Every machine should arrive with the documents you need to install it, run it safely, maintain it and prove it is legal in your market. That means manuals, diagrams, a parts list, test results and compliance papers.
If you do not list these in the purchase order, you may receive a short operating booklet and nothing else. Getting drawings after the balance is paid is much harder.
Manuals
- An installation manual with foundation drawings, lifting points, utility needs and levelling instructions.
- An operating manual with start-up, normal operation, shutdown and emergency procedures.
- A maintenance manual with a lubrication chart, service intervals and adjustment procedures.
- A troubleshooting guide that links alarm codes and symptoms to causes.
- Manuals for bought-out components such as the CNC controller, PLC, drives, motors and pumps.
Drawings and software
- Electrical circuit diagrams and panel layouts that match the machine as built.
- Pneumatic and hydraulic circuit diagrams.
- A spare parts list with exploded drawings, part numbers and the make and model of bought-out items.
- A backup of the PLC program and machine parameters, with any passwords you need for maintenance.
Test and compliance documents
- The test report or factory acceptance test record for the machine's serial number.
- Material certificates for pressure parts or critical components.
- For the EU, a declaration of conformity and instructions that meet the machinery rules.
- Warranty terms and the contact details for service.
- Commercial and shipping documents, which your broker will need, as covered in the document pack your broker will ask for.
How to make sure you get them
List the documents in the purchase order and link part of the final payment to their delivery. Ask for draft manuals and diagrams before the factory test, so you can check them while the machine is still in front of you.
Check that the documents match the machine. Wiring diagrams drawn for an older model are a common problem and make fault-finding slow. Ask for editable or searchable electronic copies as well as paper.
Keep one set of documents with the machine and one in your office. Store the PLC backup and parameters off the machine as well. If a controller fails years later, the backup is often the fastest way back into production.
For processing lines and pharma equipment, the document list is longer. Qualification documents, material certificates for contact parts and calibration certificates for instruments may also be required by your customer or regulator.
Language is a separate question, and in some markets a legal one. See what languages machine manuals should be supplied in.
Next step
We check the documents against the machine at inspection, before the balance is paid. To agree a document list for your machine, book a free sourcing review.