Item Inspection Record
The Item Inspection Records generate from Purchase Orders. Each Item listed on the Purchase Order will have its own Inspection Record.
Item Inspection Records can be accessed by a link located:
- In the Purchase Order Record Summary Page under the heading PO Item Details.
- In the Purchase Order Record by clicking Actions > Edit and navigating to the Purchase Order Items section of the record.
- From the tab 'Inspections' in the Receiving & Inspection Module and clicking Actions > Edit.
- Any Inspector specifically assigned an item inspection record will see this in their 'My Inspections Today' tab (when the item inspection record is connected to a PO with an actual delivery date of 'today').
- In the 'Inspections Today' tab which shows all inspection records which are on POs with an actual delivery date of 'today'.
1. Inspection Record Details
The Inspection Record Details stage provides the inspector an overview of the PO details and therefore it contains fields which will populate automatically i.e., details from the purchase order such as PO number, supplier name, etc.
1. PO Ref Number: This field automatically populates with the PO reference number.
2. Order Date/Time: This field automatically populates with the order date from the PO.
3. Site Name: This field automatically populates the particular site name.
4. Supplier Name: This field automatically populates with the name of the supplier from the PO.
5. Supplier Address: The suppliers address will appear automatically in the inspection record if the suppliers address has been completed in the PO.
6. Establishment/Registration Number: The supplier's establishment number set in the PO will appear automatically.
7. Buyer Name: The name of the Buyer (employee) who arranged the delivery will populate here if defined in the PO.
8. Carrier Name: The name of the carrier who arranged the delivery will populate here if defined in the PO.
9. Carrier Arranged By Name: The name of the supplier who arranged the carrier will populate here if defined in the PO.
10. Last PO Inspection Result: The previous PO inspection result for the supplier e.g., Accepted or Rejected will populate here. If there has been none completed previously it will appear blank.
11. Reviewer Name: The name of the employee who was assigned to review the inspection record will populate here automatically if it was completed in the PO. This can be updated if required.
12. Receiving Location: The location the delivery is to be received into will populate here if it was assigned in the PO. This can be added if it was not completed in the PO.
13. Item Number: This field allows you to see the ID or number of the item (material).
14. Item Name: The item (material) name will appear automatically here.
15. Quantity Ordered: The quantity of the item ordered as defined in the PO automatically appears here along with the defined units.
16. Quantity Delivered: This field allows you to define the quantity actually delivered. It will auto populate with the quantity ordered as defined in the previous field and PO. Update the field as required.
17. Inspector: The Inspector (employee) assigned the delivery in the PO will appear in this field. This can be updated if required. If no inspector was assigned, the name of the user completing the record will auto populate here.
18. Inspection Start Date/Time: The date and time the inspection record was started populates automatically once the stage is Saved & Submitted.
19. Report: Any comments on the inspection details can be completed here.
2. Item Inspection
The item inspection may comprise of a number of stages and within those stages a number of sub-stages or sections.
When an item inspection template is built there are 3 different types of layouts which can selected: Standard Model, Percentage Model, and Cumulative. Below shows an example of each of these layouts being used in the item inspection record.
Standard Model
The Standard Model is based on the same concept as the Monitoring Module and uses all the tests available in MasterData.
1. Stage Name: The name of stage appears here in a dark colour. The stage is collapsible using the arrow on the far right.
2. Substage Name: This is the name of the subsection. A stage can comprise of multiple substages.
3. No.: This column appears in inspection records by default. It numbers each line in the grid.
4. Sample: The sample column appears by default and will automatically populate with the name of the item (material) the inspection is on. If required it is possible to click in and select from materials in MasterData.
5. Sample Size: The sample size column appears by default. The field is not mandatory in standard models and is used to input the quantity of the sample being inspected. If you add a sample size on the first line and then use the add line button the sample size auto populates on each line.
6. Tests: After the sample size column all the tests selected in the inspection template are displayed.
7. Specification Result: The overall specification result will be calculated automatically based on the result of variable and attribute tests in the line (open data tests not calculated in this overall result). The overall result will always be the worst outcome of all tests for that sample point. So for example, if you have 6 tests for a particular sample point, and 5 of them pass with only one fail, then the overall result for that sample will be a fail.
