# Quality Inspection
A Quality Inspection records the quality check of an item on a source transaction — a receipt note, delivery note, inventory transfer, or production document. It captures readings against the parameters of a QC template and resolves to a pass or fail result, which is reflected back on the source transaction. A Quality Inspection records results only; it does not move stock or post to your accounts.
Overview & List View
The Quality Inspections list shows every inspection with its id, date, who verified and inspected it, the source transaction type, the item, and the result status. Use the quick filter tabs to switch between views, and Advanced Filters to narrow the list. From the list you can open an inspection, edit a draft, or delete a draft.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Inspection ID | Inspection reference number. |
| Date | Inspection date and time. |
| Verified By | Employee who verified the inspection. |
| Inspected By | Employee who carried out the inspection. |
| Transaction | Source transaction type the inspection belongs to. |
| Item | Item being inspected. |
| Status | Result status of the inspection. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All inspections except cancelled ones. |
| Passed | Inspections that passed. |
| Draft | Inspections saved but not yet approved. |
| Failed | Inspections that failed. |
| Cancelled | Inspections that have been cancelled. |
Advanced Filters
Id, Bill No, Transaction Type, Verified By, Inspected By, Item, Notes, Status, Date, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
> Quality Inspections are created from a source transaction rather than from a standalone New button — for example by starting a quality inspection on an Inventory Transfer or Receipt Note.
Setup & Prerequisites
Before an inspection can be started from a transaction, quality inspection has to be turned on for your company, a template has to exist, and the item has to be told to require QC. Complete these three steps once per item you want to inspect.
Step 1 — Enable quality inspection for the company
Quality inspection features — the Quality Inspection Template screen, the QC options on the item, and this Quality Inspection screen — appear only when quality inspection is enabled for your company. If you do not see these options, ask your administrator to enable it.
Step 2 — Create a quality inspection template
The template is the checklist of parameters an inspector fills in. Go to Inventory → Settings → Quality Inspection Templates and click New.
- Give the template a Name.
- Add one or more Parameters. For each, set a Name and a Type — Numeric (checked against Min Value/Max Value), Value (checked against an Acceptance Value chosen from Options), or Text (checked against an Acceptance Value).
- Turn on Is Required for any parameter the inspector must record before the inspection can pass.
See Quality Inspection Template for the full field reference.
Step 3 — Enable QC on the item and choose transactions
Open the item under Inventory → Items (or create a new one) and go to the Inventory section.
- Turn on Required QC.
- Select the QC template to use. This is required once Required QC is on.
- Under Select Transactions in which Quality Inspection required, choose one or more of: Delivery Note, Receipt Note, Inventory Transfer, Issue For Production, and Receipt From Production.
- Save the item.
From now on, whenever this item is used on one of the selected transactions, that transaction will require a quality inspection for the item's line.
> Only these five transactions support quality inspection. Purchase and sale invoices, orders, and quotations do not carry a QC status. See Item → Quality inspection.
End-to-End Workflow
This is the full path from creating a transaction to approving it once QC is complete. The example uses a Receipt Note, but a Delivery Note, Inventory Transfer, Issue For Production, or Receipt From Production behaves the same way.
1. Create the source transaction
Add the QC-enabled item to a receipt note and Save it.
2. QC tracking appears on save
Because the item requires QC for this transaction type, the saved transaction now shows quality inspection tracking:
- A QC status tag on the document header, starting at QC Pending.
- A QC column in the items table. Lines that need inspection show QC Pending; lines that do not require QC show NA.
- A Start Quality Inspection action in the toolbar while the document is a Draft.
The QC column and status are set automatically on save — there is nothing to fill in on the transaction form itself.
3. Approve is held until QC is done
While any line is still QC Pending, the Approve action on the transaction is hidden, so goods cannot be approved before they are inspected.
4. Start the inspection
Open the inspection in either of two ways:
- Click Start Quality Inspection in the toolbar, or
- Click the QC cell on an item line.
