Quality control of goods received and sent
Check goods as they come in from a supplier and before they go out to a buyer. Each check has a sheet and a sample size worked out from the lot. A failed check holds the transfer and the lot, raises a non-conformance whose decision is approved, and can lead to a corrective action. SPC charts, gauge calibration and certificates of analysis are included.
PLANSScale only
Why it matters
A wholesaler of food grains, fasteners or electricals is paid for steady quality. Yet most checking happens on paper at the godown door, if at all. When a buyer rejects a lot, there is no record of what was checked or who passed it. In SmartMy Trade every receipt and dispatch can carry its own check sheet with a sample size from the AQL table. A failed lot is held so it cannot be sold, and the decision on it is approved. A supplier who keeps failing shows up in one report.
The problem it solves
- A container of sub-standard goods is put into the godown and sold before anyone opens a carton.
- A buyer rejects a consignment, and you have no record of what was checked before it left.
- The same supplier sends short-weight bags every month, and nothing changes.
- The weighing scale and vernier used for checks were last calibrated two years ago.
How it works
- Your quality manager sets up control points under Quality > Configuration > Control Points. Each says when (Goods Received or Goods Sent Out) and for which items, categories, suppliers or customers. It also says how many to check, and the check sheet.
- When a goods receipt or delivery is confirmed, each item a point covers gets a check, with the lot size and the sample to inspect. The transfer cannot be validated until its checks are done, unless the point says otherwise.
- Your inspector opens Quality > Checks > Checks to Do. They fill in each line of the sheet (OK or Not OK, a measurement, a note or a photo). Then they add the defective pieces and press Done.
- The check passes when every required line is OK, each measurement is within its limits and the defects are within what is allowed. Otherwise it fails: a non-conformance is raised, the lot goes on hold if the point says so, and the quality managers are told.
- The non-conformance gets its decision: Use As Is, Rework, Return to Supplier or Scrap. A quality manager, or your Non-conformance approval chain, approves it. Carry Out does it: release the hold, open the return to the supplier, or scrap the quantity.
- For a repeated problem, raise a CAPA from the non-conformance. It holds the five whys, the root cause, and the actions with owners and dates. Then verification that it worked.
Everything it does
Control points
- When: Goods Received or Goods Sent Out; for chosen operation types, items, categories and parties, or all
- How many: Every Piece, Fixed Number (5 to start with), Percentage (10 % to start with) or AQL Plan
- AQL 0.65, 1.0, 1.5, 2.5 (to start with), 4.0 or 6.5: ISO 2859-1 single sampling, normal inspection, level II, sample size from the lot size
- Transfer Waits for It: on to start with
- Hold the Lot When It Fails: on to start with
- Check sheet: Pass / Fail, Measurement (target, min, max, unit), Note or Photo lines, required or not. Each has the gauge to use, and How to Check instructions
Checks
- Item, lot or serial, transfer, party, quantity received or sent, sample, defects allowed, defective pieces
- States To Do, Passed, Failed, with who checked and when
- A check cannot be finished with a gauge that is overdue or out of service
- Certificate of Analysis: printed from a lot, with its checks and measured values
Holds and non-conformances
- A lot on hold is never reserved for a delivery; Quality > Problems > Lots on Hold lists them; only a quality manager releases one
- Non-conformance: what is wrong, item, lot, transfer, party, quantity, source (Supplier, Customer Complaint, Internal, Production)
- States Open, Decision to Approve, Approved, Closed, Cancelled
- Return to Supplier opens the return of the receipt with the quantity; Scrap scraps it; Rework keeps the lot on hold
CAPA
- Raised from a non-conformance, a customer complaint, an audit or internally
- Five whys, root cause, corrective and preventive actions with owner and date
- States Draft, Plan to Approve, In Progress, To Verify, Closed, Cancelled
- Start gives each action to its owner as a to-do; Close needs the verification written and the result Worked
SPC, gauges and reports
- SPC Chart: a measurement over time on individuals and moving range charts. Control limits, points out of control and runs of 7 are marked, with Cp and Cpk
- Gauges: code, kind, range, least count, where it is, Calibrate Every (365 days to start with), In House or Outside Lab
- Status In Use, Due Soon (15 days before), Overdue, Out of Service. A failed calibration takes the gauge out of service; quality managers get a to-do when one falls due
- Supplier Quality: checks on goods received by supplier, item and result, as a pivot
- A ready Quality dashboard: checks to do, passed, failed, open non-conformances, checks by result and non-conformances by source
What it does not do
- Holds work on lots: for items without batches, the transfer waiting for its check is the only stop
- Checks are done on the web, not in the SmartMy Trade app
Who uses it
Quality InspectorDoes the checks on goods received and sent, and raises non-conformances.