8. Completed By: The name of the employee completing the line of checks will appear automatically. If the employee name does not appear, they can click into the field and select their name from MasterData (The system automatically puts the name of the inspector selected in the 1st stage).
9. Override: If 'Override' was enabled in the inspection template it will appear here in the record for a standard model type. Click the field to select 'Yes' a override record needs to be generated. Note: Only one override record is generated per inspection record.
10. Claim/Claim Template: If 'Claim' was enabled in the inspection template it will appear here in the record for a standard model type. Click the field to select 'Yes' a claim record needs to be generated. Under the Claim Template field select the template which should be used. Note: Multiple claim records can be generated from an inspection record, however, this is based on the template selected. For instance, if we have a claim template called ABC and we completed two stages of the inspection workflow where we select this template, the system will combine the failed tests into one claim record based on the template.
11. Delete Line: Use the 'X' to delete a line.
12. Add Line: You can add multiple lines to the grid as required. When you have added on the first line a sample size value e.g. 10, when you use the add line button the sample size value auto populates on each line you add.
13. Summation/Mean/Range/Min/Max: At the bottom of a standard model inspection section, the system will automatically calculate the sum, range, mean, min and max of the sample sizes added, and then also for any numerical variable tests.
14. Report: Use the report field for any comments on the section being completed.
15. Scroll Bar: The scroll bar is blue and is visible when you move toward the bottom of the grid.
Percentage Model
The Percentage Model will allow will you to complete variable tests and calculate a percentage for each. If the percentage result for a test is out of specification it will appear as a fail. The model is used for the scenario where the tests that have limits are expressed in percentage e.g., % of bruising. In the percentage model the inspection is vertical. Percentage Model can use Single Data Point Variable tests and Open Data tests.
1. No.: This column appears in inspection records by default. It numbers each line in the grid.
2. Sample: The sample column appears by default and will automatically populate with the name of the item(material) the inspection is on (If required it is possible to click in and select from materials in masterdata).
3. Sample Size: The sample size column appears by default. The field is mandatory and is used to input the quantity of the sample being inspected. If you add a sample size on the first line and then use the add line button the sample size auto populates on each line.
4. Tests: After the sample size column all the tests selected in the inspection template are displayed. In percentage models only open data and single variable tests will be used.
5. Specification Result: This column will be left blank and will not populate anything. This is due to the percentage model calculating a percentage for each test down vertically.
6. Completed By: The name of the employee completing the line of checks will appear automatically. If the employees name does not appear they can click into the field and select their name from MasterData (The system automatically puts the name of the employee completing the line when their User name has been connected to their employee name in Settings)
7. Delete Line: Use the X to delete a line.
8. Summation/Mean/Range/Percentage/Min/Max: At the bottom of the percentage model inspection record the system will automatically calculate the sum, range, mean, min and max of the sample sizes added and calculates the sample size percentage as 100%. Each single data point (variable) test will also have the calculations directly under them. The system shows for each single data point test the sum of the values, the mean or average, the range (lowest value minus highest value), min, max, and calculates the percentage for the test by looking at the test specification limits and the sum of the sample size. In the above example the sum of the sample size was 30 and for the test Crown Rot 7 samples were found to have crown rot. The system will look at the limits for the crown rot test and determine if it is a Pass, Fail, or Pass Warning. The percentage is the value which will pass, fail, or pass warning. However, if using any Differential Variable Test in the percentage the model, the Mean will be the value that will Pass, Fail, or Pass Warning.
9. Scroll Bar: The scroll bar is blue and is visible when you move toward the bottom of the grid.
10. Add Line: You can add multiple lines to the grid. If you add a sample size on the first line and then use the add line button the sample size auto populates on each line.
11. Override: In a percentage model, if an override is needed, the box to mark this is located here under the table. Note: Only one override record is generated per inspection record.
12. Claim/Claim Template: In a percentage model, the box is ticked here to allow a claim record to generate. Note: Multiple claim records can be generated from an inspection record, however, this is based on the template selected. For instance, if we have a claim template called ABC and we completed two stages of the inspection workflow where we select this template, the system will combine the failed tests into one claim record based on the template.
