May 16, 2017
Receiving an MDS
Version: IMDS Release 10.0
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In This Document
All MDSs received by your company must be accepted before you can attach them to your tree
structures and include them in a submission to your customer.
This document describes how the Received menu item works and how to find MDSs sent or
proposed to your company.
Additionally, it gives a starting point to what you should be looking for in accepting or rejecting an
MDS received by your company.
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Assumptions
This document is for online acceptance of an MDS.
Your company may have off line processing where analysis and acceptance is done in your in-house system. If that is
the case, the MDSs in the Received results will have status in process at recipient and you cannot accept or reject in
IMDS.
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Receiving Parts
Receiving Parts has a workflow built in - you cannot Accept or Reject a part from your supplier without viewing – and
you have to accept an MDS before you can use it on your tree.
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Finding What Has Been Received (Inbox)
Find specific MDS
Select a specific Status or filter on
Open, Forwarded, or eliminate
cancelled by sender
Search by supplier
If you don’t set any
filters, you will get all that
you’ve sent
Select a specific
period the MDS
was received or
when the status
last changed
If your company uses Org Units and
if you are assigned to one, you can
view MDSs sent to Org Unit
NOTE – MDSs sent to an Org Unit
will not appear in the received list
of the Parent Company
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Although a maximum of 500 results
can be displayed on the screen, you
can export the entire results to .csv
file
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More About the Filters – Date and Status
Date
Transmitted – this is the date the supplier sent or proposed the MDS to your Company/Org. Unit
Status Change – this is the last date that the status of the MDS changed (e.g. from not seen to seen or from seen to
accepted)
From/To – the date window you want to see results from (and watch the format)
Status
Open MDSs – those that have not been accepted or rejected (browsed, not yet browsed, modified, in process at
recipient)
Check boxes – select a specific status
None – removes all marking from the check boxes
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More About Filters – MDS & Org. Unit
MDS-Specific
Article Name – THIS IS INFORMATION FROM THE RECIPIENT DATA SCREEN NOT THE SUPPLIER’S
INGREDIENTS SCREEN
Part Number - THIS IS INFORMATION FROM THE RECIPIENT DATA SCREEN NOT THE SUPPLIER’S
INGREDIENTS SCREEN
ID-NO. – the IMDS ID number (wildcards not allowed)
Version – current or All
Preliminary MDS – searching on whether the Preliminary MDS box checked on the top node
Org. Unit – if your company uses Org. Units, you may select to view only those MDSs sent to a specific Org.
Unit. If nothing is selected, you will view those sent to the “roof” company along with those sent to the Org
Units you have on your ID. YOU MUST HAVE AN ORG. UNIT ASSIGNED TO YOUR ID TO SEE WHAT IS
RECEIVED BY THAT ORG. UNIT.
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More About Org. Unit - Supplier
Supplier – this feature allows you to limit results to a select list of suppliers. Click “Enable search on supplier” and
then on the
to enter the menu where you can search and add suppliers to your list.
The list is saved for future logins by default. This same list is the default list on the search screens. If you want to
submissions from all suppliers, be sure ALL is checked.
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A Word About Org. Units
This profile has access only to the
roof company and “Product line 1”
Org. Unit – only sees 12 Received
items
This profile has
all Org. Units so
there are a total
of 13 sent to the
roof company
and Org. Units
If you want to see the data sent to the Org. Unit
before it is accepted, you must have that Org. Unit
on your profile. If you do not, you do not have
authorization to accept or reject, you can only find
the MDSs in search after acceptance.
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Look at an MDS
Highlight an MDS that has a status not seen and right-click to View. View does change the status of the MDS to seen
– the same applies to Check.
However, to “Preview” an MDS without changing the status to seen, you can
use Create MDS report, which is not a required step.
Status modified
means supplier
has made a
change but has
not sent it back
to you yet.
Status cancelled by sender means
supplier has either deleted the MDS
or deleted you as a recipient of the
MDS
Once you accept, you cannot later reject. The status
in process at recipient means that your company
has chosen to pay extra for the capability of
accepting and rejecting in an off-line system. You
cannot accept and reject from the browser.
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Select Viewing Format
You have the option of creating a *.pdf file that can be saved to your hard drive, or viewing the results in the browser.
The default is the *.pdf file
After making your selection, click on Continue and determine whether you just want to Open or Save.
Note: the created PDF file is password protected and
cannot be edited. It is not allowed to extract data into
other programs.
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MDS Report – Page 1
Section 1.1 contains the information from the Supplier Data page of the MDS.
Section 1.2 contains the information from the Recipient Data page of the MDS (also known as company data page).
