# DRAFT — NOT APPROVED FOR OPERATIONAL USE # Standard Operating Procedure ## Incoming Customer Order Processing --- ## 1. Document title and control information | Control item | Detail | | ----------------------- | ----------------------------------------------------------------- | | Company | Riverside Print & Packaging Ltd | | Function | Sales Administration | | Document title | Standard Operating Procedure — Incoming Customer Order Processing | | Document owner | Sales Administration Manager | | Approver | Operations Manager | | Version | 0.1 | | Effective date | not yet agreed | | Review date | not yet agreed | | Document status | Draft — not approved for operational use | | Document classification | Standard | **Document-control limitation:** The owner and approver values above are supplied document-control roles. They do not, by themselves, give either role an operational escalation, decision-making or release responsibility within this procedure. --- ## 2. Purpose The purpose of this procedure is to ensure that incoming customer orders are checked, recorded and passed to production accurately. The required process outcome is an approved production job sheet that matches the customer order and is issued to the Production Planner only after the required order checks have been completed. --- ## 3. Scope and exclusions ### 3.1 Scope This procedure: * starts when a customer order is received by email; * covers checking the order for the specified information; * covers recording the order in the order-management system; * covers obtaining clarification through the Account Manager where customer requirements are unclear; * covers creating and checking a production job sheet; and * ends when an approved production job sheet is issued to the Production Planner. ### 3.2 Exclusions This procedure does not cover: * pricing negotiations; * credit control; or * production scheduling. No instruction in this SOP authorises the Sales Administrator, Account Manager or Production Planner to carry out any of these excluded activities. --- ## 4. Definitions and abbreviations | Term | Definition | | ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Customer order | The order received from the customer by email. | | Required order information | Customer name, product, quantity, delivery date and artwork reference. | | Complete order | A customer order containing the required order information, with no unresolved unclear customer requirements. | | Incomplete order | A customer order that does not contain all required order information or contains unresolved unclear requirements. | | Order-management system | The system in which the Sales Administrator records the customer order. The specific system has not been identified in the supplied information. | | Order checklist | The checklist that the Sales Administrator must complete before issuing the production job sheet. Its content, format and storage location have not been supplied. | | Production job sheet | The document created by the Sales Administrator from the completed customer order and issued to the Production Planner. | | Artwork reference | The artwork reference stated in the customer order. No format or validation method has been supplied. | | Hold | A restriction preventing the affected order or job sheet from being released to production until the stated evidence is available. | | Approved production job sheet | A production job sheet that has passed the supplied checks and controls. The supplied information does not identify a separate approver or approval method. | --- ## 5. Roles and responsibilities ### 5.1 Sales Administrator The Sales Administrator is responsible for: * receiving the customer order by email; * checking whether the customer name, product, quantity, delivery date and artwork reference are present; * recording the order in the order-management system; * asking the Account Manager to confirm unclear customer requirements with the customer; * creating the production job sheet once the order is complete; * comparing the production job sheet with the customer order; * completing the order checklist before issuing the production job sheet; and * sending the checked production job sheet to the Production Planner. The supplied information does not authorise the Sales Administrator to resolve unclear customer requirements without confirmation or to release an incomplete order to production. ### 5.2 Account Manager The Account Manager is responsible for confirming unclear customer requirements with the customer when asked by the Sales Administrator. The method by which the Account Manager records and returns the customer’s confirmation has not been supplied. ### 5.3 Production Planner The Production Planner receives the approved production job sheet. Production scheduling is outside the scope of this procedure. ### 5.4 Sales Administration Manager The Sales Administration Manager is the document owner. No operational decision, escalation or release responsibility is inferred from document ownership. ### 5.5 Operations Manager The Operations Manager is the document approver. No operational decision, escalation or release responsibility is inferred from the document-approver designation. --- ## 6. Required inputs, systems, documents, equipment and prerequisites ### 6.1 Required inputs The process requires: * a customer order received by email; and * the following order information: * customer name; * product; * quantity; * delivery date; and * artwork reference. ### 