Quality ManagerSets up control points and gauges, approves decisions, releases lots and runs CAPA.
StorekeeperValidates the receipt or delivery once its checks are done.
Purchase OfficerFollows supplier quality and the returns decided on non-conformances.
Where you use it
- Web: the Quality app. Dashboard, Checks (Checks to Do, All Checks) and Problems (Non-conformances, Lots on Hold, CAPA). Reports (Supplier Quality, SPC Chart) and Configuration (Control Points, Gauges)
- Web: the goods receipt or delivery shows its checks to do and failed
- Not in the SmartMy Trade app
What you control
Settings
- Per control point: when, which items and parties, and sampling (Fixed Number of 5 to start with). AQL 2.5, Transfer Waits for It and Hold the Lot When It Fails are on to start with
- Per gauge: Calibrate Every (365 days), In House or Outside Lab
- Non-conformance and CAPA approval chains: the quality managers to start with
Approvals
- Non-conformance: the decision waits for a quality manager with no set-up, or your levels, for example scrap above a quantity to the owner
- CAPA: the plan of root cause and actions waits for a quality manager, or your levels, before work starts
Notifications
- Quality Check Failed: to the Entity's quality managers, with the item, lot, transfer and what was not OK. It goes in the app inbox and by email (app push built in, not switched on yet)
- Non-conformance Decided: to the person who raised it, when the decision is approved or sent back; in the app inbox and by email
- Request Waits for Your Approval: to the approvers of a non-conformance or CAPA level; in the app inbox and by email
Questions
Does every receipt get checked?
Only those a control point covers: by operation type, item, category or supplier. Leave the filters empty to check every receipt or every delivery of the Entity.How is the sample size decided?
Choose it on the control point: every piece, a fixed number, a percentage, or an AQL plan. With AQL, the sample and the defects allowed come from the lot size, as in ISO 2859-1 level II.Can a failed lot still be sold by mistake?
No, when the lot is tracked. A lot on hold is never reserved for a delivery until a quality manager releases it or a Use As Is decision is carried out.Can we send the buyer a certificate?
Yes. Print the Certificate of Analysis from the lot: its checks with the measured values.Who decides what to do with rejected goods?
The inspector or manager proposes Use As Is, Rework, Return to Supplier or Scrap. A quality manager, or the levels of your Non-conformance chain, approves it before it is carried out.Related features
ORDERS, PURCHASE AND CREDITPurchase orders, goods receipts and supplier billsOrder from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.BILLING AND STOCKBatches and expiry with batch MRPTrack items by batch or serial number, with the expiry date and the MRP printed on each batch. See what expires in the next 30 days and what has expired, and pick the earliest expiry first when goods go out.IMPORT, EXPORT AND GROUPSImport shipments, bill of entry and landed costFollow each import from booking to the godown: its purchase orders, containers, BL, dates and bill of entry. Customs duty, freight, insurance and clearing charges are estimated first, entered as actual later, and spread into the cost of the goods received.ORDERS, PURCHASE AND CREDITSupplier claims followed until the credit noteEvery amount a supplier owes you back is a claim with the date you expect it. That covers scheme free goods, turnover discounts, rate differences, expiry and breakage returns. It stays open until you pick the supplier's credit note or write it off with a reason.ACROSS SMARTMY TRADEApproval chainsHeld sales, big purchase orders, write-offs and indents go to the right people in order before they go through. With no set-up the Trade Managers approve; you add levels, such as the owner for credit above an amount, without code.ACROSS SMARTMY TRADEDashboardsSmartMy Trade opens on a ready dashboard: sales, what customers owe, supplier bills overdue and shop days not closed. It shows sales by day and your top customers. The owner's phone opens on Today: each shop's sales, collections, dues and low stock.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.