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Managing Product Safety Data Sheets

Companies need to manage product safety data sheets when handling regulated materials. This product safety data sheet contains instructions on how to handle, pack, and transport the material as well as what to do in case of spillage or an accident. While Dynamics 365 Finance and Operation does not allow you to author these sheets, it does possess functionality allowing you to manage and generate these mandated documents. You can create a virtual library of product safety data sheets including versions, languages, approvals, and other necessary data.

Parameters

Inventory parameters

The inventory parameters (path: Inventory management Setup> Inventory and warehouse management parameters) allow you to govern the rules in the management of the product safety data sheet. These parameters are stored in an exclusive Product compliance section and are set within each legal entity.

In this form you can outline:

  • When compliance warnings are produced.
  • Whether to automatically print safety data sheets when shipping.
  • Whether to constrain the shipping of regulated products if the documentation is not active or expired.
  • Dictate the error conditions that alert a particular user.
  • Effectivity dates for standard regulated materials reporting.
  • Whether a reason code is needed when adding or changing a document in the library.

Figure 1 - Parameter screen for product compliance

Setup

Product safety data sheet validity

By each country or region, you can dictate the calendar days to calculate the safety data sheet expiry and expiry advice date. These are used to warn workers when new versions of the documents are needed. When a safety data sheet is added to the library and then activated then these dates are calculated from the approved date.

Figure 2 - Product safety data sheet validity form

Regulated products regional lists

Regulated items are identified once they are listed as a regulated item. It is common that material may be regulated in just certain regions, countries, or states. Therefore, the restricted items are entered for each region. If items are not on a Regional regulated item list, they are assumed to be not regulated. This list can be accessed either through Inventory management or the released products form.

Figure 3 - Registered products regional lists form

Once the item is listed for a region, the system automatically sets the regulated product flag to Yes on the Manage inventory fast tab of the Released product form.

Figure 4 - Regulated product set in the Released products form

Product Safety Data Sheet Version Control

Once the product safety data sheet is authored, we can then add the document to our safety data sheet library. This can be done when the product is initially available, upon major or minor revisions to the document.

Figure 5 - Safety data sheet button on the Released products form

You can store this detail regarding the safety data sheet in the library.

  • Major and Minor version numbers.
  • Record who and when the document was approved.
  • Effectivity dates for the safety data sheet.
  • Store versions based on the language of the customer.
  • Store versions based on the country or region the material is being shipped to.
  • Store versions based on the BOM used for the item.
  • Activate the version.

A log is created on the safety data sheet with an applicable reason given for the safety data sheet revision.

Figure 6 - Safety data sheet information stored against an item

Attaching the Product Safety Sheet Document

The standard document handling function is used to attach the safety sheet to the record. The document is attached as a file. For the document to print when the packing slip is generated then the Restriction needs to be set to External.

Figure 7 - Safety Data Sheet file added to the record

Purchase and Sales visibility

On the sales and purchase order lines the user can see the active safety data sheet for the regulated item together with a log of what versions of safety data sheets have been received by vendors and sent to customers. These functions are accessed by the inventory drop down on the order line.

Figure 8 - Accessing the safety data sheet and log on the purchase order

When creating a sales order line, purchase order line, or posting a packing slip the system will generate a warning if there is no active safety data sheet for the regulated material. It can also give a warning if the safety data sheet is due to expire. This is controlled by the appropriate parameter being set during setup.

Figure 9 - Warning is given when entering a restricted material without a valid SDS on a purchase order

Printing the Product Safety Sheet

The safety data sheet is usually required when shipping regulated material. It may lead to shippers retrieving a filed version of the safety data sheet, physically copying the sheet, and including it in the shipment documentation. This can be time-consuming and a bottleneck in the shipment process. In the parameters, you can define that you want to print the active safety data sheet at the time of posting the packing slip. This ensures that the approved safety data sheet is printed when the document is shipped. If extra control is needed you can even prevent the posting of packing slip if there is not an active safety data sheet in the library.

Figure 10 - Print product safety data sheet option when posting the packing slip

 

If you have any questions or comments regarding product safety data sheets, please don’t hesitate to Contact Us and feel free to connect on LinkedIn and Twitter!

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