Add Item Inspection Claim Template
Where goods have not passed inspection, are defective or damaged, it is possible to raise a claim against the Supplier of the PO, the freight company (Carrier) who delivered the goods (as they may be liable for any damage), or the Carrier Arranged By Company. The Item Inspection Claim Template allows you to define what will be completed in a Claim record.
Multiple Item Inspection Claim templates can be created. During the raising of a claim in an item inspection record you can choose which template should be used. Note that if you select the same claim template multiple times throughout an item inspection record only one claim record will be created.
1. Template Detail
- Enter the name of the template.
- Choose an existing folder for the model to go into or create a new folder by clicking New Folder.
2. Template Specification
The Template Specification has 12 sections: Supplier & Item Details, Quantity Breakdown, Claim Details, Claim Quantity, Additions, Deductions, Total Claim Amount, Review & Approval, Issue Claim, Supplier Response, Nonconformance & Corrective Action, and Decision.
Note: Issue Claim, Supplier Response, and Nonconformance & Corrective Action stages are currently not configurable.
1. Enable: Use this column to enable the fields you want to use. Some fields will be enabled by default, and they will appear dark grey - this is due to the fields automatically populating into the claim record from the PO record and Item Inspection record.
2. Program/Model: When certain fields are enabled, they may require you to choose a specific model e.g. Claim Model. If not, the field appears dark grey.
3. Default/Rules: The column allows you to set rules on the field enabled, is it mandatory in the record or non-mandatory. This column will also allow you to set default outcomes for some fields e.g. status.
3. Supplier & Item Details
Use the enable column to enable each relevant field (Claim To, Supplier Name and Our Item Code are all enabled by default).
1. Claim To: This field is enabled by default and will allow you to choose who the claim is to be sent to in the Claim record. This will be a drop-down in the claim record with the option of claiming from the Supplier, Carrier or Carrier Arranged By.
2. Supplier Name: This field is enabled by default and will allow you to see the name of the supplier you're claiming to.
3. Supplier Identifier: This field is enabled by default and will show the supplier's identifier number.
4. Establishment Registration No.: Enabling this field will allow you to see the supplier's establishment number if it was completed in the PO or it can be selected in the claim record.
5. Appointment Number: Enabling this field will allow you to set an appointment number.
6. Invoice Number: Enabling this field will allow you to complete an invoice number.
7. Our Item Code: This field is enabled by default and will show the item (material) code.
8. Supplier Item Code: Enabling this field will allow you to see the supplier's item code.
9. Item Codes Received: Enabling this field will allow you to add the item codes received in the delivery.
10. Item Description: Enabling this field will allow you to see the description given to the item (material) in MasterData.
11. Item Category: Enabling this field will allow you to see the item (material) category if it has been completed in MasterData.
12. Warehouse Location: Enabling this field will allow you to set the location of the items in the warehouse.
4. Quantity Breakdown
Linear Layout
Linear Layout
When building out the equations multiple stages can be added by clicking the Add Stage button.
Before creating the breakdown formula, you should create an Open Data Drop-down Test with the different variables you will you be putting values against. You will then select the open data test under Variable 1 and 2 and then choose the default value that should populate in the record under Variable 1 Default and Variable 2 Default. Click here for details on how to build an Open Data Drop-down Test.
1. Name: Give a name to the stage e.g., such as the name of what the calculation relates to.
2. Layout: Choose the layout for the claim breakdown - Linear or Matrix.
3. Variable 1: Select the Open Data Drop-down test you built with the different variables listed.
4. Variable 1 Default. This field allows you to choose from the Open Data Drop-down list and set which value will be default.
5. Unit: You can define the unit of measurement which the formula relates to e.g., boxes, kg, etc.
6. Populate From: This is a drop-down which you can select 'Mean from Percentage Test'. The purpose is to automatically populate the mean value of a Differential Numerical Variable Test (within a Percentage Model) in an item inspection record to a Claim record. Leave blank when not required.
