General guides

This document provides step by step guidelines for suppliers within the Fractory Network on how to use the Fractory platform to submit quotations, accept orders, submit QA documents and request shipping. It also provides links to detailed packaging instructions and describes how to submit invoices to Fractory.

It is important that you use the Fractory platform for carrying out these functions in order to streamline processes and avoid unnecessary delays.

Please share this within the company to make sure all departments know how to deal with Fractory RFQ’s and orders.

Log in to Fractory

You can log in to Fractory supplier side by clicking here

Supplier site of Fractory website starts with “production” https://production.fractory.com/auth/login

Order types

1. Navigation

2. Order types in “New jobs and quotes” view

   • All – View all categories of jobs at once, eg. RFQ’s that need a quote and orders that have been made available to you for acceptance.

2. • Jobs – View all available orders that have been won from quotes you submitted, or that have been auto priced by us and made available to you as a suitable supplier.

   • Quotes – Open RFQ’s waiting to be quoted

   • Submitted quotes – Jobs you already quoted and are now waiting to be confirmed.

3. Order types in “My jobs” view

   • In progress – Orders you currently have in production

   • Failed QA - Submitted quality documentation that has failed QA check and needs action before shipping can be requested

   • QA requests – Quality assurance tasks to be done before you can order shipping

   • Completed – All historic jobs you have manufactured

Uploading Quotations

1. Log in to your production account at production.fractory.com

2. Go to “New jobs and quotes” and click on “Quotes”

3. This will show all RFQ’s that have been sent to you

4. Click “Respond to Quote” on the RFQ you want to submit a quote for

5. This opens the RFQ (please use Quote Summary tab) showing key information of what is to be quoted, and allows you to enter the key information for your quote. You only need to enter 4 pieces of information here as follows:

   5. Upload quote pdf

   6. Quote Validity (days)

   7. Lead time (working days)

   8. Price (this is the total quote price without VAT). You can also enter the individual part prices per item if you wish by adding the individual item price next to each line item.

   9. *Optional* - if multibatch shipments are required and lead time is not given, please offer lead times in RFQ notes

6. We would also ask that you upload your official quote if you have one by clicking the “+ Add quote PDF” button (This could include additional detail and comments that you would not have been able to show on our platform)

6. Once this information has been entered simply click “Submit Quote” and your quote will be received instantly at our end against that RFQ.

In case of technical questions regarding the RFQ, please turn to the indicated contact on the top right of the RFQ or use the chat to communicate specific subjects regarding to the order.

Accepting Orders

1. Log in to your production account at production.fractory.com

2. Go to “New jobs and quotes” and click on “Jobs”

3. This will show all orders that have been made available to you. Jobs you have quoted will have been made available to you only. There may also be jobs we have priced automatically on our platform and won, these will have been made available to all suppliers who we feel would be suitable for this job.

4. Click view details to see all the information about the job.

5. As long as you are happy with the price, delivery date and all technical details of the job you can accept the job by clicking “Accept”. A pop up will appear asking you to confirm that you can meet the due date. If you are happy with this click “Accept” again.

6. This will now move the job to “In Production” status and the manufacturing delivery time will start from that point. An Email will be sent to you with the Purchase Order for this job also. You will also be able to view your accepted jobs in the “My Jobs” section of the platform. From here you can also select the job and download the Purchase Order.

Submitting QA Documentation

1. Log in to your production account at production.fractory.com

2. Go to “My jobs”

3. Click on the “QA Requests” tab

4. This will show you a list of various QA requests for orders that you have in progress along with due dates for each QA request.

5. Clicking on the QA request will open the order that it is linked to.

6. All QA requests for this order can be seen in the top section under “Quality Assurance”. To view the details of each QA request click on the toggle arrows on the right hand side of each. To upload your QA files click “Upload all your files here” for the relevant QA request, or simply drag and drop the files into this area.

7. You can continue to add relevant documents here, until you have everything you need to fulfill the QA request. Once you are happy that all the relevant documents for that request are there, click “Submit”. This will notify Fractory that the documents are ready for checking and set the status of the QA Request to “Under Review”. Please note that at this point no further docs can be uploaded to that QA request.

