QC Results Entry - Purchasing

Quality Control is a major method of providing process control within Deacom, such as when tests are required for Raw Materials received on Purchase Orders. The use of Purchase Order QC testing is an optional feature with a wide array of applications ranging from completely turned off to extremely strict requirements. The QC Result Entry transaction located on the Purchasing menu within the main application is exclusively for the following and directs the user to the main Quality Control Results form and all sub-forms used to add, modify, and complete tests.

  • Testing of items received on Purchase Orders.
  • The testing of items returned on Sales Orders.
  • Entry of Pre-Receipt QC tests prior to Purchase Order receipt.
  • Stability Testing - For additional information see the Stability Testing Logic section below.

Quality control is established on an item by item basis via the assignment of Quality Control Groups and Items may contain multiple Quality Control Groups. 

Un-Grouping/Re-Grouping Lots

Once Lots are tested as part of a group, when entering results again at a later time, selecting one Lot will automatically select the other already-tested Lots. An example of when this would happen is when testing pallets of material. For Lots already tested, attempting to test that Lot with other untested Lots is not allowed by the system. The Standard report in QC Result Entry now contains an "Un-Group" button, which users that have the security setting "Quality Control -- Un-Group QC" set to yes may use. When this button is clicked, the Lots on the right-hand side of the mover form that have the same QC Groups will be un-grouped and all previously entered QC results will be cleared.

Previously un-grouped lots/QC results can be re-grouped. Results that have been re-grouped will only show new QC results after the re-group has taken place, with no way of viewing the previously entered QC results. See the list below for additional details:

  • Once the lots/QC results have been un-grouped via the "Un-Group" button they will move to the left side of the PO QC Items form.

  • Moving a single previously un-grouped lot will only move that lot back to the right side of the form and not the others. This is because the lots have been ungrouped and no longer have grouped QC results. Users have the option now of moving the other lots that were un-grouped to the right side of the form. In this way, the re-grouping of lots for QC entry is accomplished.

    Once moved to the right side of the form, new QC results may be entered and applied. Previously entered QC results will not be displayed on the QC entry form, nor will these previously results be available for display on the C of A document.

Pre-Receipt QC testing

Pre-Receipt QC Testing allows companies to enter Quality Control Test results for items prior to actually receiving the Purchase Order based on the QC specifications provided by Vendors, generally via a Certificate of Analysis. This process is useful in situations where companies have strong relationships with their Vendors and the Vendor has a track record of accurate QC reporting. When Purchase Orders are received, the system checks to see if there is a Pre-Receipt QC record for the Vendor and Part selected on the Purchase Order or for the Purchase Order itself. Deacom security settings associated with normal QC Result Entry process are also enforced when entering Pre-Receipt QC test results.

System Navigation

  • Purchasing > QC Result Entry

PO Quality Control pre-filter

Field

Description

Continue

Displays the list of PO and SO lines based on the selection criteria.

Report Type

Pick list used to determine the kind of report to generate. Options are:

  • Standard - Lists all received Purchase Order lines and Sales Order lines with returned material that require testing.
  • Pre-Receipt QC - Lists all Vendor Part combinations that have QC results entered.

Purchase Order

Search field used to select a specific order on which to perform QC testing. 

Vendor

Search field used to filter Lots to be tested based on a specific Vendor.

  • All Purchase Orders for this Vendor that contain items to be tested will be displayed in the list.

Part Number

Search field used to filter Lots to be tested based on a specific Part.

  • All orders that contain this Part will be displayed in the list.
  • The User 1-4 (pr1-4_user) and Item Search 1-5 (p1-5_name) fields are available to the grid in the part number search field.

User Lot

Filters for System Lots to be tested that share the same User Lot.

  • Useful in situations where multiple Lots that share the same User Lot are purchased on multiple orders and customers wish to apply QC on all items with the same User Lot at once.

Facility

Search field used to filter Lots to be tested based on the selected Facility.

  • If User Restrictions are enabled, the user will only be able to view orders containing items marked for QC for the restricted Facility.

Facility Group

Search field used to filter Lots to be tested based on the Facilities that belong to the selected Facility Group.

  • If User Restrictions are enabled, the user will only be able to view orders containing items marked for QC for Facilities within the restricted Facility Group.

QC Group

Search field used to filter Lots to be tested based on the Quality Control Group assigned to the Part's Item Master QC/Stability Tests tab. 

QC Test

Search field used to filter Lots to be tested based on the Quality Control Group that contains the selected Quality Control Test.

Group Status

Filters Lots based on the current status of QC Groups. Options are: 

  • All - Indicates that all QC Groups should be included regardless of whether or not results have been entered, passed, or failed.
  • Failed - Indicates results have been entered that do not pass the testing requirements.
  • Ready For Approval - Indicates results have been entered but QC has not been marked as finished or approved.

