Walkthrough: Perform a Receiving Quality Audit using Quality Specifications
This walkthrough demonstrates the steps that are required to set up and use quality specifications when executing a receiving quality audit, as well as what happens during the receiving quality audit.
A Receiving quality audit is when items must pass a series of tests after the item has been received.
Quality specifications allow you to use the same quality procedure, Quality Measure Codes, or both for multiple items. If required, you can assign different testing measurements. Through the Item Card, you can apply different quality targets using the quality specifications.
About This Walkthrough
This walkthrough demonstrates the following tasks:
Set up a receiving quality audit, including how to:
Create Quality Measure Codes
Create a quality procedure
Assign a quality procedure to an item and define the quality specifications
Generate a receiving quality audit
View a receiving quality audit
View whether a lot is blocked
Perform a receiving 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.
Story
The JF company has ordered 1000 pounds of FULL INVERT LIQUID SUGAR (R100070). The truck has arrived at the MAIN location, and the item has been received, but before the item can be released in to inventory, Dawn must perform the following tests:
Measure the yeast and mold levels
Measure the tank temperature
Typically when sugar syrups are received, the temperature must be between 80 and 120 degrees. But for the FULL INVERT LIQUID SUGAR (R100070) item, the temperature must be between 90 and 100 degrees. A generic SUGAR SYRUPS quality procedure exists. Instead of creating a new quality procedure to reflect the 90-100 degrees requirement, Dawn assigns a quality specification to the FULL INVERT LIQUID SUGAR (R100070) item. The quality specification will apply only to the FULL INVERT LIQUID SUGAR (R100070) item and will specify the 90-100 degrees requirement.
When the corn syrup is first received, Dawn performs the yeast and mold test but the test takes several days to receive the results. During that time, Dawn blocks the lot from being used. After the yeast and mold test results are complete, Dawn enters the results in to the quality audit. Dawn also tests the temperature at that point.
Set Up a Receiving Quality Audit
To set up a receiving quality audit, Dawn must perform the following tasks:
Create Quality Measure Codes
Create a quality procedure
Assign the quality procedure to an item and define the quality specifications
Dawn must create Quality Measure Codes for each of the following conditions that must be checked before the FULL INVERT LIQUID SUGAR (R100070) item can be released into inventory:
Osmophilic Yeast & Mold
Temperature
Dawn must also create a SUGAR SYRUPS quality procedure. After Dawn creates the quality procedure, the SUGAR SYRUPS quality procedure must be assigned to the FULL INVERT LIQUID SUGAR (R100070). When the item is received, the Receiving quality audit will be automatically created.
The temperature for the FULL INVERT LIQUID SUGAR (R100070) item must be between 90 and 100 degrees rather than between 80 and 120 degrees, which is a requirement for the SUGAR SYRUPS quality procedure. As a result, Dawn must add a quality specification to the item to override the values in the SUGAR SYRUPS quality procedure.
To create Quality Measure Codes
Choose
, enter quality measure codes, and then choose the related link.The Quality Measure Codes page opens.
On the action bar, choose New.
Add the following records:
Code Description Default Quality UOM Value Type OSMO Y&M Osmophlilic Yeast & Mold CFU/G Decimal TEMPERATURE Temperature (degrees F) F Decimal
To create a quality procedure
Choose
, enter quality procedures, and then choose the related link.The Quality Procedures page opens.
On the action bar, choose New > New.
The Quality Procedure page opens.
On the General FastTab, perform the following steps:
In the Description field, enter SUGAR SYRUPS.
In the Type field, select Item.
Turn on Block Lot Until QA Complete.
This action prevents transactions from occurring with this item’s lot until the quality audit is completed and passed.
Turn on Allow Blocked Lot Reclass.
This action allows blocked lots to be moved within a location.
On the Lines, add the following records:
| Quality Measure Code | Critical Control Point | Decimal Min | Decimal Max | | OSMO Y&M | Selected (If the yeast and mold measurement is above 40, the entire quality audit will fail.)| 0 | 40 | | TEMPERATURE | Selected. (If the temperature of the item is not between 80 and 120 degrees Fahrenheit, the entire quality audit will fail.) | 80 | 120 |
On the General FastTab, change the Status field to Certified.
To assign the quality procedure to an item and define the quality specifications
Choose the
icon, enter items, and then choose the related link.The Items page opens.
Select the item that to which the quality procedure is to be assigned, in this case, R100070, and then on the action bar, choose Manage > View.
The Item Card page opens.
On the action bar, choose Navigate > Quality > Quality Procedures.
The Item Quality Procedures page opens.
To add a line for the SUGAR SYRUPS quality procedure, perform the following steps:
In the QP Setup Code field, select the SUGAR SYRUPS quality procedure that was created.
Select the Audit on Receive check box.
The SUGAR SYRUPS quality procedure is associated with the FULL INVERT LIQUID SUGAR (R100070) item.
To return to the Item Card page, choose Back.
On the Item Card page, on the action bar, choose Navigate > Quality > Quality Specification.
The Item Quality Specifications page opens.
To set up the temperature requirement, perform the following steps:
In the QP Setup Code field, select the SUGAR SYRUPS quality procedure that was created.
The QP Setup Code value must be the quality procedure that is already associated with the item.
In the Quality Measure Code field, select TEMPERATURE.
Select the Critical Control Point check box.
In the Decimal Min field, enter 90.
In the Decimal Max field, enter 100.
Generate a Receiving Quality Audit
After the receiving quality audit is set up, Dawn can generate a receiving quality audit.
Prerequisites
A warehouse receipt was created for the FULL INVERT LIQUID SUGAR (R100070) item. The quality audit is generated when the warehouse receipt is posted.
