Walkthrough - Updating an Item's Lot Property from a Quality Audit

In this walkthrough, you will learn what needs to be set up in order to have an item's lot property inherit a value from the results of a quality audit.

The walkthrough uses a Receiving quality audit, but the same concept applies to any type of quality audit for a lot-tracked item.

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.

A quality audit, that contains quality measure codes with a property code, will push the results of the quality measure to the item's lot property.

About This Walkthrough

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

• Set up a Receiving quality audit

  • Create the property

  • Create quality measure codes

  • Create a quality procedure

  • Assign a quality procedure to an item

• Generate the Receiving quality audit

  • Generate an Receiving quality audit

  • View the Receiving quality audit

• Perform the Receiving quality audit

  • Perform a quality audit

  • View the item's lot property

Story

The JF company has ordered 45 kilograms of whole cranberries. When the cranberries are received, they need to be visually inspected in order to determine the grade of the product. Since the grade not only applies to the quality audit, but also to the item's lot, the JF company wants the result of the quality audit grading to be copied over to the item's lot property.

Prerequisites

• GRADE property group code is defined on the Property Groups window.

• 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 a Receiving Quality Audit

The following procedures explain what needs to be set up in order to process a Receiving quality audit:

• Create the property

• Create quality measure codes

• Create a quality procedure

• Assign a quality procedure to an item

To create the property

In this walkthrough, the GRADE property will apply to the whole cranberries item's lot, which allows users to see the grade of a particular lot of cranberries.

1. Choose the Search icon, enter properties, and select Properties Measure Codes.In the Search box, enter properties, and select Properties.

2. On the Home tab, choose New.

3. Add the following record:

   Code	Description	Property Group Code	Value Type
   GRADE	Grade	GRADE	Code

   

4. On the Navigate tab, choose Code Values. The Code Property Values window opens.

   Note: Code property values are not required in order for an item to inherit the property from a quality audit.

5. Add the following records:

   Property Code	Code	Description
   GRADE	A	Grade A
   GRADE	B	Grade B
   GRADE	C	Grade C

   

6. Click OK to close the Code Property Values window.

7. Click OK to close Properties window.

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 before releasing the item into inventory.

For the JF company, that means that quality measure codes need to be created for the following:

• Visual Check

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

2. On the Home tab, choose New.

3. Add the following records:

   Code	Description	Value Type	Property Code
   VISUAL	Visual Check	Code	GRADE

   

4. On the Navigate tab, choose Quality Measure Code Values. The Quality Measure Code Values window opens.

5. Add the following records:

   Note: Code property values and quality measure codes are not required in order for an item to inherit the property from a quality audit. But if you do use code property values and quality measure codes, it is recommended that you keep the code values the same in order to keep the data consistent.

   Code	Description
   A	Grade A
   B	Grade B
   C	Grade C

   

6. Close the Quality Measure Code Values window.

7. Close the Quality Measure Codes 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 a warehouse receipt is generated, the quality procedure is used to create a quality audit related to the item on the warehouse receipt.

For the JF company, a GRADE TEST quality procedure is being created.

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 GRADE TEST.

   • Type: Select Item.

   • Block Lot Until QA Complete: Select the check box. This prevents transactions from occurring with this item’s lot until the quality audit is completed and passed.

   • Allow Blocked Lot Reclass: Select the check box. This allows blocked lots to be moved within a location.

4. Add the following records to the Lines FastTab.

   Quality Measure Code
   VISUAL

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

   

6. Close the window.

To assign the quality procedure to an item

The GRADE TEST quality procedure needs to be assigned to the whole cranberries item (JFR-00018). When the item is received, the Receiving quality audit will be automatically created.

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, JFR-00018.

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

4. Add a line for the GRADE TEST quality procedure.

   • QP Setup Code: Select the GRADE TEST quality procedure that you created.

   • Audit on Receive: Select the check box.

     

5. Close the window.

Generating a Receiving Quality Audit

This section contains the following procedures:

• Generate a Receiving quality audit

• View the quality audit

Prerequisites

• Setup procedures were completed.

• A warehouse receipt was created for the whole cranberry (JFR-00018) item.

• The location associated with the purchase order is set up for warehouse receiving since this walkthrough is using warehouse receipts. In this case, the location is MAIN.

• The person performing these steps is a warehouse employee. You need to be a warehouse employee in order to access the warehouse receipt.

To generate a receiving quality audit

1. Choose the Search icon, enter warehouse receipts, and select Warehouse Receipts.

2. Open the warehouse receipt that was created for the whole cranberry (JFR-00018) item.

3. Enter a value in the Qty. to Receive field.

4. Assign a lot number to the item. In this case, LOT0000296.

5. On the Home tab, in the Process group, click Post Receipt.

6. Click Yes at the question asking if you want to post the receipt.

7. Click OK at the message that a quality audit was created.

8. Click OK at the message that the source documents were posted. The Posted Whse. Receipt window opens.

To view the quality audit

1. Choose the Search icon, enter purchase orders, and select Purchase Orders.

2. Open the purchase order associated with the quality audit. In this case, PO0026371.

3. On the Navigate tab, in the Documents group, choose Receipts. The Posted Purchase Receipts window opens.

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

   The quality audit, which was generated when the warehouse receipt was posted, is listed.

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

   

Performing the Receiving Quality Audit

Using a defined set of standards, the warehouse employee checks the received cranberries to determine what grade to assign them. The resulting grade is then inherited by the item's lot property.

This section contains the following procedures:

• Perform a quality audit

• View the item's lot property

To perform a quality audit

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

2. Open the item card. In this case, whole cranberry (JFR-00018).

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, QA015607. 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 yeast and mold test.

   1. In the Result Value field, enter B.

   2. In the Result field, select Pass. The Test Complete check box is automatically selected.

   3. 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 item's lot property

Because a property code was associated with the VISUAL quality measure code, when a quality audit with that quality measure code is completed, the item's lot property is updated with test result.

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

2. Open the item card. In this case, whole cranberry (JFR-00018).

3. On the Navigate tab, in the Availability group, choose Entries>Ledger Entries. The Item Ledger Entries window opens.

4. Select the LOT0000296 line, which is the lot that was received and graded.

5. On the Navigate tab, in the Entry group, choose Lot No. Information. The Lot No. Information Card window opens.

   On the Properties FastTab, you can see that lot LOT0000296 has a GRADE property value of B. That value was inherited from the results of the QA015607 quality audit, which was performed when the item was received.

   

Video

How Do I: Update an Item's Property from a Quality Audit

See Also

About Quality
Quality Management Walkthroughs
JustFood Walkthroughs

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JustFood 2018 (11.00.00.00) | February 2018