6.2 Required systems and documents The process depends on: * access to the email containing the customer order; * access to the order-management system; * a production job sheet; * an order checklist; and * a means of sending the completed production job sheet to the Production Planner. ### 6.3 Unconfirmed prerequisites The following information has not been supplied and must be confirmed before the SOP can be approved: * the name of the order-management system; * the authorised access arrangements for the order-management system; * the required order-management record fields; * the production job sheet template and required fields; * the order checklist template and checklist content; * the meaning and evidence of “approved” for the production job sheet; * the permitted method for issuing the production job sheet to the Production Planner; * the method for retaining the customer order, checklist, clarification evidence and job sheet; * the required record storage location, access controls and retention period; and * the operational escalation route when clarification cannot be obtained or an order cannot be completed. **Hold:** The draft must not be approved for operational use until the required system, production job sheet and order checklist are identified and confirmed as available. **Reason for hold:** Employees cannot reliably follow or evidence the procedure without knowing which system, template and checklist must be used. **Evidence required to release the hold:** Confirmed system name and access method, plus accepted copies or controlled references for the production job sheet and order checklist. --- ## 7. Procedure ### Step 1 — Receive the customer order **Responsible role:** Sales Administrator **Required action:** Receive the customer order by email and retain access to the order email for use during checking, recording and comparison. **Expected output:** A customer order email is available for review. **Supplied control or approval:** The procedure starts when the customer order is received by email. **Hold:** None at this stage. --- ### Step 2 — Check that the required order information is present **Responsible role:** Sales Administrator **Required action:** Check the customer order for the presence of: 1. customer name; 2. product; 3. quantity; 4. delivery date; and 5. artwork reference. Also identify any customer requirement that is unclear. **Expected output:** The order is identified as either: * complete and clear; or * incomplete or unclear. **Supplied control or approval:** All five specified information items must be present. **Hold:** Place the order on hold if any required information is missing or any customer requirement is unclear. **Reason for hold:** Incomplete orders must not be released to production. **Evidence required to release the hold:** The missing information or clarification must be provided through the supplied clarification route and must be sufficient for the Sales Administrator to complete the order record and production job sheet. --- ### Step 3 — Request confirmation of unclear customer requirements **Responsible role:** Sales Administrator **Required action:** Where customer requirements are unclear, ask the Account Manager to confirm the unclear requirements with the customer. Do not independently interpret, select or amend the unclear requirement. **Expected output:** A clarification request has been passed to the Account Manager. **Supplied control or approval:** The Account Manager confirms unclear customer requirements with the customer. **Hold:** Keep the order on hold while clarification remains outstanding. **Reason for hold:** The supplied information does not authorise release of an order containing unresolved unclear customer requirements. **Evidence required to release the hold:** Confirmation of the customer’s requirements obtained by the Account Manager. **Open question affecting this step:** The required form of confirmation, the person who must receive it and where it must be recorded have not been supplied. Until confirmed, the order must not be treated as complete unless the customer’s clarified requirement is available in a form that can be compared with the order record and production job sheet. --- ### Step 4 — Address missing required information **Responsible role:** Not supplied **Required action:** No operative action is specified because the supplied process identifies the route for unclear requirements but does not explicitly identify who obtains required information that is entirely missing. **Expected output:** Not applicable while the step remains on hold. **Hold:** An order with missing customer name, product, quantity, delivery date or artwork reference must remain on hold and must not be released to production. **Reason for hold:** Incomplete orders must not be released to production, and no authorised route for obtaining wholly missing information has been supplied. **Evidence required to release the hold:** * confirmation of the role authorised to obtain missing required information; * confirmation of how that information must be obtained and recorded; and * the missing information itself. **Open question:** Should the Account Manager use the same customer-confirmation route for missing information as for unclear requirements? No answer has been assumed in this draft. --- ### Step 5 — Record the complete order in the order-management system **Responsible role:** Sales Administrator **Required action:** Once the required order information