Who Uses This Feature
Before You Start
To run quality inspections you need:- Quality Inspection Templates created for each item that requires inspection
- The item configured with “Inspection Required before Purchase” enabled
- At least one user with the Quality Inspector role
Setting Up a Quality Inspection Template
An Inspection Template defines the checklist for a product: what parameters to inspect, how to measure them, and what the acceptable range is.- Go to Stock workspace → Tools → Quality Inspection Template
- Click New
- Give the template a name (e.g., “Almonds Incoming Inspection”)
- In the Readings table, add each parameter you inspect:
- Save the template
Linking the template to an item
- Open the item record (e.g., Raw Almonds)
- In the Quality section, link the inspection template you just created
- Enable Inspection Required before Purchase
- Save
Running an Incoming Inspection
When goods arrive from a supplier and the Warehouse Manager submits the Purchase Receipt, a Quality Inspection record is automatically created. The goods are held in the receiving area until the inspection is complete.Step-by-step inspection process
- Go to Stock workspace → Tools → Quality Inspection (or click the alert notification if enabled)
- Open the inspection record for the batch
- Review the details at the top: item, batch number, reference Purchase Receipt, sample size, and inspection date
- In the Readings table, enter the actual measured values for each parameter
- Add any Remarks for unusual findings or observations
- Set the overall Status at the top to Accepted or Rejected
- Submit the inspection
What Happens After the Inspection
If the batch is Accepted
The Purchase Receipt is automatically updated and the stock enters the warehouse with full batch details. The accepted batch is now available for sale and for manufacturing.If the batch is Rejected
The batch is quarantined. It is moved to the Rejected Goods warehouse via a Stock Entry so it does not mix with usable stock. Next steps for a rejected batch:- Notify the supplier with the inspection results (the Quality Inspection can be printed and sent)
- Agree on a resolution: replacement, credit note, or partial acceptance
- Process a Purchase Return (a reverse Purchase Receipt) to send the goods back
- The supplier raises a credit note or replacement delivery
Field Guide: Quality Inspection
Quality Management Features
Beyond incoming inspections, the Quality Management module includes tools for managing long-term quality improvement.Quality Goals
Set measurable quality targets for your business. For example:- “Rejection rate from Supplier X should be less than 3% per quarter”
- “Moisture content in received almonds should average below 6%”
Quality Review
A periodic (monthly or quarterly) review that checks your actual performance against the goals you set. The review can generate Quality Actions when a target is not being met.Non-Conformance
Records instances where a product or process did not meet the defined standard. A Non-Conformance can be created from a failed Quality Inspection or from a customer complaint about product quality.Quality Action
Documents the corrective action taken in response to a Non-Conformance or Quality Review finding. Each action has an owner, a target date, and a completion status so nothing is forgotten.Quality Feedback
Collects structured feedback about product quality from customers or internal teams. Useful for capturing informal quality observations that do not rise to the level of a formal Non-Conformance.Notifications and Alerts
The system does not send automatic email alerts for Quality Inspections by default, but you can set up custom notifications from Bizaxl platform → Notifications if needed. Recommended: configure an Assignment Rule that automatically assigns incoming inspection records to the Quality Inspector role, so the right person is notified as soon as a Purchase Receipt is submitted.Best Practices
- Create a separate Inspection Template for each product category (almonds, cashews, raisins) rather than one generic template. Different products have different quality parameters
- Set a sample size that is statistically meaningful for the batch size. For a 500kg delivery, inspecting just 1 KG is not adequate
- Record the inspection the same day goods arrive. Delayed inspections create ambiguity about when defects occurred
- Print the Quality Inspection report and file it with your delivery records for audit purposes. FSSAI audits may require evidence of incoming quality checks
- When a supplier’s rejection rate is high, raise the issue in the Supplier Scorecard and use it as leverage to negotiate better quality guarantees or lower prices
Troubleshooting
Quality Inspection was not created automatically when the Purchase Receipt was submitted. Check two things on the item record: “Inspection Required before Purchase” must be enabled, and a Quality Inspection Template must be linked. Both must be set for automatic creation. The batch is showing in stock even though the inspection was rejected. The Purchase Receipt may have been submitted before the inspection was complete. Create a Stock Entry to move the batch to the Rejected Goods warehouse immediately. I cannot find the pending inspection to open it. Go to Stock workspace → Tools → Quality Inspection and filter by Status “Open”. All pending inspections will be listed there.Related Features
- Items - Linking inspection templates to items
- Procurement - The purchasing process that triggers incoming inspections
- Inventory Management - Managing rejected stock
- Manufacturing - In-process quality checks during production