Walkthrough: Perform an Expired Inventory Quality Audit

This walkthrough demonstrates the steps that are required to set up, and then perform an expired inventory quality audit, as well as what happens during that quality audit.

An expired inventory quality audit a series of tests which must be performed on items that have expired, or that have an arbitrary expiry date and must be checked to see whether the expiry date can be extended.

About This Walkthrough

This walkthrough demonstrates the following tasks:

  • Set up an expired inventory quality audit, including how to:

    • Create a Quality Measure Code

    • Create a quality procedure

    • Assign a quality procedure to an item

  • Generate an expired inventory quality audit, including how to:

    • Run an Inventory Expiry Analysis report

  • View a quality audit

  • Perform an expired inventory quality audit

  • View a posted quality audit

Prerequisites

  • On the Quality Setup page, on the Numbering FastTab, in the Quality Procedure Setup Nos. field, a number series has been defined.

  • On the Quality Setup page, on the Numbering FastTab, in the Quality Audit Nos. field, a number series has been defined.

  • Expired inventory exists.

Story

In the JF company, flour is not considered to have an expiry date. But to ensure that quality is maintained, Andy is responsible for performing a quality audit on the flour at six month intervals. When flour is received, the flour is given an expiry date of 6 months. On a weekly basis, Andy runs the Inventory Expiry Analysis report to see what items are expired or almost expired. When the flour appears on the report, Andy can then run the associated quality audit to check that the flour is still in good condition.

During the quality audit, Andy will check the moisture for ORGANIC ENR WHEAT FLOUR (R100320).

Set Up an Expired Inventory Quality Audit

To set up an expired inventory quality audit, Andy must perform the following tasks:

  1. Create Quality Measure Codes.

  2. Create a quality procedure.

  3. Assign a quality procedure to an item.

Andy must create a Quality Measure Code for MOISTURE.

Andy also must create a Flour Expiry Check quality procedure. This quality procedure is used to generate a quality audit that will be used to check a sample of the flour. After the Flour Expiry Check quality procedure is created, Andy must assign the procedure to the flour products. In this walkthrough, Andy will assign the quality procedure to the ORGANIC ENR WHEAT FLOUR (R100320) item.

After a procedure is assigned to an item, on the QA Planning Worksheet page, Andy can generate an expired inventory quality audit.

To create Quality Measure Codes

  1. Choose Tell me what you want to do, enter quality measure codes, and then choose the related link.

    The Quality Measure Codes page opens.

  2. On the action bar, choose New.

  3. Add the following record:

    Code Description Value Type
    MOISTURE Moisture Decimal

To create a quality procedure

  1. Choose Tell me what you want to do, enter quality procedures, and then choose the related link.

    The Quality Procedures page opens.

  2. On the action bar, choose New > New.

    The Quality Procedure Setup page opens.

  3. On the General, perform the following steps:

    1. In the Description field, enter Flour Expiry Check.

    2. In the Type field, select Item.

  4. On the Lines, add the following record:

Quality Measure Code Decimal Min Decimal Max
MOISTURE 12.5 14
  1. On the General FastTab, change the Status field to Certified.

To assign the quality procedure to an item

  1. Choose Tell me what you want to do, enter items, and then choose the related link.

    The Items page opens.

  2. Select the item to which the quality procedure is to be assigned, in this case, R100320 ORGANIC ENR WHEAT FLOUR, and then on the action bar, choose Manage > View.

    The Item Card page opens.

  3. On the action bar, choose Navigate > Quality > Quality Procedures.

    The Item Quality Procedures page opens.

  4. To add a record for the Flour Expiry Check quality procedure, perform the following steps:

    1. In the QP Setup Code field, enter Flour Expiry Check, and then select the quality procedure that you created.

    2. In the Qty. to Audit field, enter 1.

    3. In the Unit of Measure field, select LB.

    4. Select the Audit on Expired Inventory check box.

Generate an Expired Inventory Quality Audit

After Andy sets up an expired inventory quality audit, Andy can run an Inventory Expiry Analysis report. The Inventory Expiry Analysis report identifies items that are expired or almost expired. The JF Company has a process in place where the report is run on a weekly basis. Quality audits can then be generated as required.

When the quality audit is performed, a 1 pound sample is to be tested.

To run an Inventory Expiry Analysis report

  1. Choose Tell me what you want to do, enter inventory expiry analysis, and then choose the related link.

    The Inventory Expiry Analysis page opens.

