Phases of Quality Control in Business Central – 3

• Welcome back to our series on navigating the GMP-compliant quality control module in Business Central! In our previous blog, we took you through the process up to the Goods Receipt Note (GRN), laying the foundation for efficient and compliant quality management.

In this blog, we’ll dive deeper into an equally important aspect of the process: the quality control of raw materials and packing materials. Ensuring that your raw materials meet the necessary standards is crucial for maintaining product integrity and compliance with regulatory requirements. Let’s explore how Business Central helps streamline this critical step in the manufacturing process.

Previously, we discussed the process of posting a purchase order in Business Central, which triggers several behind-the-scenes actions. When the purchase order is posted, the system generates a posted purchase receipt along with an inspection datasheet document. This seamless integration ensures that both the material tracking and quality control processes are aligned.

In the background, the system also handles the transfer of items between locations.

For instance, the raw material (RM) item gets posted to the location specified in the purchase order. If the item is Quality Control (QC) enabled, an inspection datasheet is automatically created upon posting. The system then transfers the item from the purchase order location to an “undertest” location, where the quality control checks are carried out before the materials are accepted into stock.

Inspection Datasheet

When a Goods Receipt Note (GRN) is created, an inspection datasheet is automatically generated. This datasheet pulls details from the posted purchase order, such as product information, quantities, and other relevant data. 

The document type for this datasheet is classified as “Purchase” to indicate that it pertains to a purchased item from a vendor.  

 Users have the ability to edit the sample quantity on the inspection datasheet. This allows for flexibility in determining how much of the received goods will be inspected or tested

• • When an inspection datasheet is generated from the Goods Receipt Note (GRN), the Specification ID specified on the Purchase Order (PO) for each item is automatically transferred to the datasheet. The Specification ID links to a detailed set of standards or criteria that are predefined for the item (e.g., testing methods, acceptable ranges for quality attributes).

• • The user performs the required testing on the received goods, and after testing, the user records the test results (e.g., pass/fail, measured values) in the specification table on the inspection datasheet.

• • After all the data is filled and verified, the user posts the inspection datasheet. Posting the datasheet signifies that the inspection process is complete, and the items are ready for further processing or acceptance. 
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  • Once posted, the system creates a final, official version of the inspection datasheet, capturing all test results and any other relevant data entered during the QC process.

• • Along with the posted datasheet, the system generates an Inspection Receipt. This receipt serves as confirmation that the goods have passed or failed inspection, and it also indicate the status (e.g., approved or rejected)

Inspection Receipt

• • On the Inspection Receipt page, the user will review the test results and specifications from the inspection datasheet.

• • a) Based on these results, the user decides whether to accept or reject the lot.
    • • Accept: If the results meet the required specifications.
    • • Reject: If the results fail to meet the specifications.

• • b) After making the acceptance or rejection decision, the user will enter the location and bin information for the lot to be transferred.
    • • Undertest Location: Initially, the lot is in a holding or undertest location.
    • • Accepted Lot: If the lot is accepted, the user will move it to an appropriate approved location (e.g., RM-approve for raw materials).
    • • Rejected Lot: If the lot is rejected, the user will move it to a rejected location (e.g., RM-reject for raw materials).

• • The bins will vary based on whether the lot is accepted or rejected and its type .Once posted, the system creates a final, posted inspection receipt. This document becomes part of the system’s records, confirming the final status of the lot.

• • The lot is moved to its designated location (approved or rejected), and inventory records are updated accordingly.

• • A transfer entry will be created in the Item Ledger to reflect that the material has been moved to an approved/Rejected location (e.g., RM-approve/reject).

c) Posted inspection receipt

• • On the posted inspection receipt page, the user can initiate the generation of the COA report.

• • The Certificate of analysis(COA) report contains detailed test results, pass/fail statuses, specifications, and approval information, providing a formal certificate of compliance.

Conclusion:

In this blog, I’ve highlighted how a streamlined Quality Control (QC) process ensures that only materials meeting your standards are accepted into inventory. From automated inspection datasheets to real-time inventory updates and generating Certificates of Analysis (COA), you can be confident in the quality and compliance of every batch.

Why It Matters for Your Business:

• • a) Ensure Consistent Quality: Only accept materials that meet your standards.

• • b) Save Time: Automation reduces manual work and errors.

• • c) Stay Compliant: Easy access to COAs for audits and regulatory checks.

• • d) Build Trust: Your customers will appreciate your commitment to quality.

Ready to optimize your QC process and improve efficiency? We hope you found this blog useful, and if you would like to discuss anything, you can reach out to us at transform@cloudfonts.com.