13. Report: Use the report field for any comments on the section being completed.
1. When a Differential Numerical Test (Variable - Single Data Point) is selected within the Percentage Model, when the inspection record is being completed, the result of the test is not what will flag as a pass or fail. It is actually the Mean of all the results for the test which flags as a pass or fail i.e. the specification limits for the test will be for the Mean.
Cumulative Defect Model
The Cumulative Defect Model applies an upper out of spec limit for all tests single data point variable tests in the grid (ignores limits built into each test). The Cumulative Defect Model will only display Single Data Point Variable tests and the Open Data Numerical field tests.
1. No.: This column appears in inspection records by default. It numbers each line in the grid.
2. Sample: The sample column appears by default and will automatically populate with the name of the item(material) the inspection is on (If required it is possible to click in and select from materials in masterdata).
3. Sample Size: The sample size column appears by default. The field is mandatory and is used to input the quantity of the sample being inspected. If you add a sample size on the first line and then use the add line button the sample size auto populates on each line.
4. Tests: After the sample size column all the tests selected in the inspection template are displayed. In cumulative models only Single Data Point Variable tests and the Open Data Numerical field tests are used.
5. Total: This column appears by default and sums/totals the values completed on each line.
6. Specification Result: The individual fields will be left blank and will not populate anything. In the bottom grid under this column will display an overall result for the checks.
7. Completed By: The name of the employee completing the line of checks will appear automatically. If the employees name does not appear they can click into the field and select their name from MasterData (The system automatically puts the name of the employee completing the line when their User name has been connected to their employee name in Settings)
8. Delete Line: Use the X to delete a line.
9. Scroll Bar: The scroll bar is blue and is visible when you move toward the bottom of the grid.
10. Add Line: You can add multiple lines to the grid. If you add a sample size on the first line and then use the add line button the sample size auto populates on each line.
11. Summation/Mean/Range/Percentage/Min/Max: At the bottom of the cumulative inspection record the system will automatically calculate the sum, range, and mean, max and min of the sample sizes added, and calculate the sample size percentage as 100%. Each single data point test and open data numerical field test in the grid will also have the calculations directly under them. The system shows for the test the sum of the values, the mean or average, the range (lowest value minus highest value), max, min and calculates the percentage. The system calculates the total under the Total column and as this is a cumulative model with one overall upper limit, the system will display if the percentage is a pass, fail, or pass warning based on the limit in place.
12. Override: If Override is ticked an override record will generate. Note: Only one override record is generated per inspection record.
13. Claim/Claim Template: If Claim is ticked, choose the claim relevant claim template. A claim record will generate once the stage is saved and submitted. Note: Multiple claim records can be generated from an inspection record, however, this is based on the template selected. For instance, if we have a claim template called ABC and we completed two stages of the inspection workflow where we select this template, the system will combine the failed tests into one claim record based on the template.
14. Report: Use the report field for any comments on the section being completed.
Note: Overrides and Claims can also be raised after the stage is saved & submitted.
3. Item Status
1. Finish Date/Time: The finish date and time will populate automatically once Save & Submit is clicked.
2. Checklist: Click under the Result column to the right of the checklist to change/set an answer for the questions that populate.
3. Status: The status field is a drop-down with a list of status options for the inspection e.g., Accepted with Flaws, Accepted with Rejected Items, Failure Pending etc. A status may populate by default if the inspection template was set to do so.
4. Result: The result field is a drop-down containing the options Accepted and Rejected. A result will populate by default depending on if a result was associated to a status. If the result populates to Rejected and the failure reason code was enabled in the Item Inspection Template, then an additional field will appear called Failure Reason Code and a field for recording the rejected quantity allows populates on a Rejected result.
5. Failure Reason Code: This field will appear automatically if the Result was set to Rejected (and the failure reason code field was enabled in the item inspection template). Choose from the list of failure reason codes e.g., colour, leakers, etc.
6. Rejected Quantity: If Rejected is selected as a result, this field populates so the quantity of the delivery being rejected can be defined under quantity and the units set under Units.
7. Report: Use the open report field for any over comments on the inspection record.