is present and any unclear requirements have been confirmed, record the customer order in the order-management system. Record only the confirmed customer-order information. **Expected output:** An order record is created in the order-management system. **Supplied control or approval:** The customer order must be recorded in the order-management system. **Hold:** Do not complete this step as a final order record while required information is missing or customer requirements remain unclear. **Reason for hold:** Recording unresolved information could cause the production job sheet to differ from the customer order. **Evidence required to release the hold:** A complete customer order and, where applicable, customer clarification obtained through the Account Manager. **Open question affecting this step:** The required system fields, order identifier, save status and method for correcting an entry have not been supplied. --- ### Step 6 — Create the production job sheet **Responsible role:** Sales Administrator **Required action:** Once the order is complete, create a production job sheet using the information from the customer order and any confirmed clarification. **Expected output:** A draft production job sheet is available for checking. **Supplied control or approval:** The production job sheet is created only once the order is complete. **Hold:** Do not create the production job sheet as a releasable production instruction if the order is incomplete or contains unresolved unclear requirements. **Reason for hold:** Incomplete orders must not be released to production. **Evidence required to release the hold:** A complete order record supported by the customer order and any applicable clarification. **Open question affecting this step:** The authorised production job sheet template and its mandatory fields have not been identified. --- ### Step 7 — Compare the production job sheet with the customer order **Responsible role:** Sales Administrator **Required action:** Compare the production job sheet with the customer order. Where customer clarification was required, include the confirmed clarification in the comparison. Confirm that the production job sheet matches the customer order. **Expected output:** Either: * a production job sheet that matches the customer order; or * an identified mismatch requiring correction. **Supplied control or approval:** The production job sheet must match the customer order. **Hold:** Do not issue the production job sheet where a mismatch is identified. **Reason for hold:** The production job sheet must match the customer order before it is passed to production. **Evidence required to release the hold:** The production job sheet has been corrected and re-compared with the customer order, with no mismatch remaining. **Open question affecting this step:** The supplied information does not define whether “match” means an exact field-by-field match, how confirmed clarifications are incorporated, or how the completed comparison is evidenced. --- ### Step 8 — Complete the order checklist **Responsible role:** Sales Administrator **Required action:** Complete the order checklist before issuing the production job sheet. **Expected output:** A completed order checklist associated with the customer order and production job sheet. **Supplied control or approval:** The Sales Administrator must complete the order checklist before issuing the production job sheet. **Hold:** Do not issue the production job sheet unless the order checklist has been completed. **Reason for hold:** Checklist completion is a supplied pre-issue control. **Evidence required to release the hold:** A completed order checklist. **Open question affecting this step:** The checklist content, required completion method, treatment of failed checklist items, sign-off requirements and storage location have not been supplied. Until these matters are confirmed, this step cannot be implemented consistently and the SOP must remain unapproved. --- ### Step 9 — Determine whether the production job sheet may be issued **Responsible role:** Sales Administrator **Required action:** Issue the production job sheet only where all of the following supplied conditions have been met: * the required customer-order information is present; * unclear customer requirements have been confirmed; * the order has been recorded in the order-management system; * the production job sheet has been created; * the production job sheet matches the customer order; and * the order checklist has been completed. **Expected output:** A production job sheet that meets the supplied release conditions. **Supplied control or approval:** Incomplete orders must not be released to production. **Hold:** Do not issue the job sheet if any listed condition has not been met. **Reason for hold:** The order is incomplete or the required pre-issue checks have not been completed. **Evidence required to release the hold:** Evidence that each listed condition has been met. **Open question affecting this step:** The supplied information calls the output an “approved production job sheet” but does not identify: * whether the Sales Administrator’s completed checks constitute approval; * whether another person must approve it; * how approval is recorded; or * the authority required to release the job sheet. Because approval authority has not been supplied, this draft does not assign a separate approval action to any role. --- ### Step 10 — Send the production job sheet to the Production Planner **Responsible role:** Sales Administrator **Required action:** After the production job sheet has met all confirmed release conditions, send it to the Production Planner. **Expected output:** The Production Planner receives the production job sheet. **Supplied control or approval:** The process ends when an approved production job sheet is issued to the Production Planner. **Hold:** Do not send an incomplete, mismatched or unchecked production job sheet. **Reason for hold:** Incomplete orders must not be released to production, and the production job sheet must match the customer order. **Evidence required to release the hold:** A matching production job sheet, a completed order checklist and confirmation of the applicable approval method once that method is defined. **Open question affecting this step:** The authorised transmission method and evidence of receipt have not been supplied. --- ## 8. Decision points, exceptions, holds and escalation routes ### 8.1 Decision point: Is all required order information present? * **Yes:** Continue to assess whether any requirement is unclear. * **No:** Place the order on hold. Do not release it to production. * **Unresolved point:** The authorised route for obtaining wholly missing information has not been supplied. ### 8.2 Decision point: Are any customer requirements unclear? * **No:** Continue with recording the complete order. * **Yes:** The Sales Administrator must ask the Account Manager to confirm the requirement with the customer. * Keep the order on hold until confirmation is received. ### 8.3 Decision point: Does the production job sheet match the customer order? * **Yes:** Continue to checklist completion. * **No:** Do not issue the production job sheet. Correct it and repeat the comparison. * The supplied information does not identify a separate role for correcting mismatches; the Sales Administrator creates and compares the job sheet, so this draft limits the operative instruction to correction of the job sheet information without assigning authority to alter customer requirements. ### 8.4 Decision point: Has the order checklist been completed? * **Yes:** Continue to the release assessment. * **No:** Do not issue the production job sheet. ### 8.5 Exception: Urgent orders Urgent orders must follow the same checks as other orders. Urgency does not: * remove any required information check; * permit unresolved requirements; * remove the requirement for the order checklist; * permit a mismatch between the customer order and production job sheet; or * permit an incomplete order to be released to production. No accelerated route, priority marker or escalation process for urgent orders has been supplied. ### 8.6 Hold: Incomplete order An incomplete order must not be released to production. The hold remains in place until all required information is present and all unclear requirements have been confirmed. ### 8.7 Hold: Unclear customer requirement The order must remain on hold until the Account Manager has confirmed the requirement with the customer. ### 8.8 Hold: Job sheet mismatch The production job sheet must not be issued until it has been corrected and confirmed to match the customer order. ### 8.9 Hold: Checklist not completed The production job sheet must not be issued until the order checklist has been completed. ### 8.10 Hold: Undefined approval method The document describes the final output as an approved production job sheet but does not define approval authority or approval evidence. This does not authorise the draft writer to appoint an approver. **Evidence required before approval of this SOP:** A confirmed definition of production job sheet approval, including the approving role or approval mechanism and the required evidence. ### 8.11 Escalation routes The only supplied route for resolving unclear customer requirements is: **Sales Administrator → Account Manager → customer** No escalation route has been supplied for: * missing information; * failure to obtain customer clarification; * disputed customer requirements; * system access or system failure; * unavailable or defective templates; * failed checklist items; * unresolved job sheet mismatches; * urgent-order prioritisation; * unavailable Account Manager; or * uncertainty about approval authority. These routes must not be invented or inferred from the document owner or approver. --- ## 9. Records and evidence to be created or retained ### 9.1 Supplied or directly required records The process creates or uses the following records: * customer order email; * order record in the order-management system; * customer clarification, where requirements were unclear; * production job sheet; * completed order checklist; and * evidence that the production job sheet was sent to the Production Planner, where such evidence is available through the confirmed issue method. ### 9.2 Required record relationships The records must be capable of supporting the following supplied checks: * the production job sheet matches the customer order; * the required order information was present; * unclear requirements were confirmed; * the order checklist was completed before issue; and * an incomplete order was not released to production. ### 9.3 Unconfirmed record controls The following have not been supplied: * record naming conventions; * order or job reference numbering; * storage locations; * required file formats; * access permissions; * data-protection controls; * amendment history requirements; * retention periods; * disposal