7. Operator: Use the drop-down provided to set the operator for the calculation e.g., plus(+), minus(-), divide(/), etc.
8. Variable 2: Select the Open Data Drop-down test you built with the different variables listed.
9. Variable 2 Default: This field allows you to choose from the Open Data Drop-down list and set which value will be default.
10. Unit: You can define the unit of measurement which the formula relates to e.g., boxes, kg, etc.
11. Populate From: This is a drop-down which you can select 'Mean from Percentage Test'. The purpose is to automatically populate the mean value of a Differential Numerical Variable Test (within a Percentage Model) in an item inspection record to a Claim record. Leave blank when not required.
12. Total: Select the Open Data Drop-down test you built with the different variables listed.
13. Total Default: This field allows you to choose from the Open Data Drop-down list and set which value will be default.
14. Total Unit: You can define the unit of measurement which the formula totals up to e.g. cases, etc.
15. Add Line: Use the add line button to have multiple calculations in the stage.
16. Display Total: Tick the box in order for a field to appear in the claim record to display the total.
17. Move Up/Move Down/Delete: Use these buttons to manage your quantity breakdown stages. Use the up and down button to move them in another order, or use delete to remove the stage.
18. Add Stage: Click the button in order to add more quantity breakdown stages for completing different calculations.
Matrix Layout
Matrix Layout
Before creating the breakdown formula, you should create an Open Data Drop-down Test with the different variables you will you be putting values against. You will then select the open data test under Variable 1, 2, etc. and then choose the specific drop-down value under program/model that should populate in the record for each Variable 1 Default and Variable 2 Default. Click here for details on how to build an Open Data Drop-down Test.
1. Name: Give a name to the stage e.g., such as the name of what the calculation relates to.
2. Layout: Choose the layout for the claim breakdown e.g. matrix.
3. Add Variable: Click Add Variable when you want to define a variable. up to 10 variables can be added.
4. Field: As you add variables and operators the name of the field is displayed in this column.
5. Add Operator: Use the drop-down provided to set the operator for the calculation e.g., plus(+), minus(-), divide(/), etc.
6. Test: Select the Open Data Drop-down test you built with the different variables listed.
7. Program/Model: Select the specific variable from the list built into the test selected under point 6.
8. Unit: Select the unit of measurement e.g., boxes, kg, etc.
9. Populate From: This is a drop-down which you can select 'Mean from Percentage Test'. The purpose is to automatically populate the mean value of a Differential Numerical Variable Test (within a Percentage Model) in an item inspection record to a Claim record. Leave blank when not required.
10. Default: You can define a default value for the variable.
11. Display Total: Tick the box in order for a field to appear in the claim record to display the total.
12. Delete: Use X button to delete a line.
11. Populate From: This is a drop-down which you can select 'Mean from Percentage Test'. The purpose is to automatically populate the mean value of a Differential Numerical Variable Test (within a Percentage Model) in an item inspection record to a Claim record. Leave blank when not required.
13. Add Total: Click the Add Total button to add a line for provide a total calculation of the variable. Multiple totals can be added throughout the table.
The Quantity Breakdown section can be enabled if required. This allows a user to define equations which will then be completed in the claim record to figure out how much is being claimed for. For example, maybe 100 boxes of meat came in and after inspection some are underweight. Not all of the boxes will be claimed for being underweight as there is viable product that can be used. Using the equations will allow you to determine how much is to be claimed for.
Choose between a Linear layout or Matrix Layout.
5. Claim Details
Most of the fields are enabled by default in this section and are set as mandatory. Only Event Notification and Nonconformance Category are optional.
1. No.: This field is enabled by default and will allow you to see the line check number from the Item Inspection Record.
2. Section: This field is enabled by default and will show the name of the inspection record section that the claim is being raised in relation to.
