Walkthrough - Performing an Expired Inventory Quality Audit

In this walkthrough, you will learn what needs to be set up in order to execute an Expired Inventory quality audit, and what happens during that quality audit.

An Expired Inventory quality audit is when a series of tests need to be performed on items that have expired, or that have an arbitrary expiry date and need to be checked to see if the expiry date can be extended.

Function Background

With quality audits, you first need to set up the quality measures and quality procedures.

Quality measures are individual checks that need to be completed in a quality audit. Quality measure codes are assigned to quality procedures. The same quality measure code can be assigned to multiple quality procedures.

A quality procedure is a grouping of quality measure codes. The quality procedure can then be set up so that when an event occurs, a unique quality audit is generated based on that quality procedure. The same quality procedure can be associated with different events but a unique quality audit will always be generated when the event occurs.

About This Walkthrough

This walkthrough provides an overview on how to do the following:

• Set up an Expired quality audit

  • Create quality measure codes

  • Create a quality procedure

  • Assign a quality procedure to an item

• Generate the Expired Inventory quality audit

  • Run an Inventory Expiry Analysis report

  • Generate an Expired Inventory quality audit

  • View the Expired Inventory quality audit

• Perform the Expired Inventory quality audit

  • Perform a quality audit

  • View the posted quality audit

Story

In the JF company, flour is not considered to have an expiry date. But to ensure that quality is maintained, a quality audit is performed on the flour at six month intervals. When flour is received, it is given an expiry date of 6 months. On a weekly basis, the JF Company runs the Inventory Expiry Analysis report to see what items are expired or almost expired. When the flour appears on the report, the JF Company can then run the associated quality audit to check that the flour is still in good condition.

During the quality audit, the JF company will check the moisture for ORGANIC ENR WHEAT FLOUR (R100320).

Prerequisites

• Number series defined for the Quality Procedure Setup Nos. field on the Quality Setup window.

• Number series defined for the Quality Audit Nos. field on the Quality Setup window.

Setting up an Expired Inventory Quality Audit

The following procedures explain what needs to be set up in order to process an Expired Inventory quality audit:

• Create quality measure codes

• Create a quality procedure

• Assign a quality procedure to an item

To create quality measure codes

The quality measure codes represent the different ways of recording the quality of an item. Quality measure codes need to be created for each of the conditions that need to be checked or tested.

For the JF company, that means that a quality measure code needs to be created for MOISTURE.

1. Choose the Search icon, enter quality measure, and select Quality Measure Codes.

2. On the Home tab, choose New.

3. Add the following record:

   Code	Description	Value Type
   MOISTURE	Moisture	Decimal

   

4. Close the window.

To create a quality procedure

A quality procedure groups quality measure codes, and allows you to record the desired test results. The quality procedure can then be assigned to an item. When an item is manufactured or output, the quality procedure is used to create a quality audit related to the expired item.

For the JF company, a Flour Expiry Check quality procedure is being created. This quality procedure will be used to generate a quality audit that will be used to check a sample of the flour.

1. Choose the Search icon, enter quality procedures, and select Quality Procedures.

2. On the Home tab, choose New. The Quality Procedure Setup window opens.

3. Enter information on the General FastTab.

   • Description: Enter Flour Expiry Check.

   • Type: Select Item.

4. Add the following record to the Lines FastTab.

   Quality Measure Code	Decimal Min	Decimal Max
   MOISTURE	12.5	14

5. On the General FastTab, change the Status field to Certified.

   

6. Close the window.

To assign the quality procedure to an item

The Flour Expiry Check quality procedure needs to be assigned to the flour products. In this walkthrough, the quality procedure is being assigned to the ORGANIC ENR WHEAT FLOUR (R100320) item.

Once a procedure is assigned to an item, an Expired Inventory quality audit can be generated from the QA Planning Worksheet window. When the quality audit is performed, a 1 pound sample should be tested.

1. Choose the Search icon, enter items, and select items.

2. Double-click on the item that you want to assign the quality procedure to. In this case, R100320 ORGANIC ENR WHEAT FLOUR.

3. On the Navigate tab, in the Quality group, choose Quality Procedures. The Item Quality Procedures window opens.

4. Add a line for the Flour Expiry Check quality procedure.

   • QP Setup Code: Select the Flour Expiry Check quality procedure that you created.

   • Qty. to Audit: Enter 1.

   • Unit of Measure: Select LBS.

