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Quality Records

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What is a quality record?​

A quality record is the result — a completed inspection, saved. It shows what was checked, when, by whom, how much passed and how much was rejected, and what was decided about anything that failed. One record covers one document, with a line for each item on it.

If a rule is the "when," and a checklist is the "what," the record is the "what actually happened."

When do you use one?​

You complete a record every time an inspection is raised — most often on an incoming goods receipt, at a work order stage, or before goods are dispatched. You read records afterwards to see what passed, follow up on what failed, and watch how a supplier's quality is trending over time.

How to complete an inspection​

Step 1: Open the pending inspection​

When a rule fires, the inspection lands with the people named to inspect. Open it from your quality worklist, or from the document the goods are on.

Step 2: Go through the checklist​

For each item, work down its checklist and enter what you actually found — the readings, the yes/no answers, the visual grades. Measurement checks are marked pass or fail against their range for you; the rest you judge.

Step 3: Record the quantities​

Say how much of the batch you accept and how much you reject. The record keeps these clearly separated:

  • How much you inspected.
  • How much you accept.
  • How much you reject.

Step 4: Decide what happens to any rejects​

Whenever you reject some quantity, say what should happen to it and why. This is what turns a rejection into a record you can act on and report against.

Step 5: Save the record​

Save it. The result is stamped with who inspected and when, and — if the rule was set to block — the document it belongs to can move on only once the inspection passes.

The outcomes​

Each line, and the record as a whole, settles into one of these.

OutcomeWhat it means
PassedEverything met the mark.
FailedIt did not meet the mark.
PartialSome of the batch was accepted and some rejected.
Accepted with deviationGoods that failed were released anyway, as a governed exception (see below).
PendingThe inspection has been raised but nobody has done it yet. This is not a pass — it simply has no result yet.

On the document itself, each line shows where it stands: not required (no check applies), required (a check is due), pending (with the inspector), or one of the settled outcomes above.

What to do with rejected goods​

When you reject a quantity, you choose what happens to it, so nothing falls through the cracks:

ChoiceMeaning
Return to vendorSend it back to the supplier.
ReworkFix or reprocess it.
ScrapWrite it off.
Accept under deviationLet it through despite failing (governed — see below).
Pending decisionNot decided yet.

You can also record a reason for the defect — such as damaged, out of specification, wrong item, short shelf life, contaminated, packaging or paperwork. These reasons are what let you see your top reject causes and your worst-performing suppliers at a glance.

Accepting failed goods, on purpose​

Sometimes you need to let failed goods through — production can't wait, the customer has already agreed, the difference is within commercial tolerance. That is accept under deviation, and it is treated as the one governed override of the quality gate:

  • It needs a higher level of permission than an ordinary inspection.
  • You must give a coded reason, and the record keeps who approved it and when.

This is deliberate. A record of every exception means a rising rate of "accepted anyway" against one supplier is visible — the early sign that quality has quietly stopped being enforced.

Reading and reporting​

Every record is kept for good, so you can look back at exactly what was inspected and decided — even after the checklist has since changed, because each record holds its own copy of the checks as they were on the day. Because all inspections live together, you can see quality across everything in one place: reject rates by item or category, top defect reasons, and a supplier quality view that groups results by vendor.

Who can see and record​

  • Reading or recording an inspection uses the same access as the document the goods are on — if you can view the goods receipt or work order, you can view its quality record.
  • Accepting failed goods under deviation needs a higher level of access, because it overrides the gate.

Common issues​

A record shows "Pending"​

  • The inspection was raised but not yet done. It is not a pass — open it and complete the checks.

I can't accept failed goods through​

  • Accept under deviation needs a higher level of access than an ordinary inspection. Ask someone with edit rights on the document, or your administrator.

The document won't move on​

  • Its rule is set to Block, so it waits until the inspection passes. Complete and pass the inspection, or ask an approver about accepting under deviation.

The numbers don't add up​

  • The accepted and rejected quantities together should match the batch you inspected. Re-check the quantities you entered.

An old record looks different from the current checklist​

  • That is expected and correct. Each record keeps the checks exactly as they were when it was done, so your history stays honest even after you update the checklist.

Need help? Contact support at support@bizconnekt.com