Note: some information was blanked out for
confidentiality
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MDS Report – Page 2
Section 2 contains the breakdown of the MDS. Each column has multiple meanings – depending on the node it is
describing.
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View the MDS
Now you can right-click and View the component (Analyze is discussed in another document).
You must view the MDS before you Accept or Reject.
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Check the Tree I
The product tree is first displayed (This is an EXAMPLE only!).
Although there are many checks you can do, here are some thought starters. Review the MDS for:
• 10% rule (Recommendation 001)
• If From/To used, are ranges within bounds?
• Tree structure acceptable?
• Composition meet specifications or drawing?
• Processing substances improperly included in materials?
• Names representative of what it is?
• Structure meet appropriate Recommendation?
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Check the Tree II
IF APPROPRIATE
• Norms/Standards there?
• Meaningful names?
• IMDS Committee Materials used?
• Declarable/prohibited substances expected/acceptable on this product
Note: if you are not an OEM, you will
not be able to see In-house norms.
Not all materials are manufactured to
a standard. Not all materials have a
symbol. Not all materials are
manufactured to a norm. There are no
written guidelines as to when these
must be included.
• Application codes included?
• Parts marking question answered?
• Material symbol included for classifications requiring?
• Standard material number included if material manufactured to a standard?
• Recyclate information given?
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Review Supplier Contact Info
Probably nothing to do here except note the contact information.
Click on the Recipient data tab and the recipient information will be shown.
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Review Your Data
Not much to do here, you can see your company data.
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Review Your Specific Information
If the information is insufficient or incorrect (such as your part number), you will probably want to reject the part.
Go back to the Received MDSs tab to bring up the first MDS list…
Note: If the description or the
Part/Material Number is incorrect –
reject the part AND TELL YOUR
SUPPLIER TO FIX IT ON THE
RECIPIENT PAGE, NOT HIS
INGREDIENTS PAGE AND RESEND
OR RE-PROPOSE! While your
supplier may have different
information on his tree, YOU SEE
ONLY WHAT IS ON THE RECIPIENT
INFORMATION FOR THESE 2 FIELDS.
Status changed
to browsed
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Accept / Reject
After viewing, the status will change from not yet browsed to browsed and there are three new options: Accept,
Reject, Follow Up.
At this point, you may either Accept or Reject the MDS. If you Reject, a window will appear where you can write a
message.
New options:
Accept/Reject/
Follow up
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Accept Check
If you wish to accept, the system will run a check on the MDS so you can see any Warnings/Errors on the MDS.
You should investigate the Warning and, if appropriate, accept the MDS.
You should never reject simply because there is a Warning.
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Flagging for Follow-Up
Users can assign an MDS of any status except 'not yet browsed' to a follow-up list. For each MDS the users may
enter a comment and reminder date. This follow-up entry is visible to all users within the IMDS company that has
access to the specific MDS. On this date and every date until the follow up is deleted, EVERYONE subscribed to this
email reminder (under Personal Settings, see middle below) will be sent an IMDS message that this MDS is “due for
processing”.
A list of all Follow-Up entries can be seen if you check the box “Follow-Up” and e.g. “open MDSs” in the Inbox. From
there you can DELETE reminders by again saving an existing Follow-up entry without due date and without
comment.
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Reject Message
If rejecting a part, you need to send a message that is self explanatory as to what needs to be fixed. You may also
wish to give the contact person a separate email or phone call letting them know you rejected the part so they will be
looking for it.
The supplier of the MDS will see the comment in the recipient data as well as the first/last name of the user who
rejected.
Recipient rejecting the MDS
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MDS supplier who sees
reject reason in the
recipient-specific data
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Status Change
In this case, the MDS has been rejected - note the status change…
Status changed
to rejected
No Options to
Accept or Reject
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Notification on rejected / accepted MDSs
Under Personal Settings you can subscribe for notifications:
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Summary
MDSs must be accepted before they can be attached to your tree structure.
When reviewing an MDS prior to acceptance – keep in mind your customer requirements and whether the MDS
reflects the actual specifications or drawings.
NOT ALL MATERIALS ARE MANUFACTURED TO A NORM OR STANDARD. NOT ALL MATERIALS HAVE
SYMBOLS. NOT ALL MATERIALS HAVE STANDARD MATERIAL NUMBERS.
If rejecting because of an issue on a material – if you are rejecting a component, especially one that has a BOM
several levels down – chances are your supplier has not created the material MDS. Please weigh the havoc you are
going to cause in the supply chain with the need to have the information “your way” – this is especially true if you are
rejecting because of a name or symbol.
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