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Customer and Supplier Property Management Standard

1. Purpose To identify, verify, protect, and maintain the property provided by customers and suppliers to prevent deterioration, damage, and loss. Ensure that the property provided by customers or suppliers meets the requirements specified in the contract.

2. Scope Applicable to the management of property provided by customers or suppliers.

3. Responsibilities The administration department is responsible for the storage and management of customer or supplier property, and coordinates with the sales and procurement departments for implementation.

4. Definitions 4.1 Customer Property: Refers to the property owned by customers, including customer drawings, etc. 4.2 Supplier Property: Refers to the property owned by suppliers, including drawings, samples, etc.

5. Duties The sales department is responsible for receiving and registering customer property, while the procurement department is responsible for receiving and registering supplier property. The office is responsible for the acceptance, protection, storage, use, maintenance, and custody of customer property.

6. Job Content 6.1 Reception and Registration After receiving the property, the sales department and procurement department classify and verify the property based on the customer-provided list, including property name, specifications/model, quantity, etc. In case of any discrepancies, the customer or supplier should be notified in writing or by phone, and the issue should be resolved according to the agreed method. If there are no discrepancies, a "Customer or Supplier Property List" should be filled out and archived. If the property is directly handed over to the technical department by the customer, a "Customer or Supplier Property List" should also be filled out. The list should be confirmed and signed or stamped by the technical department manager before being transferred to the document management center. Copies should be distributed, while the original is retained for verification.

The acceptance classification is as follows:

• Drawings/Technical Information: The technical department checks and verifies the validity of versions, clear identification, and any damages. These should be managed as both property and external documents. When managed as external documents, the document control procedures should be followed. The list of information provided by customers and suppliers does not need to be repeated separately and can be considered part of the "External Document List."
• Materials: The sales department or warehouse checks whether the names/model/quantity match the provided list. Materials requiring quality verification by the quality department should have corresponding inspection records. Qualified materials should be put into storage following normal procedures. Customer property that does not pass the inspection should be labeled and handed over to sales, and the customer should be notified according to their preferred method. A dedicated customer and supplier property ledger should be kept in the warehouse, and the packaging should be labeled as "Customer or Supplier Property."
• Samples and Tooling: The technical department should confirm according to the relevant documents (such as contracts or technical agreements) signed with customers and the company's regulations.

6.2 Management 6.2.1 The quality department is responsible for the management of customer and supplier information/samples/inspection tooling. The property should have a unique and permanent identification number printed on it in an appropriate manner to clearly indicate the ownership relationship of each tooling/equipment. The property should be stored and managed in a centralized manner. The archiving and destruction of drawings and electronic drawings should follow the "Documented Information Control Standard." When issued, both the sender and recipient should sign the "Customer or Supplier Property List."

6.2.2 When customer or supplier property includes machinery, equipment, or tooling, the using unit should maintain and manage them according to the "Infrastructure Control Procedures" and other relevant regulations.

6.2.3 Warehouse management of property (materials) should follow the product protection control procedures and warehouse management methods.

6.2.4 The sales and procurement departments should conduct comprehensive inventory and inspections of customer or supplier property every six months to ensure control over the usage, storage, maintenance, labeling, etc., and to prevent damage, loss, deterioration, expiration, etc.

6.3 Usage and Numbering 6.3.1 When relevant departments need to use customer samples, they should submit a requisition to the storage department and register it in the "Customer Property List."

6.3.2 Customer Property Numbering: C □□-□-□□□ (Serial Number, Property Classification, Customer Code). For individual customers who provide drawings, they do not need to be numbered and should be managed according to the drawing number.

6.4 Protection 6.4.1 The receiving department should protect the property according to the relevant provisions of the "Product Protection and Delivery Control Standard" to ensure its integrity.

6.4.2 If qualified property is found to be lost, damaged, or unsuitable for use during the process, it should be clearly marked and recorded. The responsible department should notify the sales and procurement departments in writing, who will then inform the customer or supplier and handle it according to the agreed method.

Property Classification:

1. Drawings; 2. Specifications; 3. Samples; 4. Tooling; 5. Materials; 6. Others.

6.5 Property Exception Report When customer or supplier property is lost, damaged, or unsuitable for use, the relevant departments should promptly fill out the "Information Contact Form" and submit it to the sales and procurement departments for timely reporting to the customer or supplier, awaiting their processing instructions.

Attachment 1: Customer and Supplier Property Management Process Flowchart Related Documents: 7.1 QD8.5.1-2021 - "Production and Service Provision Control Standard" 7.2 QD8.5.4-2021 - "Protection and Post-Delivery Activities Control Standard"

Related Records: 8.1 QR8.5.3-01 - "Customer or Supplier Property List"

Revision History

Attachment 1: Customer and Supplier Property Management Process Flowchart Customer Supplier Property Customer "Technical Drawings/Samples" Reception and Registration Sales Department, Procurement Personnel "Customer Supplier Property List" Management Technical Department, Administration Department Acceptance Issuance Numbering, Use Using Department, Administration Department Protection Using Department, Administration Department "Customer Supplier Property List" Exception Report Sales Department, Procurement Personne