The Material Safety Data Sheet (MSDS) System allows you to maintain MSDS sheet information for hazardous items and to track which customers have received MSDS sheets and when the sheets were sent.
The Occupational Safety and Health Administration (OSHA) of the U.S. Department of Labor stipulates that distributors must provide an MSDS sheet for hazardous items. Distributors of hazardous items must be able to accomplish these tasks.
• Keep track of MSDS sheets for hazardous items
• Send MSDS sheets to customers when they purchase hazardous items for the first time
• Send updated MSDS sheets when appropriate
• Maintain records of customers who have received an MSDS sheet and dates.
The MSDS subsystem contains the following programs:
MSDS On-Line Print (SOP350), which is used to print on-line MSDS sheets, summary sheets and optional cover letters. Use it to print on-line MSDS sheets, summary sheets and optional cover letters.
A summary sheet contains:
• customer number
• ship-to or order number
• MSDS IDs of sheets that were printed
• MSDS IDs of sheets that did not print due to an error
• general description of any errors that occurred.
The cover letter is maintained in the MSDS Cover Letter F/M Program (SOF986).
NOTE: This program is set to print in the following order: 1) cover letter, 2) MSDS sheet and 3) summary sheet. However, due to third-party software print queuing, it is not guaranteed that the documents will come out in this order.
A temporary file of MSDS sheets to print is generated during the SO Invoice Print program or the SO Pick Ticket program (whichever is defined in the MSDS Control F/M) and this program can be run after the appropriate SO print program.
You can print all MSDS sheets that have not previously been printed and reprint any sheets that have been printed but have not been updated during DSR to the MSDS History File.
MSDS On-Demand Print (SOP360), which is used to print MSDS sheets, cover letters and summary sheets on demand. You have three options for printing documents: by open Sales Order documents, by customer ship-to, by MSDS ID. If MSDS sheets for open SO documents or for a customer’s ship-to print, an optional cover letter will accompany the MSDS sheets. If MSDS sheets for open SO documents print, an MSDS sheet will print for every line item on the SO document that requires an MSDS sheet.
MSDS ID Listing (SOR705), which is used to print a list of MSDS IDs with MSDS information and an optional list of items using each MSDS ID. The report may be run for any range of MSDS IDs.
For each MSDS ID, the report lists:
• the MSDS ID number and description
• the MSDS sheet literature location (if applicable)
• the electronic MSDS file name
• the MSDS print macro code
• the MSDS revision date
• whether an MSDS sheet is required
• items with this MSDS ID (optional).
MSDS History Report/Reprint (SOR785), which is used to print a history report of MSDS sheets that have been sent to customers and reprint MSDS sheets previously sent (if the MSDS on-line print process is used). You can run the history report in either customer or MSDS ID order. If the report is run in customer order and the same customer number is entered for the beginning and ending customer, the prompts for beginning and ending ship-to will be displayed. Also, if the user is printing MSDS sheets on-line, this report will ask the user whether to reprint MSDS sheets already sent. Summary sheets and cover letters (if used) will also print at this time.
MSDS ID F/M (SOF905), which is used to maintain information for each MSDS ID. An MSDS ID must be assigned to each item in the IC Item F/M that requires an MSDS sheet as stipulated by OSHA standards.
MSDS History F/M (SOF987), which is used to maintain the historical information for MSDS sheets sent.
MSDS Cover Letter F/M (SOF986), which is used to enter and maintain an optional standard cover letter to be printed with a group of MSDS sheets. This program allows you to enter and maintain an optional standard cover letter to be printed with a group of MSDS sheets. Only one cover letter may be created. The printed cover letter includes the text entered through this program, with the customer and MSDS ID information needed to match the cover letter with the order/invoice and the MSDS sheets printed.
MSDS Print Code F/M (SOF988), which is used to maintain the MSDS print codes. Print codes are only used if the method for printing MSDS sheets is on-line printing. Use the MSDS Print Code F/M program to maintain the MSDS print codes. Print codes are used during on-line printing to print sheets that are stored on the disk and were either typed or scanned into third-party software such as an imaging package or a word processor, e.g., WordPerfect. Print codes are established with a default directory path where the MSDS sheets are stored. Print commands (see the section on the MSDS Print Command F/M Program) are then assigned to each print code by warehouse to instruct the system how to print the MSDS sheets through the third-party software. These print codes are then assigned to MSDS IDs in the MSDS ID F/M to direct the system on print instructions for the MSDS sheets, summary sheets and cover letters (if used). These instructions are used by the MSDS On-line Print and On-demand Print Programs.
MSDS Print Command F/M (SOF989), which is used to maintain the MSDS print commands for individual warehouses. Print commands are only used if the on-line print process is used for printing MSDS sheets. Use the MSDS Print Command F/M program to maintain the MSDS print commands for individual warehouses. Print commands are assigned to print codes by warehouse. Basically, a print command is a macro that initiates the third-party software and tells it which printer to use.
MSDS Control F/M (SOF985), which is used to control records, by warehouse, for the MSDS System. These records contain information and flag settings that the MSDS programs reference to perform various operations. For example, when printing MSDS sheets, the system checks the MSDS On-line Cover Letter flag before printing the cover letter. One record is required for each warehouse. These records contain information and flag settings that the MSDS programs reference to perform various operations. For example, when printing MSDS sheets, the system checks the MSDS On-line Cover Letter flag before printing the cover letter. One record is required for each warehouse.
MSDS History Removal (SOU930), which is used to delete MSDS history records for a specified range of customers and cut-off dates.