arrangements; * evidence of checklist completion; * evidence of approval; and * evidence that the Production Planner received the job sheet. These matters require confirmation before the SOP is approved. A qualified data-protection, legal, regulatory, financial-control or technical review may be relevant because the process involves customer information, electronic records, system access and production instructions. The applicable duties and controls have not been supplied and are not defined in this draft. --- ## 10. Supplied performance and quality checks No numerical performance targets, service levels, tolerances or reporting frequencies have been supplied. The following supplied quality conditions may be checked to determine whether the procedure is working as described: 1. The production job sheet matches the customer order. 2. The required customer name, product, quantity, delivery date and artwork reference are present before release. 3. Unclear customer requirements are confirmed through the Account Manager before release. 4. The order is recorded in the order-management system. 5. The order checklist is completed before the production job sheet is issued. 6. Incomplete orders are not released to production. 7. Urgent orders complete the same checks as other orders. 8. The Production Planner receives the production job sheet only after the release conditions have been met. The supplied information does not state: * who performs oversight checks; * how often checks occur; * the sample size; * an acceptable error rate; * a response to failed checks; * reporting requirements; or * performance targets. These matters are not converted into operative requirements in this draft. --- ## 11. Known risks, open questions and information required before approval ### 11.1 Known risks and constraints * An incomplete order could be released to production. * Unclear customer requirements could be interpreted without customer confirmation. * A production job sheet could differ from the customer order. * An order checklist could be omitted before issue. * An urgent order could be incorrectly treated as exempt from normal checks. * An unidentified or unavailable system, job sheet template or checklist could prevent consistent execution. * Undefined approval authority could result in unauthorised release. * Undefined record controls could make it impossible to demonstrate that the required checks occurred. * Undefined escalation routes could leave an order on hold without a controlled resolution route. * Customer information and production records may require qualified data-protection, legal, regulatory, financial-control or technical review, but the applicable requirements have not been supplied. ### 11.2 Open questions requiring resolution 1. What is the name of the order-management system? 2. What access or authorisation is required to use it? 3. What fields must be completed in the order-management system? 4. Is an order recorded before clarification, after clarification, or in a provisional status while clarification is pending? 5. Who obtains customer information that is missing rather than unclear? 6. May the Account Manager obtain both missing and unclear information? 7. What form of customer confirmation is acceptable? 8. Where must clarification evidence be recorded or retained? 9. What is the controlled production job sheet template? 10. What fields are mandatory on the production job sheet? 11. What does it mean for the production job sheet to “match” the customer order? 12. How are confirmed clarifications incorporated into the comparison? 13. What is the controlled order checklist? 14. What items must the order checklist contain? 15. What happens when a checklist item cannot be passed? 16. How is checklist completion evidenced? 17. What makes a production job sheet “approved”? 18. Who has authority to approve or release it? 19. How is approval evidenced? 20. How must the job sheet be sent to the Production Planner? 21. Is evidence of receipt required? 22. What is the escalation route when clarification cannot be obtained? 23. What is the escalation route for missing information? 24. What is the escalation route for a system or template failure? 25. What is the escalation route for an unresolved mismatch? 26. What arrangements apply if the Account Manager is unavailable? 27. Are urgent orders identified or recorded in any specific way? 28. Where are the customer order, clarification, job sheet and checklist stored? 29. Who may access those records? 30. How long must each record be retained? 31. What amendment and version controls apply to corrected order records or job sheets? 32. Is qualified safety, regulatory, legal, financial-control, data-protection or technical review required? 33. What are the agreed effective and review dates? 