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Clause 8.2.3.1

Discussion in 'AS 91XX - Aerospace Quality Standards' started by Richard Bullimore, Jan 16, 2025.

  1. Richard Bullimore

    Richard Bullimore New Member

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    Please forgive me, I am very new into the world of Quality and am still finding my feet.

    My company had received an NCR from our CB for not having an up to date revision of our customers T&Cs of purchase on file, that was referenced in their PO when committing to supply product. Long storys short - we corrected the NCR and have since been recertified following the corrective actions created.

    I am now looking into ways to improve the time being spent by the sales admin on this, as this seems to be quite a lot. Currently when they are in receipt of a PO that details T&Cs, those are obtained via website or attachment etc. they are checked for revision status against previously accepted T&Cs, (We store the most recent copy of the customers in our system, or in the instance of web based T&Cs we note the revision number in notes against the account).

    Instead of the above could we still adhere to this clause by sending a statement in our order acknowledgments stating that we adhere to their T&Cs we current have for them, for instance "Q123 Iss1" and that if this is an incorrect revision that we be notified?
    This way the sales admin will only need to update the automatic acknowledgement notes as and when the T&Cs are updated from customer. - I hope that all made sense.

    Any advise at this stage would be greatly appreciated? as I cannot see how everyone else seems to adhere to this clause without having their admin staff spend copious time.

    Thank you all in advance.
     
  2. Andy Nichols

    Andy Nichols Moderator Staff Member

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    Hello Richard! Welcome!

    Let's deal with this, first...

    Have you made a statement in your QMS document that you will do this? If not, I'm not sure the NCR was accurate, as long as you have access to the T&C's (to be honest, these types of "gotcha" NCRs are bogus), so in dealing with the practicalities of implementation, your idea seems fine. I wouldn't even keep them "on file" unless you think that helps. Having sales admin be aware of where they can access, via a website, that is far more useful.
     
    Last edited: Jan 17, 2025
  3. Richard Bullimore

    Richard Bullimore New Member

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    Hi Andy,
    Thank you for your reply.
    We have made no such statement in any QMS documents prior to the NCR.
    So am i correct in saying that we do not have to show evidence of the T&Cs having been checked? or have them stored? And only that we have access when required. Unfortunatly they are not always available online and sometimes only through the customer sending them to us.

    How can we show evidence of checking that we can adhere to customer requirements In relation to the clause without showing we have them?

    Thank you again for your help, it is very much appreciated.
     
  4. Andy Nichols

    Andy Nichols Moderator Staff Member

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    In the industry this has become a "thing", partly because the IAQG dictate to the auditors how they should audit (something which ISO doesn't do). Hence it won't really go away. The storage of them isn't likely to be needed, as long as you know they exist and use them.

    Indeed.
     
  5. Richard Bullimore

    Richard Bullimore New Member

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    Andy, thank you very much for your help. It is greatly appreciated.
     
    Andy Nichols likes this.
  6. Andy Nichols

    Andy Nichols Moderator Staff Member

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    You are welcome!