Walkthrough: Performing a Shipping Agent Quality Audit

In this walkthrough, you will learn what needs to be set up in order to execute a Shipping Agent quality audit, and what happens during that quality audit.

A Shipping Agent quality audit is a series of tests that need to be completed when a Shipping Agent brings a delivery. The Shipping Agent’s truck must pass the tests before the truck can be unloaded.

Function Background

With quality audits, you first need to set up the quality measures and quality procedures.

Quality measures are individual checks that need to be completed in a quality audit. Quality measure codes are assigned to quality procedures. The same quality measure code can be assigned to multiple quality procedures.

A quality procedure is a grouping of quality measure codes. The quality procedure can then be set up so that when an event occurs, a unique quality audit is generated based on that quality procedure. The same quality procedure can be associated with different events but a unique quality audit will always be generated when the event occurs.

Story

The JF company has purchased some items from the CMS vendor (V11670). The CMS vendor uses the ITC shipping agent. The ITC truck has arrived at the MAIN location, but a warehouse receiver needs to check the following conditions before accepting the delivery:

• Truck temperature is below 32 degrees Fahrenheit

• Seal number on the truck door

Prerequisites

• Number series defined for the Quality Procedure Setup Nos. field on the Quality Setup page.

• Number series defined for the Quality Audit Nos. field on the Quality Setup page.

Setting up a Shipping Agent Quality Audit

To create quality measure codes

The quality measure codes represent the different ways of recording the quality of an item. Quality measure codes need to be created for each of the conditions that need to be checked before accepting the delivery.

For the JF company, that means that quality measure codes need to be created for the following:

• Temperature

• Seal number

You can skip this step if the quality measure codes already exist in your company.

1. Choose the icon, enter Quality Measure Codes, and then choose the related link.

2. On the Quality Measure Codes page, choose the New action.

3. Add the following records:

   Code	Description	Default Quality UOM	Value Type
   SEAL	Seal Number		Text
   TEMPERATURE	Temperature (degrees F)	F	Decimal

   

4. Close the Quality Measure Codes page.

To create a quality procedure

A quality procedure groups quality measure codes, and allows you to record the desired test results. The quality procedure can then be assigned to a Shipping Agent. When a warehouse receipt is generated, the quality procedure is used to create a quality audit specific to that warehouse receipt.

For the JF company, a Shipping Agent quality procedure is being created.

1. Choose the icon, enter Quality Procedures, and then choose the related link.

2. On the Quality Procedures page, choose the New action.

3. On the Quality Procedure Setup page, enter information on the General FastTab.

   • Description: Enter Shipping Agent.

   • Type: Select Ship Agent.

4. Add the following records to the Lines FastTab.

   Quality Measure Code	Desired Value	Critical Control Point	Decimal Max
   SEAL		Unchecked
   TEMPERATURE	27 (The desired temperature of the truck is 27 degrees Fahrenheit)	Checked (If the temperature is not within the correct range, the entire quality audit will fail)	32 (The maximum temperature of the truck is 32 degrees Fahrenheit)

5. On the General FastTab, change the Status field to Certified.

   

6. Close the Quality Procedure Setup page.

To assign the quality procedure to a shipping agent

The Shipping Agent quality procedure needs to be assigned to a shipping agent. The Shipping Agent will be set up so that when a warehouse receipt is created, a Shipping Agent quality audit will be automatically created.

1. Choose the icon, enter Shipping Agents, and then choose the related link.

2. On the Shipping Agents page, for the desired shipping agents, select the Shipping Agent quality procedure in the QP Setup Code field. In this case, ITC.

3. Select the Auto-Create QA on Whse. Doc. check box.

   This means that a quality audit will be automatically created when a warehouse receipt is created with the specified shipping agent.

   

4. Close the Shipping Agents page.

Generating a Shipping Agent Quality Audit

Prerequisites

• Setup procedures were completed.

• Shipping agent was assigned to a vendor (via the Shipping Agent Code field, on the Receiving FastTab, on the Vendor Card page). In this walkthrough, the ITC shipping agent was assigned to the CMS (V11670) vendor.

• A purchase order was created and released for the CMS (V11670) vendor.

