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A Quality Inspection records the results of checking materials or finished goods against defined quality standards. In manufacturing, inspections happen at three key points: when raw materials arrive from suppliers, during production at critical operations, and when finished goods come off the line. Every inspection creates a permanent record of what was checked, who checked it, and whether the goods passed or failed.

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Who Uses This Feature

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Before You Start

Before performing a quality inspection, make sure:
  • A Quality Inspection Template exists for the item being inspected (defines what parameters to check)
  • The item’s record or the BOM has quality inspection enabled
  • A linked transaction exists (Purchase Receipt, Work Order, or Job Card)

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When Quality Inspections Are Triggered

Quality Inspections can be triggered at these points: The system only requires a quality inspection if:
  • The item is set to require incoming/outgoing inspection in its Item record
  • The BOM has Quality Inspection Required ticked
  • The Job Card has a Quality Inspection Template linked

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Setting Up a Quality Inspection Template

Before running inspections, create an Inspection Template that defines the checks to perform.
1

Open Quality Inspection Template

Go to the Stock workspace → Tools card → Quality Inspection Template, then click New.
2

Name the template

Give the template a clear name (e.g., “Steel Rod Incoming Inspection,” “Final Assembly Check”).
3

Add inspection parameters

In the Criteria table, add each quality parameter to check:
  • Parameter — what is being measured (e.g., Diameter, Surface Finish, Tensile Strength)
  • Acceptance Criteria — what value or condition constitutes a pass
  • Type — Numeric, Text, or Pass/Fail
4

Save the template

Click Save. The template can now be linked to items and BOMs.

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Performing a Quality Inspection

1

Open Quality Inspection

Go to the Stock workspace → Tools card → Quality Inspection, then click New. Alternatively, open the linked transaction (Purchase Receipt, Job Card, or Work Order) and click Create Quality Inspection.
2

Select the inspection type

Choose:
  • Incoming — for supplier materials
  • In Process — for production-stage checks
  • Outgoing — for finished goods
3

Link the reference document

Link the relevant transaction:
  • For incoming: select the Purchase Receipt and item
  • For in-process: select the Job Card or Work Order
  • For outgoing: select the Stock Entry (Manufacture type)
4

Select the Quality Inspection Template

Choose the appropriate template for this item and inspection type. The Criteria table populates with all the parameters to check.
5

Record inspection results

For each parameter in the Criteria table:
  • Enter the Reading Value (the actual measured value)
  • The system compares it to the acceptance criteria and marks it as Accepted or Rejected
6

Record overall result

Based on the individual parameter results, the overall inspection result is either Accepted or Rejected.
7

Save and submit

Click Save then Submit. The Quality Inspection record is finalised.
Quality Inspection form showing criteria table with parameters, readings, and acceptance status

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What Happens After an Inspection

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If the Inspection Passes (Accepted)

  • For an incoming inspection: the Purchase Receipt can be completed and goods go into stock
  • For a final inspection: the Manufacture Stock Entry can be submitted and finished goods go into the warehouse

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If the Inspection Fails (Rejected)

  • The goods are quarantined — they cannot be moved to the main warehouse until the situation is resolved
  • A Non Conformance record should be raised to document the failure and initiate corrective action
  • The goods may be returned to the supplier (purchase rejection), reworked (corrective Job Card), or scrapped

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Field Guide

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Quality Management (Beyond Inspections)

The full Quality Management workspace includes additional tools for managing quality systematically:

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Reports and Monitoring

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Dashboard Charts

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Number Cards

Monthly Quality Inspection shows how many inspections have been completed this month, giving the Quality Manager a quick view of inspection activity.

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Best Practices

Inspect before accepting stock into the main warehouse. Do not skip incoming inspections to save time. A single batch of substandard materials that enters production can cause much more costly failures downstream. Use sampling for high-volume batches. You do not need to inspect every unit. Set a sensible sample size in the inspection record and document the sampling method in the procedure. Raise a Non Conformance for every failure. Do not close a rejected inspection without creating a Non Conformance record. The Non Conformance drives corrective action and keeps a permanent record of the failure. Use the same template consistently for each item. Inconsistent inspection criteria make it impossible to track quality trends. Every inspection of the same item should use the same template. Keep the Inspected By field accurate. If there is ever a quality dispute, knowing exactly who performed the inspection is important for accountability and investigation.

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Troubleshooting

The Quality Inspection option is not appearing on my Purchase Receipt: Check the item’s settings to ensure the inspection type is enabled (Incoming). This is set on the Item record itself. I cannot submit the manufacture Stock Entry because an inspection is pending: The BOM for this item has Quality Inspection Required enabled. The inspection must be completed and accepted before the finished goods can be received. The criteria table is empty when I create an inspection: No Quality Inspection Template has been linked. Select the appropriate template from the template field.
  • Bill of Materials — BOM-level setting for quality inspection required
  • Job Card — in-process quality inspections are triggered from Job Cards
  • Work Order — finished goods inspections block manufacture completion until passed
  • Purchase Receipt — incoming inspections are linked to Purchase Receipts