Test Status

Filters Lots to be tested based on the current value entered for individual QC tests. Options are: 

  • All - Displays all PO line items whose QC Group contains this test regardless of whether a value is entered or not.
  • No Value - Displays PO lines which contain this test but have no value entered.
  • Out Of Spec - Displays PO lines which contain this test but have a value outside the min/max range specified.
  • Within Spec - Displays PO lines which contain this test and whose values are within the min/max range specified.

Attribute 1-3

Filters Lots to be tested based on the values in their Attribute fields.

Display

Pick list used to display Active or Inactive Pre-Receipt QC entries based on the criteria set on the pre-filter.

  • Only available when selecting a "Report Type" of "Pre-Receipt QC."

Standard report

Opened via the "Continue" button on the PO Quality Control pre-filter with a "Report Type" of "Standard" selected. The Standard report displays a mover form that lists all lines requiring testing on the left side and allows the use of the move and remove buttons to select lines that will be tested, which are displayed on the right side. Information displayed for the lines listed include order number, QC Group, Vendor, Received date, Part and Description, Lot, and Quantity.

Button

Description

Continue

Displays the Quality Control Results form to continue with QC testing. Refer to the Quality Control Results page for field definitions on the forms used for the continuation of this process.

  • QC testing may be performed on multiple items simultaneously, provided the items share the same QC Group.

Un-Group

If clicked, the Lots on the right-hand side of the mover form that have the same QC Groups will be un-grouped and all previously entered QC results will be cleared.

  • Requires the security setting "Quality Control -- Un-Group QC" set to yes.

Pre-Receipt QC report

Opened via the "Continue" button on the PO Quality Control pre-filter with a "Report Type" of "Pre-Receipt QC" selected. The Pre-Receipt QC report lists all previously entered Pre-Receipt QC tests and allows the user to modify those records via the "Modify" button or enter new records via the "Add" button. Information displayed in the report includes Vendor, Part Number, Facility and Facility Group, User Lot, and the Lot Attributes.

Edit Pre-Receipt QC form

Opened via the "Add" or "Modify" buttons on the Pre-Receipt QC report, the Edit Pre-Receipt QC form is used to add or modify Pre-Receipt QC tests and assign the results to specific Purchase Orders, if desired, which are listed in the Pre-Receipt QC Purchase Orders section of the form.

Button/Field/Flag

Description

Edit QC

Displays the Quality Control Results form to continue with QC testing. Refer to the Quality Control Results Encyclopedia page for field definitions on the forms used for the continuation of this process.

Vendor

Defines the Vendor that will be linked to the Pre-Receipt QC tests.

Part Number

Defines the Part Number that will be linked to the Pre-Receipt QC tests.

Vendor Part

Defines the Vendor Part Cross Reference associated with the Part Number above.

Lot Number

Indicates the specific User Lot number applicable to the entered Pre-Receipt QC tests.

Facility

Defines the Facility to which the entered Pre-Receipt QC tests are applicable.

Facility Group

Defines the Facility Group to which the entered Pre-Receipt QC tests are applicable.

Attribute 1-3

Indicates the Lot Attributes for the Part Number and Lot specified on this form.

  • Captions for these fields are managed via System > Options > Inventory tab.

Lot Date

Indicates the Lot date.

  • If populated, the system will inherit this date to the received Lot upon receiving the Purchase Order.
  • Supports the business case that the recording of Lot dates is a QC function, not a purchasing function.

Active

If checked, this record is active. Only active records will be evaluated by the system during Purchase Order receipt.

Add

Opens the Edit Pre-Receipt QC Purchase Order form, which is used to select a specific Purchase Order for which results may be used.

Modify

Opens the Edit Pre-Receipt QC Purchase Order form, which is used to modify the selected Purchase Order for which results may be used.

Stability Testing Logic

Purchasing stability testing is available via Purchasing > QC Results Entry. The methodology used by Deacom to handle stability testing is handled according to the following logic:

  • Date Logic - Lots requiring Stability Testing will automatically be moved into a QC status of Pending QC once the stability test date is reached. The "time clock" for when to place a lot into stability testing starts from the date the lot was previously tested. The field containing the date the lot was previously tested is stored via dtqc5.q5_date. See the data dictionary for additional information on this field. The stability testing time calculation is therefore: last lot QC test date (dtqc5.q5_date) plus number of days listed in the "Stability Days" field on the Edit QC/Stability Tests form.
  • QC Status Logic - As indicated in the previous bullet point, lots requiring stability testing will automatically be placed into the Pending QC status when the lot hits it's stability testing date, where it will be unavailable for normal issuing, reserving, and shipping.
  • Stability Testing Check Logic: The "Run Automated Processes" checkbox on the Deacom Web Service form needs to be checked in order for the system to automatically check for lots requiring stability testing. When this box is checked, the system will conduct the check when the application is started and once a day at midnight.

Note: Beginning with version 16.07.001, Deacom offers the ability to perform stability testing not just for lots received on Purchase Orders, but also lots received on Inter-Company Transfers, and Sales Order Returns. Additional information on using the various stability testing features in Deacom are available in the purchasing and stability links in the Related Pages section at the bottom of this page.

Related Pages