• The location associated with the purchase order is set up for warehouse receiving since this walkthrough is using warehouse receipts. In this case, the location is MAIN.

• The person performing these steps is a warehouse employee. You need to be a warehouse employee in order to access the warehouse receipt.

To generate a shipping agent quality audit

1. Choose the icon, enter Purchase Orders, and then choose the related link.

2. Open a purchase order that was created for a vendor that has a shipping agent that is associated with the Shipping Agent quality procedure.

3. On the Purchase Order page, choose the Create Whse. Receipt action.

4. Click OK at the message that a quality audit was created.

5. Click OK at the message that a warehouse receipt was created.

6. On the Warehouse Receipt page, choose the Quality Audits action.

   The Shipping Agent quality audit is listed in the Quality Audits page.

   

Performing the Shipping Agent Quality Audit

In this walkthrough, the first shipment from the ITC shipping agent failed the Shipping Agent quality audit because the temperature of the truck was above the recommended value. As a result, the following events occurred:

• The delivery was refused.

• The warehouse receipt was deleted.

• A new warehouse receipt and quality audit were generated for the purchase order.

• The second delivery passed the quality audit.

To perform a failed shipping agent quality audit

The delivery truck has arrived, and the warehouse worker knows that a Shipping Agent Audit is to be performed. The worker has a handheld device that has JustFood on it (alternatively, these steps could be performed using the Floor application), and enters the audit results.

The worker discovers that the temperature of the truck is higher than what is permitted.

1. Choose the icon, enter Quality Audits, and then choose the related link.

2. Open the Shipping Agent quality audit.

3. On the Quality Audit page, choose the Quality Audit Wizard action.

4. On the Quality Audit Wizard page, click Next.

5. Enter the number from the seal on the truck door.

   1. In the Result Value field, enter A1234.

   2. In the Result field, select Pass. The Test Complete check box is automatically selected.

   3. Click Next.

6. Enter the results for the temperature test.

   1. In the Result Value field, enter 33 as the temperature of the truck. The Result field is automatically populated with Fail.

   2. Select the Test Complete check box.

   3. Click Next.

7. Finish the audit.

   1. Select the Post audit on Finish check box.

   2. Select the Close wizard on Finish check box.

   3. Click Finish.

   The quality audit is posted.

   Because the TEMPERATURE quality measure was a Critical Control Point, when the TEMPERATURE test fails, the entire audit fails.

   Since the delivery is being refused, you need to delete the warehouse receipt.

8. Close the Quality Audits page.

9. Return to the Warehouse Receipt page, choose the Delete action.

10. Click Yes to delete the warehouse receipt.

To perform a passed shipping agent quality audit

After the first delivery was sent back, the warehouse receipt was deleted. A new warehouse receipt and quality audit were generated using the steps in Generating a Shipping Agent Quality Audit.

A second delivery truck has arrived, and the warehouse worker is entering the quality results into JustFood.

1. Choose the icon, enter Quality Audits, and then choose the related link.

2. Open the Shipping Agent quality audit.

3. On the Quality Audit page, choose the Quality Audit Wizard action.

4. On the Quality Audit Wizard page, click Next.

5. Enter the number from the seal on the truck door.

   1. In the Result Value field, enter XYZ890.

   2. In the Result field, select Pass. The Test Complete check box is automatically selected.

   3. Click Next.

6. Enter the results for the temperature test.

   1. In the Result Value field, enter 27 as the temperature of the truck. The Result field is automatically populated with Pass. The Test Complete check box is automatically selected.

   2. Click Next.

7. Finish the audit.

   1. Select the Post audit on Finish check box.

   2. Select the Close wizard on Finish check box.

   3. Click Finish.

   The passed quality audit is posted.

   You can now return to the Warehouse Receipt page, and receive and post the warehouse receipt.

8. Close the Quality Audits page.

To view the passed posted quality audit

1. Choose the icon, enter Finished Quality Audits, and then choose the related link.

2. Open the passed Shipping Agent quality audit.

   You can see the results of the quality audit.

   

Video

See Also

About Quality
Quality Management Walkthroughs
JustFood Walkthroughs