Add Default Programme
In the module Receiving and Inspection, you can add Default Inspection Programme by clicking Add Program.
When an item is not associated to a template it automatically gets associated to the default template set up for the site. The Default Programme allows you to define the checks to be completed when inspecting an item that has been listed on a purchase order that has not been associated to an item inspection template.
Once you create default programme, it will be accessible from the tab called Programs in the Receiving and Inspection Module.
1. Details
- Enter the name of the programme.
- Define the scope of the programme.
- Set the overall risk of the programme, choose from None, Low, Medium, or High. This will stay within the programme.
- Select the Employee who is overall responsible.
- The box is ticked by default as this is the default programme.
2. Associated Procedures & Records
1. Select any procedures or documents that will be linked to the item inspection record for viewing.
3. Item Inspection Detail
The next sections to be completed in the programme are the same as the item inspection template.
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 e.g., Purchase Order Number.
2. Program/Model: When certain fields are enabled, they may require you to choose a specific model e.g., if you enable Checklist at the Item Status section you will need to choose the checklist.
3. Default/Rules: The column allows you to set rules on the field enabled, is it mandatory in the record or non-mandatory. Some fields will already be enabled by default and therefore set to mandatory or if you enable a field the default/rule may be set to non-mandatory by default e.g., Inspector field.
The purpose of the Inspection Record Details Section is to provide the inspector an overview of the PO details and therefore it contains fields which will populate automatically in the item inspection record as they pull from the PO i.e., purchase order number, supplier name, etc.
Enable the check box against the fields you would like to configure or appear on the Item Inspection Record form itself, such as Buyer Name, Last PO Result, Inspector, Reviewer, etc. You can also choose whether these fields will be optional or mandatory for the Inspector to complete on the Inspection Record.
1. Purchase Order Number: The field is enabled by default and set as mandatory.
2. Order Date/Time: Enabling this field will allow you see the order date from the PO.
3. Site Name: Enabling this field in the template will allow you to see the specific site name.
4. Supplier Name: The field is enabled by default and will appear automatically in the inspection record details.
5. Supplier Address: Enabling this field will mean 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 in the inspection record if enabled here.
7. Buyer Name: Enabling this field allows you to see the Buyer (employee)) who arranged the delivery.
8. Carrier Name: Enabling this field will allow you to see the carrier name in the inspection record.
9. Carrier Arranged By Name: Enabling this field will allow you to see the supplier who arranged the carrier.
10. Last PO Inspection Result: Enabling this field will allow you to see the previous PO inspection result e.g., Accepted or Rejected.
11. Reviewer Name: Enabling this field will allow you to see or change the employee who was assigned to review the inspection record.
12. Receiving Location: Enabling this field allows you to see or the change the location the delivery is to be received into as set in the PO.
13. Item Name: This field allows you to see the item name and it will appear automatically in the inspection record.
14. Item Number: This field allows you to see the code of the item (our material code).
15. Quantity Ordered: This field will display the quantity of the item ordered which populates automatically based value defined in the PO.
16. Quantity Delivered: This field allows you to define the quantity actually delivered.
17. Inspector: If this field is enabled, the Inspector (employee) assigned to the delivery in the PO will appear in the inspection record.
18. Inspection Start Date/Time: Enabling field allows the date and time the inspection record was started to populate automatically in the inspection record.
19. Report: Enabling this allows for an open report field to appear in the inspection record.
4. Item Inspection Workflow Stage
1. When creating the item inspection workflow, you can add multiple stages if required by clicking Add Item Inspection Workflow Stage.
2. When building out a stage, if sub-stages are required within it, you can click Add Item Inspection Workflow Sub-stage.
Having the ability to add multiple stages or sub-stages allows you to separate different checks that need to be conducted.