  2. In the Run as Date field, select the date for which the report is to run, in this case, 1/31/2019.

  3. Turn on Show Detail.

  4. Under Item, in the Show results section, in the And field, select Item Category Code, and then in the is field, enter 06-RAWOTH.

  5. Choose Preview.

    The report is generated for all items where the Item Category Code is 06-RAWOTH.

    Items that have expired goods are highlighted in red. The report indicates that the ORGANIC ENR WHEAT FLOUR (R100320) item is expired.

    Inventory Expiry Analysis Report

  6. Close the report.

To generate an expired inventory quality audit

  1. Choose Tell me what you want to do, enter quality audit planning worksheet, and then choose the related link.

    The Quality Audit Planning Worksheet page opens.

  2. In the Batch Name field, select a value.

  3. On the action bar, choose Actions > Functions > Suggest Quality Audits.

    A dialog box appears.

  4. Select Expired Inventory, and then choose OK.

    The Suggest Expired Quality Audits page opens.

  5. Turn on Clear Worksheet.

  6. In the End Date field, enter the last date for which the report is to display expired items.

  7. Choose OK.

    Lines are returned for items that have a blank expiry date, or an expiry date on or before the end date that was entered, and that have an associated quality procedure where Audit on Expired Inventory was selected.

  8. Delete any lines for which quality audits are not to be created.

  9. On the action bar, choose Actions > Functions > Create Quality Audits.

  10. To create an audit from the QA Planning Worksheet page, choose Yes.

    A quality audit is created. The Quality Audit page does not automatically open because for the Flour Expiry Check quality procedure, Open QA on Creation was not turned on.

View a Quality Audit

If required, a quality audit can be viewed.

To view the quality audit

  1. Choose the Tell me what you want to do icon, enter items, and then choose the related link.

    The Items page opens.

  2. Select the item for which the associated quality audit is to be viewed, and then on the action bar, choose Manage > View.

    The Item Card page opens.

  3. On the action bar, choose Navigate > Quality > Quality Audits.

    The Quality Audits page opens.

    All of the open quality audits for the item are listed.

    In the Statistics FactBox, the Test Complete field displays that the quality audit has not been completed.

  4. Select a quality audit, and then on the action bar, choose Manage > View.

    The Quality Audit page opens, and displays the measures that must be completed. The Inventory FastTab indicates that 1 pound is to be tested.

Perform an Expired Inventory Quality Audit

The JF Company can test one pound of the ORGANIC ENR WHEAT FLOUR (R100320) item, lot 180816225, and when the item passes the audit, the expiry date for that lot can be changed to six months in the future, because the flour is tested every six months.

To perform an expired inventory quality audit

  1. Choose the Tell me what you want to do icon, enter items, and then choose the related link.

    The Items page opens.

  2. Select the item for which the associated quality audit is to be viewed, and then on the action bar, choose Manage > View.

    The Item Card page opens.

  3. On the action bar, choose Navigate > Quality > Quality Audits.

    The Quality Audits page opens.

    All of the open quality audits for the item are listed.

    In the Statistics FactBox, the Test Complete field displays that the quality audit has not been completed.

  4. Select a quality audit, and then on the action bar, choose Manage > View.

    The Quality Audit page opens, and displays the measures that must be completed. The Inventory FastTab indicates that 1 pound is to be tested.

  5. On the action bar, choose Process > Quality Audit Wizard.

    The Quality Audit Wizard page opens.

  6. Choose Next.

  7. To enter the results of the moisture test, in the Result Value field, enter 13.1. The Result field is automatically populated with Pass.

    Test Complete is automatically turned on.

  8. Choose Next.

  9. To finish the audit, perform the following steps:

    1. Turn on Post audit on Finish.

    2. Turn on Close wizard on Finish.

    3. Choose Finish.

      The quality audit is posted.

View a Posted Quality Audit

After the quality audit is finished, the finished quality audit can be viewed.

To view the posted quality audit

  1. Choose Tell me what you want to do, enter finished quality audits, and then choose the related link.

    The Finished Quality Audits page opens.

  2. Select the finished quality audit to be viewed, and then on the action bar, choose Manage > View.

    The Finished Quality Audit page opens.

    In the Statistics FactBox, the Test Complete field displays Yes which indicates that the quality audit has been completed.

See Also

Quality

Quality Management Walkthroughs

JustFood Walkthroughs