Procedure No SOP/2021/001

Department FOD
Process of ETT and Page No. 1/4
Date of Release 08.03.2021
Defective Return Supersedes New
Version 1.0
*if applicable

Purpose: This process defines Process of raising ETT and Defective Material Return to Factory,
which needs to be followed by Branches.

Scope: This procedure applies on all units – whether New Installation/Repair and Modernization
jobs.

Stakeholders:
 Branch
 HO – Quality
 HO – FOD
 Factory

Procedure/ Methodology:
Step – 1 24 Hr. Report is required to be sent immediately after material is
unloaded.

Entire material is required to be inspected thoroughly and complete

legible report is required to be submitted within 7 days of unloading.

Step – 2 ET1 is required to be raised by Branch in case they observe Defective

material (DM), Undeclared short-shipment (USS) Wrong supply (WS)
and Transit damage (TD). Factory will investigate on receipt of ETT
from branch and approve/disapprove the ETT.

ET2 is required to be raised by Branch in case they observe any

problem that can be rectified at site by doing minor alteration and no
material is required. However, they can initiate this rectification only
after the ET2 is approved from Quality/FOD.

ET3 is required to be raised in case they observe the requirement of

Additional Material (AMR), Damaged During Installation (DDI),
Damaged During Commissioning (DDC), Job Site Theft (JST) and Job
site Damage (JSD)

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 Procedure No SOP/2021/001
Department FOD
Process of ETT and Page No. 2/4
Date of Release 08.03.2021
Defective Return Supersedes New
Version 1.0
*if applicable

Step – 3 In case of ET1, once it is approved, Factory will raise PO and send
the material.

In case of ET2, once it is approved, Branch can do rectification and

get the work done.

In case of ET3, once it is approved, Branch is required to raise PO

against that particular ET3. Please ensure that number and quantity of
any material for which PO is being raised must match with approved
ET3.

Step – 4 In case of ET3, Corrective and Preventive Action is to be taken to

avoid repetition of error and to be documented for future reference.

Step – 5 In case of ET1 and ET3, the defective material should be sent back to
the factory within 30 Days of material delivery against an ETT with a
Yellow Tag Indicating the ETT number and job number and
addressed to Factory Quality (Atin). If the material is not returned
within 30 days, Factory Quality will transfer the Issue ET1 (factory) to
ET3 (field) and the Cost will be booked to the Branch.

In Case of ET1, If material is sent and during analysis if it is found that

the material/PCB is damaged at field due to various reasons then the
same will be booked under ET3.

List of items that are mandatory to be returned to the factory in proper

packing and with completely filled Defective Return Form (Please
refer Annexure 1) in legible handwriting are as under:

Field return of All Electronic Components including but not limited to

PCBs Mother Boards, Main Drives, Door Drives, LOPs, Displays,
Machines, Motors, and Door Motor are mandatory without any
exception. All these items must be packed properly to ensure
reaching factory in healthy condition. Also please note that each field
return component must accompany with completely filled Defective
Return Form in legible hand writing and ETT number along with job
number must be mentioned clearly on it.

Branch is required to send the list of Left Over Material (Other than
above listed items) to FOD with a copy to Factory Head and Finance

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 Procedure No SOP/2021/001
Department FOD
Process of ETT and Page No. 3/4
Date of Release 08.03.2021
Defective Return Supersedes New
Version 1.0
*if applicable

Head so that the decision can be taken to reallocate usable material

to other site and to scrap unusable items as per scrap policy.

Signatures:
(The final document to be signed off by all the key stakeholders involved in finalizing the process document.)

Name & Designation Date Signatures

Process Document (Initiated by): ___________________________________________

(Name/ Designation/ Department/ Signatures)

Process Document (Approved by): (Alok Nautiyal / Head of Operations)

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 Procedure No SOP/2021/001
Department FOD
Process of ETT and Page No. 4/4
Date of Release 08.03.2021
Defective Return Supersedes New
Version 1.0
*if applicable

Annexure 1

Branch Reference No
Defective Return form Factory Reference No
Date
Name of Supervisor
Branch
ETT Number
Site Name
Contract No
Job Type Installation / Free Maintenance / Paid Maintenance
Name of PCB/Item
Serial Number of PCB/Item
Age of PCB - From when it is in use (in
months)
Symptom of Malfunction

How the problem is checked in field

and verified that PCB is defective

Is failed component of PCB is visible, if

yes please mention the name of
component
Root cause of the problem found

PO Number by which this PCB was

ordered
Signature Supervisor Signature Branch Head

To be filled by factory
Reason of failure found

PCB repairable/non repairable

Checked by Appd by

Confidential