1. Name: Type the name of the item inspection workflow stage.
2. Name: Type the name of the sub-stage.
3. Layout: Choose the layout of the inspection record:
- Standard Model - Landscape
- Percentage Model - Landscape
- Cumulative Defect Model - Landscape
The Standard Model is based on the same concept as the Monitoring Module and uses all the tests available in MasterData. More details on the Percentage and Cumulative Defects Models is shown below.
4. Test Specification: Select the tests which will be completed in the inspection record and indicate any CCP by ticking the CCP box opposite the test. When tests are added to MasterData > Tests, if a description was given it will appear here in the description field. Tick the Mandatory box opposite any test that is mandatory to fill in.
5. Enable Trace No. Field: If you want a Trace No. field to appear in the record before the first test, you can enable it here.
6. Retest: If you would like the option to do a retest on any failed test you can enable this workflow ticking the enable box. Note: This is currently not available to use.
7. Override: If you would like the option to override the outcome of the inspection you can enable this workflow, i.e., even though the item may have failed for a particular test or tests, you can then choose to override this failure and except the goods anyway.
8. Claim: If you would like the option to raise a claim you can enable this workflow, i.e., 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.
9. Report: If you want an open field for overall comments, you can enable this field.
10. Move Up/Down/Delete: You these buttons to organise the sub-stages you have in the workflow section.
11. Add Item Inspection Workflow Sub-stage: If you want to have additional sub-stages in the workflow section you can click here. Clicking this gives you the same fields as detailed above (2-10).
12. Add Item Inspection Workflow Stage: If you want a new section or stage you can click the Add Item Inspection Workflow Stage button.
5. Percentage Model
The Percentage Model will allow will you to complete variable tests and calculate a percentage for each. If the percentage result 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.
Choosing the Percentage Model will mean you are restricted to the types of tests you can use under test specification. Percentage Model can use Single Selection tests and Open Data Tests.
The model contains all the same fields as above in the standard model but also has a column called 'Populate into Claim'. After choosing a variable test which is specifically a Differential Numerical test, you can tick the Populate into Claim box opposite the test meaning that the mean result of that test (if failed) will auto-populate into the claim record (Quantity Breakdown Stage) to a specific field as defined in the claim template.
6. Cumulative Defect Model
The Cumulative Defect Model allows you to apply an upper out of spec limit for all tests selected under Test Specification (limits at test level are ignored).
After selecting the Cumulative Defect Model, the form will update to allow you to set a limit for all tests e.g., 10%.
Choosing the Cumulative Defect Model will mean you are restricted to the types of tests you can use under test specification:
The Cumulative Defect Model can use Single Data Point Variable test and the Open Data Numerical test.
7. Item Status Workflow Stage
1. Item Inspection Finish Date/Time: This is enabled by default. This will show in the record the date and time the inspection was completed.
2. Checklist: Enabling this workflow section allows you to choose a checklist that will be completed in the inspection record. Choose the checklist under the Program/Model column after enabling the section. You can use the Default/Rules column to select a default response for the checklist questions e.g., Yes. You can also set the Default/Rules to be Blank, and when completing the checklist in the inspection record choose from the different response options.
3. Status: Enabling this workflow section will allow you to set a status of the inspection. Enabling the workflow section will populate the item inspection model automatically under the column Program/Model as there is only one item inspection status model allowed per site. You can also choose a status to appear by default in the record by using the Default/Rules column.
4. Result: The Result is enabled by default and set to mandatory (must be completed in the inspection record).
5. Report: Enabling this field will allow you to complete comments on the overall inspection. You can set this to be mandatory or non-mandatory.
6. Failure Reason Code: Enabling this field allows you to select under Program/Model a category list from MasterData i.e., failure reason code list, and choose if any of the reasons in the list should populate by default. The failure reason code field will only populate in the Item Inspection record 'Item Status' stage if a Rejected result populates (item statuses selected can be associated to a rejected result and therefore then prompting the failure reason code field to appear in the item inspection record 'Item Status' stage).