8. In most cases you will not be able to book shipping until the submitted QA Docs have passed for all QA Requests on the order. You will know they have passed when the status in the top left shows a Green “Pass”. You will also get an Email notification that QA docs passed.

9. In the event that we reject a submitted quality document, you will receive an Email and see it in the “Failed QA” tab under “My Jobs”.

10. If you click on the job you will see feedback from the rejected docs with a new request of what is needed.

11. You can now upload new documents once they have been rectified.

Packaging

Please follow these packaging instructions:

Only delivery list & shipping label must be attached on the box.
It is forbidden to include PO ( Purchase order ) or something else that isn’t asked to the delivery.

In case of packaging & shipping questions turn to supply.eu@fractory.com or supply.uk@fractory.com

Request Shipping

1. Please see the New Packaging Solution Guide for detailed information about delivery documents and what to include during the packaging process.

2. Once parts have been packed and your are ready to download shipping labels, Log in to your production account at production.fractory.com

3. Go to “My jobs”

4. Click on the “In Progress” tab

5. Select the job you wish to book shipping for, then click the ”Request Shipping” button.

6. Confirm all the statements are correct on the check list pop up once you are satisfied that they have all been carried out. Then click “Request Shipping”

7. Enter Pick up date, time and address details, and select either “Add Parcel” or “Add Pallet” depending on how the parts have been packed.

8. Enter qty’s, weight and dimensional information for parcels or pallets. Once all correct information has been entered click “Request Shipping”.

9. Detailed information on how to handle multi box or pallet deliveries can be found in the New Packaging Solution Guide

10. Once delivery has been requested you will be able to download shipping labels from the order by clicking on the “” button.

11. Once the shipping labels have been downloaded, they can be attached to the packages ready for collection by our courier.

Sending Invoices

1. Purchase order (PO) download – can be downloaded once job is at least In Production status, meaning it has been accepted on platform.

2. Billing process – When sending invoices to Fractory orders, can you please ensure the following:

• Each order needs its own invoice in PDF format (please make sure the invoice is not a scanned version, but a digital .pdf)

• Every invoice needs to include PO reference including the FRA code (example: FRA123456)

• Please date invoices to the day of shipping, not before or later – please make sure you send us all the monthly invoices in the same month.

• Please make sure the total sum of the invoice corresponds to the platform order sum, note that the packaging costs must be included in the initial quote.

• Please send single pdf invoice per e-mail

• Fractory has 2 separate entities that can be found on the PO, please make sure you invoice to the correct entity. (Fractory Solutions OÜ or Fractory Ltd)

• Invoices must be sent to:

2. 11. 1. 🇪🇺 EU – invoicerobot.ee@fractory.com

       2. 🇬🇧 UK – invoicerobot.uk@fractory.com

• Any manual accounting and payment related question please send over to accounting@fractory.com.

• Please send monthly accounting statements to accounting@fractory.com by 5th of every month (December statement 5th of January etc.)

• Statement should include: invoice number, date & sum

• Please do not shortcut invoicing in case of reclamations by deducting sums from the initial invoice. In case of reclamations we will send the invoice to you with relevant costs (eg. transport costs), if any.

• Transfer fees are shared, every other transaction related cost is not shared, etc. currency exchange fees.

Please note that when the reference is not exact on the invoice, this might lead to missed payments as our system would not pick it up, leading to inefficiencies in accounting for both sides.
We are on 30 days + end of month payment terms with the suppliers, thus the information on the invoice should include this timeframe.

Reclamations / production issues

1. Urgency - Reclamations are an urgent matter and need to be prioritized.

2. Responsibility - Taking responsibility and finding solutions is critical to keep a trustworthy partnership

3. Communication - Keeping close contact and information flow during problems is a key factor of solving problems instead of growing the problem.

4. Alternatives - Outsourced solutions must be agreed with Fractory before taking action.

5. Reclamation - When you’ve received a reclamation, please report back within 24 hours that you’ve started to work towards the solution if you don’t have a solution yet.