The location that is associated with the purchase order is set up for warehouse receiving because this walkthrough is using warehouse receipts.
The person performing these steps is a warehouse employee. You must be a warehouse employee to access the warehouse receipt.
To generate a receiving quality audit
Choose
, enter warehouse receipts, and then choose the related link.The Warehouse Receipts page opens.
Select the warehouse receipt that was created for the FULL INVERT LIQUID SUGAR (R100070) item, and then on the action bar, choose Manage > View.
The Warehouse Receipt page opens.
On the Lines, in the Qty. to Receive field, ensure that a value is entered.
To assign a lot number to the item, perform the following steps:
Select the FULL INVERT LIQUID SUGAR (R100070) line.
On the Lines action bar, choose Line > Item Tracking Lines.
The Item Tracking Lines page opens.
On the action bar, choose Process > Assign Lot No..
A lot number is automatically added to the Lot No. field.
To close the Item Tracking Lines page, choose Close.
On the Warehouse Receipt page, on the action bar, choose Posting > Post Receipt.
A dialog box appears and displays a question that asks if you want to post the receipt.
Choose Yes.
A dialog box appears and displays a message that indicates that a quality audit was created.
To close the dialog box, choose OK.
A dialog box appears and displays a message that indicates that the source documents were posted.
To close the dialog box, choose OK.
View a Receiving Quality Audit
If required, a quality audit can be viewed.
To view the quality audit
Choose
, enter purchase orders, and then choose the related link.The Purchase Orders page opens.
Select the purchase order that is associated with the quality audit, and then on the action bar, choose Manage > View.
The Purchase Order page opens.
On the action bar, choose Navigate > Documents > Receipts.
The Posted Purchase Receipts page opens.
On the action bar, choose Navigate > Receipt > Quality Audits.
The Quality Audits page opens and displays the quality audit, which was generated when the warehouse receipt was posted.
In the Statistics FactBox, the Test Complete field displays that the quality audit has not been completed.
View whether a lot is blocked
When setting up the SUGAR SYRUP quality procedure, Block Lot Until QA Complete was turned on, which means that the lot that is associated with the open quality audit is blocked.
To view that the lot is blocked
Choose
, enter items, and then choose the related link.The Items page opens.
Select the item that is associated with the receiving quality audit, in this case, FULL INVERT LIQUID SUGAR (R100070), and then on the action bar, choose Manage > View.
The Item Card page opens.
On the action bar, choose Navigate > History > Entries > Ledger Entries.
The Item Ledger Entries page opens.
Select the line that includes the lot number that was received.
On the action bar, choose Navigate > Entry > Lot No. Information.
The Lot No. Information Card page opens.
On the General FastTab, Blocked is turned on.
Perform the Receiving Quality Audit
The results of the yeast and mold test have been returned, which means Dawn can perform the quality audit that is associated with the lot.
To perform a quality audit
Choose
, enter items, and then choose the related link.The Items page opens.
Select the item for which a quality audit is to be performed, in this case, FULL INVERT LIQUID SUGAR (R100070), and then on the action bar, choose Manage > View.
The Item Card page opens.
On the action bar, choose Navigate > Quality > Quality Audits.
The Quality Audits page opens.
Select the quality audit to be performed, and then on the action bar, choose Manage > View.
The Quality Audit page opens.
On the action bar, choose Process > Quality Audit Wizard.
The Quality Audit Wizard page opens.
Choose Next.
To enter the results of the yeast and mold test, in the Result Value field, enter 28.
The Result field is automatically populated with Pass.
Test Complete is turned on.
Choose Next.
To enter the temperature, in the Result Value field, enter 93.
The Result field is automatically populated with Pass.
Test Complete is automatically turned on.
The Decimal Min and Decimal Max values are 90 and 100 respectively, which reflect the quality specification that was entered for the item.
Choose Next.
To finish the audit, perform the following steps:
Turn on Post audit on Finish.
Turn on Close wizard on Finish.
Choose Finish.
The quality audit is posted. The FULL INVERT LIQUID SUGAR (R100070) item has now been released into the inventory.
View a Posted Quality Audit
If required, a posted quality audit can be viewed.
To view a posted receiving quality audit
Choose
, enter purchase orders, and then choose the related link.The Purchase Orders page opens.
Select the purchase order that is associated with the quality audit to be viewed, and then on the action bar, choose Manage > View.
The Purchase Order page opens.
On the action bar, choose Navigate > Documents > Receipts.
The Posted Purchase Receipts page opens.
On the action bar, choose Navigate > Receipt > Fin. Quality Audits.
The Finished Quality Audits page opens and displays the quality audit, which was generated when the warehouse receipt was posted.
In the Statistics FactBox, the Test Complete field displays that the quality audit has been completed.
Select the quality audit, and then on the action bar, choose Manage > View.
The Finished Quality Audit page opens.
The results of both of the tests are displayed.
View Whether a Lot is Blocked
Because the quality audit that is associated with the FULL INVERT LIQUID SUGAR (R100070) item has passed and has been completed, the lot is no longer blocked.
To view that the lot is no longer blocked
Choose
, enter Items, and then choose the related link.The Items page opens.
Select the item that is associated with the receiving quality audit, in this case, FULL INVERT LIQUID SUGAR (R100070), and then on the action bar, choose Manage > View.
The Item Card page opens.
On the action bar, choose Navigate > History > Entries > Ledger Entries.
The Item Ledger Entries page opens.
Select the line that includes the lot number that was received.
On the action bar, choose Navigate > Entry > Lot No. Information.
The Lot No. Information Card page opens.
On the General FastTab, Blocked is turned off.