3. Subsection: This field is enabled by default and will show the name of the inspection record subsection that the claim is being raised in relation to.
4. Test Name: This field is enabled by default and will show the name of the test in the inspection record which the claim is being raised.
5. Event Notification: Enabling this field will allow you to see an event notification. Note: Currently not available to use.
6. Nonconformance Category: Enabling this field will allow you to choose from the non-conformance categories in the system to assign to each failed test in the claim.
7. Claim Quantity: This field is enabled by default and allows you to see the quantity of the item inspected (sample size field in the item inspection record).
8. Unit: Unit of measurement is a mandatory field. In the template you can choose the specific unit to populate by default e.g. cases, under the Program/Model column. If you don't choose a unit it will be mandatory to select in the claim record.
6. Claim Quantity
1. Delivered Quantity: This field is enabled by default and allows you to see the quantity delivered as defined on the details stage of the Item Inspection record.
2. Inspected Quantity: This field is enabled by default and allows you to set the quantity inspected.
3. Claim Quantity: This field is enabled by default and allows you to set the quantity the claim is in relation to.
4. Total: This field is enabled by default and calculates the total being claimed for.
5. Report: Enabling this field will allow an open report field to appear in claim record for comments.
7. Additions
If you would like to be able to add on extra costs involved to the claim, you can enable this section e.g., the cost of labour.
1. Enable Additions: Tick to enable this additions stage in the claim record workflow.
2. Additions Model: This is enabled automatically if 'Enable Additions' is selected. Under the column Program/Model choose the Open Data Drop-down test which contains the list of Additions you want to be able to select from in the claim record. Please click here to see how to build an Open Data Drop-down Test.
3. Report: Enabling this field will allow an open report field to appear in the claim record for comments.
8. Deductions
If you would like to be able to deduct values from the claim quantity, you can enable this section e.g., perhaps you were able to use some of the material delivered.
1.Enable Deductions: Tick to enable this deductions stage in the claim record workflow.
2. Deductions Model: This is enabled automatically if 'Enable Deductions' is selected. Under the column Program/Model choose the Open Data Drop-down Test which contains the list of Deductions you want to be able to select from in the claim record. Please click here to see how to build an Open Data Drop-down test.
3.Report: Enabling this field will allow an open report field to appear in the claim record for comments.
9. Total Claim Amount
1. Total Claim Amount: This field is enabled by default. It will automatically calculate how much is being claimed for by looking at the Total in the Claim Quantity section of the record adding on the Additions, then deducting any deductions defined to give the overall claim total.
2. Total Percentage to be Claimed: This field is enabled by default and will automatically show the % being claimed.
3. Report: Enabling this field will allow an open report field to appear in this section of the claim record for comments.
10. Review & Approval
1. Enable Internal Approval: Enabling this field will allow you to set the person or group who will be part of the review and approval of the claim. Use the Program/Model selector to select the default Employees or Groups. You can also choose to select from specific people involved in the purchase order:
- Buyer
- Reviewer
- Inspector
- Received By
- Add Approvers Based on User Group Identifier and PO Buyer - This will look at the Purchase Order and the Buyer number defined. The system will then look at the Groups setup in Settings for the same number and if there is a match will set the people in the group as the approvers.
After defining the internal approval, you can set under the Default/Rules column if all people listed must give their approval or just one person's approval is required.
2. Report: Enabling this field will allow an open report field to appear in this section of the claim record for comments.
11. Issue Claim
Currently not available to configure.
12. Supplier Response
Currently not available to configure.
13. Nonconformance & Corrective Action
Currently not available to configure.
14. Decision
1. Claim Decision: This is enabled by default, and will allow you to define the overall claim decision. Under Program/Model, the claim status model will appear by default as only one model can be created per site. Use the Default/Rules column to set if a claim decision status should appear by default in the record.
2. Report: Enabling this field will allow an open report field to appear in this section of the claim record for comments on the overall claim.