Providing MSDS to Customers

As required by OSHA Standard (29-CFR) Hazard Communication 1910.1200, you are required to provide customers with Material Safety Data Sheets (MSDS) when the following occur:

A customer buys a product with an MSDS for the first time.
A MSDS changes for a product previously purchased by the customer.

To help you follow these guidelines, the system does the following:

When you add a product with a MSDS to an order, the system inserts a line comment on the invoiced order stating that the product requires an MSDS. On subsequent orders for the same product to the same customer, or on orders of other products associated with a previously sent MSDS, the line item comment does not display. The system assumes that the customer already has the MSDS in question.
If you attach a revised MSDS to a product that the customer has previously ordered, the system inserts the line comment when the customer next purchases the product. This line comment helps ensure that the customer receives the updated MSDS.

The inserted comments serve to remind you to include the MSDS with the product when you invoice the order. Upon invoicing, the system appends a comment to the product description indicating which MSDS is required.

The system uses the invoice date to ensure that the most current MSDS is sent to the customer for the following reasons:

It is possible for an MSDS to be revised between the time the order is placed and the order is invoiced. This process ensures that the customer receives the most current information available.
Your company policy might dictate sending the MSDS under separate cover instead of including it with the product shipment. Sending MSDS separate from the order helps ensures that the MSDS arrives at the customer's office instead of a job site.

Provide the MSDS to the customer by doing one of the following:

If you maintain a manual filing system for your MSDSs, retrieve a copy of the MSDS and send it to the customer.
If you use the Document Imaging companion product to maintain your MSDS, print the MSDS and send it to the customer.

Note: The User To Get Tracker When MSDS Is Not Printed For Product control maintenance record determines the user to be messaged when an MSDS is not printed for a product.

To provide an MSDS to a customer using the Document Imaging companion product:

From the Orders menu, select Sales Order Entry to display the Sales Order Entry screen.
Display the sales order for which to print an MSDS.
Position the cursor on the product requiring the MSDS.

Use the Inq hot key and then use the Product Maint hot key to display the Product Maintenance screen.
Press Shift-F8 to display a list of files attached to the product.
Select the MSDS attachment to open the Attachment Viewer screen.
Click the printer icon to send the MSDS to the default printer.
Send the MSDS to your customer.