34. What evidence records formal approval of this SOP? --- # Input Control Log | Evidence-status label | Supplied input, issue or proposed drafting choice | Treatment in the draft | Affects an operative step? | Hold created | Evidence or decision required before approval | | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------- | ----------------------------------------------------------------- | ------------------------------------------------------------------------------------- | | Supplied fact | The process concerns incoming customer order processing for Riverside Print & Packaging Ltd, Sales Administration. | Used as the document title and functional context. | No | No | None beyond formal document approval. | | Supplied fact | The purpose is to ensure customer orders are checked, recorded and passed to production accurately. | Used as the purpose and process outcome. | Yes | No | None. | | Supplied fact | The process starts when an order is received by email. | Used in scope and Step 1. | Yes | No | None. | | Supplied fact | The process ends when an approved production job sheet is issued to the Production Planner. | Used in scope and Step 10. | Yes | Yes — approval method is undefined. | Confirm what “approved” means, who or what provides approval and how it is evidenced. | | Supplied fact | Pricing negotiations, credit control and production scheduling are excluded. | Preserved as explicit exclusions. | Yes | No | None. | | Supplied fact | The Sales Administrator receives and records the order. | Assigned in Steps 1 and 5. | Yes | No | None. | | Supplied fact | The Account Manager confirms unclear customer requirements. | Assigned in Step 3. | Yes | No | Confirm how the resulting customer confirmation is recorded and returned. | | Supplied fact | The Production Planner receives the approved job sheet. | Assigned as the recipient in Step 10. | Yes | Yes — approval definition is unresolved. | Confirm approval authority and evidence. | | Supplied fact | The Sales Administrator checks customer name, product, quantity, delivery date and artwork reference. | Included as the required check in Step 2. | Yes | Yes — an order missing any item is held. | Supply all missing information before release. | | Supplied fact | The Sales Administrator records the order in the order-management system. | Included in Step 5. | Yes | Yes — system is unidentified. | Confirm the system name, access and required record fields. | | Supplied fact | Where information is unclear, the Sales Administrator asks the Account Manager to confirm it with the customer. | Included in Step 3 without expanding the Account Manager’s authority. | Yes | Yes — order remains held pending confirmation. | Customer confirmation obtained through the Account Manager. | | Supplied fact | Once complete, the Sales Administrator creates a production job sheet. | Included in Step 6. | Yes | Yes — incomplete orders cannot proceed. | Complete order information and confirmed requirements. | | Supplied fact | The Sales Administrator compares the production job sheet with the customer order. | Included in Step 7. | Yes | Yes — mismatches prohibit issue. | Corrected job sheet and repeat comparison. | | Supplied fact | The Sales Administrator sends the job sheet to the Production Planner. | Included in Step 10, subject to all supplied controls. | Yes | Yes — issue prohibited until controls are met. | Matching job sheet, completed checklist and confirmed approval method. | | Supplied fact | The production job sheet must match the customer order. | Used as a mandatory pre-issue control. | Yes | Yes — mismatch hold. | Corrected and rechecked job sheet. | | Supplied fact | The Sales Administrator must complete the order checklist before issuing the job sheet. | Used as a mandatory pre-issue control in Step 8. | Yes | Yes — checklist completion hold. | Completed checklist using the confirmed controlled checklist. | | Supplied fact | Incomplete orders must not be released to production. | Used as an explicit prohibition throughout the procedure. | Yes | Yes — incomplete-order hold. | Complete and clarified order. | | Supplied fact | Urgent orders follow the same checks. | Included as an exception rule without creating an accelerated route. | Yes | No separate hold | None. Urgency does not release existing holds. | | Supplied fact | Document owner is the Sales Administration Manager. | Included only in document control. No operational authority inferred. | No | No | None. | | Supplied fact | Document approver is the Operations Manager. | Included only in document control. No operational authority inferred. | No | No | Formal approval evidence is required before issue. | | Supplied fact | Version is 0.1. | Preserved in document control. | No | No | None. | | Supplied fact | Effective date is not yet agreed. | Preserved exactly. | No | Yes — document cannot become effective without a date. | Agreed effective date. | | Supplied fact | Review date is not yet agreed. | Preserved exactly. | No | Yes — document control remains incomplete. | Agreed review date. | | Open question | The order-management system is not identified. | Named generically and flagged as unresolved. | Yes | Yes — SOP approval hold. | Confirmed system name, access and required fields. | | Open question | The production job sheet template is not supplied. | The procedure refers only to the supplied document name. | Yes | Yes — SOP approval hold. | Accepted controlled template and mandatory fields. | | Open question | The order checklist content and format are not supplied. | Checklist completion remains mandatory, but no contents were invented. | Yes | Yes — SOP approval hold. | Accepted controlled checklist, completion method and failed-item handling. | | Open question | The supplied process does not state who obtains wholly missing information. | No operative responsibility was assigned. Step 4 is held. | Yes | Yes — incomplete order cannot proceed. | Confirm responsible role and authorised method. | | Open question | The form and location of customer clarification evidence are not supplied. | Clarification is required, but its evidential form is not invented. | Yes | Yes — where confirmation cannot be reliably