenting Purchases Accurately For Accounting
Purchase invoices are sent to you by your supplier to pay for the delivered products. You can analyze your previous purchase invoices to analyze your expenses and improve finance management. A purchase invoice format includes the names and addresses of buyers and sellers, invoice numbers, issue dates, names of delivered products, total due amounts, and due dates.
Download Purchase Invoice Format.
Section 4. Production Stage Documents
Production stage manufacturing documents are important to maintain product quality and calculate accurate costs involved in each process. Let’s learn about the documents involved in the production stage.
Bill Of Materials Format: Listing Components And Materials Required
Bill of materials (BOMs) are very important manufacturing documents that you create to calculate accurate costs of manufacturing products. It helps you make a list of all components and materials required to manufacture the selected products.
Learn What Is Bill of Materials? and the Types of Bill of Materials (BOM).
A bill of materials format includes part numbers and a description of each component, quantities of each component, unit costs, sub-assemblies, labor charges, and notes or instructions.
Download Bill of Materials Format.
Find Best Bill of Materials Software in 2024.
Manufacturing Production Checklist: Ensuring Quality And Efficiency In Production
A manufacturing production checklist can help you make sure that finished products have been tested in the assembly lines according to the specified guidelines. It also helps you make sure that standard operating procedures (SOPs) have been followed to manufacture products. A production checklist can also help you analyze the performance of each process to make informed decisions and increase production efficiency.
Section 5: Inventory And Logistics Stage
Manufacturing documents in the inventory and logistics stage helps you create a balance in your stock levels and avoid misunderstandings with your suppliers and disruptions in production. Let’s learn about the inventory and logistics stage documents.
Goods Received Note Format: Documenting Receipt Of Materials
Goods received notes are created after receiving the products you ordered from your suppliers. Upon receipt you check their quantities and quality to make sure all the criteria mentioned in the purchase orders are followed. When you are satisfied with the quality of products, you create goods received notes that serve as valuable receipts of materials. The goods received note format includes the GRN number, supplier details, descriptions of goods received, inspection results, and authorized personnel signature.
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Section 6: Dispatch And Delivery Stage Documents
Dispatch and delivery stage manufacturing documents are added to receive payments on time and improve cash flow. Let’s learn about the documents involved in the dispatch and delivery stage.
Delivery Challan Format: Recording Goods Dispatched To Customers
Delivery challans are created when shipping products to your customers. The delivery challans serve as the records for the goods dispatched to customers that help you with the payment processes. A delivery challan format includes the challan number and date, description of delivered products, total quantities, prices, shipping addresses, and signature of the supplier.
Download delivery challan format.
Export Invoice Format: Documentation For International Shipments
Export invoices are created when shipping products out of the country. These help you comply with rules and regulations set by the government. An export invoice format includes the names and addresses of sellers and buyers, invoice number and date, descriptions of goods, quantities, prices, and terms and conditions.
Download export invoice format.
Sales Invoice Format
Sales invoices are created and sent to your customers to receive payments for your delivered goods. You can analyze them to make financial decisions for your business. A sales invoice format includes the sellers’ details, invoice dates and numbers, descriptions of goods delivered, quantities, total due amounts, and payment terms.
Download sales invoice format.
Understand Invoice Management: Types, Process, Systems, Challenges.
Section 7: Financial Documentation Stage
The financial documentation stage is very important for regulatory compliance. You should include these to make sure that all the received and delivered goods are tracked and managed accordingly. Let’s learn about the financial documentation stage to improve transparency in your business.
GST Invoice Format: Compliance With GST Regulations In Invoicing
GST invoices are created after shipping goods to your customers. They serve as legally binding documents for your delivered products. You need to add all the details of your deal in GST invoices, including taxes. A GST invoice format includes invoice date and number, buyer and supplier details, item descriptions, agreed-upon prices, total amounts, payment dates, and authorized signatures.
Download GST invoice format.
Find the Best GST Billing and Invoice Software.
Credit Note And Debit Note Format: Handling Adjustments In Transactions
Credit notes and debit notes are important documents that help you maintain good relationships with your suppliers and customers. A credit note is created for your customers when you need to cancel your sales orders for some reason. In this case, the credit note helps your customers make sure that they can make purchases in the future using this credit. A credit note format includes details of the buyers and suppliers, issue date, reason for issuance, new payment terms, and GSTIN of buyers and sellers.
Download credit note format.
Similarly, a debit note is an important document that you create if you need to cancel your orders from your suppliers for some reason. In this case, your suppliers will provide you with credit notes to make future purchases. A debit note format includes all the details of buyers and sellers, reasons for issuance, issue date, unique ID number, and signatures of relevant authorities.
Download debit note format.
Learn Debit Note vs Credit Note: What's the Difference?
Proforma Invoice Format
Proforma invoices are created when customers show interest in buying certain products from your company. You provide all the details in proforma invoices that your customer should expect from you to improve transparency. A proforma invoice format includes details of buyers and sellers, names and quantities of products, prices, taxes, and terms and conditions.
Download proforma invoice format.
E-Invoice Format
E-invoices are created and sent to your customers for payments. You can save a lot of time by creating and sending e-invoices to your customers. They help you receive payments from your customers according to the agreed-upon terms. An e-invoice format includes details of the sellers and customers, issue date, descriptions of goods, quantities, total due amounts, and terms and conditions.
Download e-invoice format or learn How to Generate E-Invoice?
E-Way Bill Format
E-way bills must be included in the Indian manufacturing process checklist when dealing across states. E-way bills are created for the shipment of goods within different states. They help you avoid penalties and legal issues and run your business smoothly. An e-way bill format includes all the details of suppliers and customers, including GSTIN, invoice numbers, the value of goods, and vehicle registration numbers.
Download e-way bill format.
Section 8: Compliance And Quality Assurance Stage
The compliance and quality assurance stage is important to include in your checklist to comply with regulatory standards and improve customer satisfaction. It helps you increase your business credibility in the market and attract more opportunities. Let’s learn about the documents involved in the compliance and quality assurance stage.
Manufacturing Compliance Checklist: Essential Compliance Documents For Manufacturing
A manufacturing compliance checklist helps you make sure that SOPs, safety protocols, and other important guidelines are followed in all manufacturing processes. You can analyze documents like safety data sheets, regulatory standard permits, and inspection reports to make sure everything is accurate. It can help you avoid legal issues and run your business without disruptions.
Quality Control Document Checklist: Importance Of Quality Control Documentation
It is important to have a quality control checklist for manufacturing processes. You can analyze documents like inspection reports, test results, and industry-standard protocols to make sure that the product's quality meets the specified standards. It helps you identify defects and reduce errors in manufacturing processes. Better product quality can also improve customer satisfaction and your business profitability.
How TranZact Simplifies Document Management And Enhances Operational Efficiency?
TranZact is designed to digitse all manufacturing operations from enquiry to dipatch for Indian SME Manufacturers. This includes inventory management, production planning, and document management. It helps you easily create documents involved in manufacturing processes, whether sales quotations, work orders, purchase orders, purchase invoices, delivery challans, sales invoices, e-invoices, or e-way bills.
You can download templates of any documents from TranZact for free. It helps you keep records of your documents and analyze them to make informed decisions for your business. You can implement TranZact in your manufacturing company in only 14 days to make it fully functional.Choose TranZact now to easily manage all your required documents and stay compliant with GST and industry-standard regulations.
