Walkthrough: Perform a Receiving Quality Audit

This walkthrough demonstrates the steps that are required to set up and process a receiving quality audit, as well as what happens during that quality audit.

A receiving quality audit is a series of tests that an item must pass after the item has been received.

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

  • Generate a receiving quality audit

  • View a receiving quality audit

  • View whether a lot is blocked

  • Perform a receiving quality audit

  • View a posted receiving 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 high fructose corn syrup (R100080). The truck has arrived at the MAIN location, and the item has been received, but before the item can be released in to inventory, Fred must perform the following tests:

  • Measure the yeast and mold levels

  • Measure the tank temperature

When the corn syrup is first received, Fred performs the yeast and mold test. It takes several days to receive the results of the test. During that time, Fred has to block the lot from being used. After the yeast and mold test results are complete, Fred can enter the results in to the quality audit. Fred also tests the temperature at that point.

Set Up a Receiving Quality Audit

To set up a receiving quality audit, Fred performs the following tasks:

  • Fred creates Quality Measure Codes for the following items:

    • Osmophilic Yeast & Mold

    • Temperature

  • Fred creates a SUGAR SYRUPS quality procedure.

  • Fred assigns the SUGAR SYRUPS quality procedure to the HIGH FRUCTOSE CORN SYRUP (R100080) item. When the item is received, the receiving quality audit will be automatically created.

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. 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 add the records, for each record, perform the following steps:

    1. On the action bar, choose New.

    2. In the Code field, enter a code, for example, OSMO Y&M.

    3. In the Description field, enter a description, for example, Osmophlilic Yeast & Mold.

    4. In the Default Quality UOM field, enter a value, for example, CFU/G.

    5. In the Value Type field, enter a value, for example, 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 FastTab, perform the following steps:

    1. In the Description field, enter SUGAR SYRUPS.

    2. In the Type field, select Item.

    3. 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.

    4. Turn on Allow Blocked Lot Reclass.

      This action allows blocked lots to be moved within a location.

  4. 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

  5. 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 that to which the quality procedure is to be assigned, in this case, R100080, 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 line for the SUGAR SYRUPS quality procedure, perform the following steps:

    1. In the QP Setup Code field, select the SUGAR SYRUPS quality procedure that was created.

    2. Select the Audit on Receive check box.

Generating a Receiving Quality Audit

After the receiving quality audit is set up, Fred can generate a receiving quality audit.

Prerequisites

  • A warehouse receipt was created for the HIGH FRUCTOSE CORN SYRUP (R100080) item.

  • The location that is associated with the purchase order is set up for warehouse receiving because this walkthrough is using warehouse receipts.

  • Fred is set up as a warehouse employee. Only warehouse employees can access a warehouse receipt.

To generate a receiving quality audit

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

    The Warehouse Receipts page opens.

  2. Select the warehouse receipt that was created for the HIGH FRUCTOSE CORN SYRUP (R100080) item, and then on the home tab, choose Manage > View.

    The Warehouse Receipt page opens.

  3. On the Lines, in the Qty. to Receive field, ensure that a value is entered.

  4. To assign a lot number to the item, perform the following steps:

    1. Select the HIGH FRUCTOSE CORN SYRUP (R100080) line.

    2. On the Lines action bar, select Line > Item Tracking Lines.

      The Item Tracking Lines page opens.

    3. On the action bar, choose Process > Assign Lot No..

      A lot number is automatically added to the Lot No. field.

    4. To close the Item Tracking Lines page, choose Close.

  5. 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.

  6. Choose Yes.

    A dialog box appears and displays a message that indicates that a quality audit was created.

  7. To close the dialog box, choose OK.

    A dialog box appears and displays a message that indicates that the source documents were posted.

  8. To close the dialog box, choose OK.

View a Receiving Quality Audit

If required, a quality audit can be viewed.

To view a quality audit

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

    The Purchase Orders page opens.

  2. 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.

  3. On the action bar, choose Navigate > Documents > Receipts.

    The Posted Purchase Receipts page opens.

  4. 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

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

    The Items page opens.

  2. Select the item that is associated with the receiving quality audit, in this case, HIGH FRUCTOSE CORN SYRUP (R100080), and then on the action bar, choose Manage > View.

    The Item Card page opens.

  3. On the action bar, choose Navigate > History > Entries > Ledger Entries.

    The Item Ledger Entries page opens.

  4. Select the line that includes the lot number that was received.

  5. 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 a Receiving Quality Audit

The results of the yeast and mold test have been returned, which means Fred can perform the quality audit that is associated with the lot.

To perform a receiving quality audit

  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 for which you want to perform a receiving quality audit, in this case, HIGH FRUCTOSE CORN SYRUP (R100080), 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.

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

    The Quality Audit page opens.

  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 yeast and mold test, in the Result Value field, enter 28.

    The Result field is automatically populated with Pass.

    Test Complete is automatically turned on.

  8. Choose Next.

  9. 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.

  10. Choose Next.

  11. 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. The HIGH FRUCTOSE CORN SYRUP (R100080) item is now released into the inventory.

View a Posted Receiving Quality Audit

If required, a posted receiving quality audit can be viewed.

To view a posted receiving quality audit

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

    The Purchase Orders page opens.

  2. 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.

  3. On the action bar, choose Navigate > Documents > Receipts.

    The Posted Purchase Receipts page opens.

  4. 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.

  5. 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 HIGH FRUCTOSE CORN SYRUP (R100080) item has passed and has been completed, the lot is no longer blocked.

To view that the lot is no longer blocked

  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 that is associated with the receiving quality audit, in this case, HIGH FRUCTOSE CORN SYRUP (R100080), and then on the action bar, choose Manage > View.

    The Item Card page opens.

  3. On the action bar, choose Navigate > History > Entries > Ledger Entries.

    The Item Ledger Entries page opens.

  4. Select the line that includes the lot number that was received.

  5. 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.

See Also

Quality

Quality Management Walkthroughs

JustFood Walkthroughs