   • Audit on Expired Inventory: Select the check box.

     

5. Close the window.

Generating an Expired Inventory Quality Audit

This section contains the following procedures:

• Run an Inventory Expiry Analysis report

• Generate an Expired Inventory quality audit

• View the Expired Inventory quality audit

Prerequisites

• Setup procedures were completed.

To run an inventory expiry analysis report

The Inventory Expiry Analysis report is used to identify items that are expired or almost expired. The JF Company has a process in place where the report is run on a weekly basis. Quality audits can then be generated as required.

1. Choose the Search icon, enter inventory expiry, and select Inventory Expiry Analysis.

2. In the Run as Date field, select the date that you want the report to run as. In this case, 9/14/2015.

3. Select the Show Detail check box.

4. In the Filters field, select a value for the Item Category Code. In this case, 06-RAWOTH.

   

5. Click Print or Preview. The report is generated for all of the items where the Item Category Code is 06-RAWOTH.

   Items that have expired goods are highlighted in red. The ORGANIC ENR WHEAT FLOUR (R100320) item is showing as expired.

   

To generate an expired inventory quality audit

1. Choose the Search icon, enter quality worksheet, and select Quality Audit Planning Worksheet.

2. Select a value in the Batch Name field.

3. On the Actions tab, choose Suggest Quality Audits.

4. Select Expired Inventory. The Suggest Quality Audits window opens.

5. Select the Clear Worksheet check box.

6. In the End Date field, enter the last date that you want the report to look for expired items.

   

7. Click OK.

   Lines are returned for items that have a blank expiry date, or an expiry date on or before the end date that was entered, AND that have an associated quality procedure where Audit on Expired Inventory was selected.

   

8. Delete the lines for which you do not want to create quality audits. In this case, delete all lines except the one for item R100320 LOT0000342. From the Inventory Expiry Analysis report, you know that this is the item that is expired, and that you want to test for quality.

9. On the Actions tab, choose Create Quality Audits.

10. Click Yes to create an audit from the QA Planning Worksheet. A quality audit is created. The Quality Audit window does not automatically open because the Open QA on Creation check box was not selected for the Flour Expiry Check quality procedure.

To view the quality audit

You can access the Expired Inventory quality audit from several places:

• Item Card window>Navigate tab>Quality Audits (All of the open quality audits for the item are listed)

• Item Card window>Navigate tab>Entries>Ledger Entries>Select lot line>Quality Audits

The Test Complete field in the Statistics FactBox shows that the quality audit has not been completed.

From the Quality Audit List, you can open the quality audit, which shows the tests/measures that need to be completed. The Inventory FastTab shows that 1 pound should be tested.

Performing the Expired Inventory Quality Audit

The JF Company can test one pound of the ORGANIC ENR WHEAT FLOUR (R100320) item, lot LOT0000342, and when it passes the audit, the expiry date for that lot can be changed to six months in the future (since the flour is tested every six months).

This section contains the following procedures:

• Perform a quality audit

• View the posted quality audit

To perform a quality audit

1. Choose the Search icon, enter items, and select Items.

2. Open the item card. In this case, ORGANIC ENR WHEAT FLOUR (R100320).

3. On the Navigate tab, in the Quality group, choose Quality Audits. The Quality Audit List window opens.

4. Open the quality audit. In this case, QA015670. The Quality Audit window opens.

5. On the Home tab, in the Process group, choose Quality Audit Wizard. The Quality Audit wizard opens.

6. Click Next.

7. Enter the results of the moisture test.

   1. In the Result Value field, enter 13.1. The Result field is automatically populated with Pass. The Test Complete check box is automatically selected.

   2. Click Next.

8. Finish the audit.

   1. Select the Post audit on Finish check box.

   2. Select the Close wizard on Finish check box.

   3. Click Finish.

      The quality audit is posted.

To view the posted quality audit

Once the production order is finished, you can view the finished quality audit from the Item Card window>Navigate tab>Availability group>Finished Quality Audits (All of the finished quality audits for the item are listed).

The Test Complete field in the Statistics FactBox shows that the quality audit has been completed.

From the Finished QA List, you can open the finished quality audit, which shows the results.

Video

How Do I: Perform an Expired Inventory Quality Audit

See Also

About Quality
Quality Management Walkthroughs
JustFood Walkthroughs

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JustFood 2018 (11.00.00.00) | February 2018