compared or retained. | Define acceptable confirmation and record location. | | Open question | “Approved production job sheet” is not defined. | No approving role or mechanism was invented. | Yes | Yes — final issue control is incomplete. | Confirm authority, method and evidence of approval. | | Open question | The method for sending the job sheet to the Production Planner is not supplied. | Step 10 states the required outcome without selecting a channel. | Yes | Potential hold where no authorised method exists. | Confirm authorised transmission method and whether receipt evidence is required. | | Open question | No escalation route is supplied for missing information, failed clarification, system failure, failed checklist items or unresolved mismatches. | No escalation role was inferred from owner or approver values. | Yes | Existing order holds remain in place. | Confirm operational escalation routes and decision authorities. | | Open question | Record storage, access, retention and disposal requirements are not supplied. | Records are identified, but unsupported controls were not invented. | Yes | SOP approval hold. | Confirm storage, access, evidence and retention requirements. | | Open question | No performance targets, frequencies or acceptable error levels are supplied. | Only supplied qualitative checks are listed. | No immediate procedural hold | No | Confirm whether formal measures are required. | | Open question | Qualified safety, regulatory, legal, financial-control, data-protection or technical review requirements are not supplied. | Relevance is identified without inventing duties or controls. | Potentially | SOP approval may remain on hold where a review is applicable. | Determine which qualified reviews apply and provide completion evidence. | | Proposed drafting choice | Treat an order with unresolved unclear requirements as incomplete for release purposes. | Used only to support the supplied prohibition on releasing incomplete orders; the draft expressly identifies unresolved requirements as a hold condition. | Yes | Yes | Process owner must accept, amend or remove this interpretation before approval. | | Proposed drafting choice | Treat correction and re-comparison of a mismatched production job sheet as the route for clearing the mismatch. | Included because the job sheet must match before issue, without authorising changes to customer requirements. | Yes | Yes until corrected | Confirm the authorised correction method and responsibility. | | Proposed drafting choice | Use a release-condition check before sending the job sheet. | Consolidates the supplied controls into Step 9 without adding a separate approver. | Yes | Yes when any condition is unmet | Accept, amend or remove the consolidated release check. | | Proposed drafting choice | Include clarification evidence when comparing the job sheet with the customer order. | Presented as necessary to avoid ignoring confirmed customer requirements, but no evidence format is prescribed. | Yes | Potential hold | Confirm how clarification modifies or supplements the original order. | | Assumption | No assumption has been used to appoint an operational approver, escalation owner or decision authority. | Responsibilities not expressly supplied remain open questions. | No unsupported assumption entered an operative step. | No additional hold | Maintain this position unless confirming evidence is supplied. | | Assumption | No specific software, form, storage location, retention period, approval limit, threshold or technical setting has been assumed. | Each missing item is identified as an open question. | No unsupported assumption entered an operative step. | SOP approval holds recorded where necessary. | Supply and approve the missing information. | --- # Validation before issue The process owner must confirm each item below before this SOP is formally issued: * [ ] All material open questions have been answered or formally accepted as outside scope. * [ ] Every **Proposed drafting choice** has been accepted, amended or removed. * [ ] No unsupported **Assumption** has entered an operative procedure step. * [ ] All contradictions have been resolved. * [ ] All holds have either been released with evidence or retained as explicit prohibitions. * [ ] Responsibilities and escalation routes have been confirmed. * [ ] Approval limits and decision authorities have been confirmed where applicable. * [ ] The required order-management system is identified and available. * [ ] The controlled production job sheet template is available. * [ ] The controlled order checklist is available. * [ ] Required systems, templates, checklists and records are available to the responsible roles. * [ ] The meaning, authority and evidence of production job sheet approval have been confirmed. * [ ] The method for obtaining and recording missing information has been confirmed. * [ ] The method for obtaining, returning and retaining customer clarification has been confirmed. * [ ] The authorised method for issuing the production job sheet to the Production Planner has been confirmed. * [ ] Record storage, access, evidence and retention requirements have been confirmed. * [ ] Any applicable qualified safety, regulatory, legal, financial-control, data-protection or technical review has been completed. * [ ] Effective and review dates have been agreed. * [ ] Approval evidence has been supplied. * [ ] The notice **“DRAFT — NOT APPROVED FOR OPERATIONAL USE”** is removed only after formal approval.