For a line that has no inspection yet, a new Quality Inspection opens pre-filled with the transaction, the item, and the item's QC template — the template's parameters become the reading lines. If an inspection already exists for that line, its record opens instead. Lines marked NA do not open an inspection.
5. Record the readings
Set Verified By, Inspected By, and the Sample quantity, then record the readings (up to three) for each parameter. Required parameters must have at least the first reading. See Readings.
6. Save or approve the inspection
- Save — keeps the inspection as a Draft so you can finish it later.
- Save And Approve — evaluates the readings and sets the result in one step.
- Approve — from a draft inspection's view, evaluates the readings.
On approval each reading is checked against its parameter: a Numeric reading must fall within the min/max range, and a Value or Text reading must match the acceptance value. A parameter passes when every reading entered for it meets the specification. The inspection is Passed only when all required parameters pass; optional parameters left blank do not block a pass. Otherwise it is Failed.
7. The result flows back to the transaction
When an inspection is approved, that line's QC status on the transaction updates to QC Passed or QC Failed. Once no line is still QC Pending, the document's overall QC status resolves — QC Passed when every line passed, otherwise QC Failed.
8. Approve the transaction
With QC no longer pending, the Approve action reappears on the transaction. Approve the receipt note (or other document) to continue as normal — for example to move stock. A QC Failed result does not by itself block approval; whether to accept or reject failed goods is a business decision you make on the transaction.
| **Field** | **Description** |
|-----------|-----------------|
| date * | Date and time of the inspection. |
| On Transaction * | Source transaction type — Receipt Note, Delivery Note, Inventory Transfer, Issue For Production, or Receipt From Production. Set from the source document. |
| Item | Item being inspected. Set from the source document. |
| QC template | Quality inspection template that supplies the parameters. Set from the source document. |
| Verified By | Employee who verifies the inspection. |
| Inspected By | Employee who carries out the inspection. |
| Sample quantity | Quantity sampled for the inspection. |
Readings
Each parameter from the QC template appears as a reading line. Up to three readings can be captured per parameter and checked against its specification.
| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Parameter serial number. |
| Name | Parameter name from the template. |
| Type | Parameter type — Numeric, Value, or Text. |
| Specification | Expected specification for the parameter. |
| Reading 1 / Reading 2 / Reading 3 | Recorded readings for the parameter. |
| Status | Per-parameter result — QC Pending, QC Passed, QC Failed, Not Measured (optional parameter left blank), or NA. |
Parameter types
| **Type** | **How it is checked** |
|----------|------------------------|
| Numeric | Reading must fall within the parameter's minimum and maximum values. |
| Value | Reading must match one of the allowed values for the parameter. |
| Text | Reading is checked against the acceptance value for the parameter. |
Required parameters must pass for the inspection to pass. Parameters marked as not applicable do not block a pass.
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Evaluates the readings and sets the Passed or Failed result. | Draft |
| Edit | Opens the inspection for editing. | Draft |
| Delete | Permanently removes the inspection. | Draft |
| Print | Prints the inspection. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Cancel | Cancels the inspection. Available while the source transaction is still active. | Passed |
| Add/Update Note | Adds or edits a note on the inspection. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Readings can be edited. |
| Passed | All required parameters passed on approval. |
| Failed | One or more required parameters failed on approval. |
| Cancelled | Inspection has been cancelled. |
Posting Behavior
A Quality Inspection does not post to inventory or to your accounts — no stock is moved and no journal is created. On approval it evaluates the readings, sets the inspection result, and updates the QC status of the item on the linked source transaction (for example marking it QC Passed or QC Failed). Stock movement and any acceptance or rejection of goods are handled on that source transaction.
View Tabs & Side Panels
When you open an inspection in full view, the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | The source transaction the inspection belongs to — receipt note, delivery note, inventory transfer, or production document. |
Bottom panel
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, or cancelled the inspection and when. |
| Attachments | Files uploaded to this inspection. |
Reports
Three inventory reports track quality inspection, found under Inventory → Inventory Reports. They share the same date range and item filters, and each opens the same inspection form used inside a transaction — so the QC team can find, complete, and review inspections without opening source documents one by one.
| **Report** | **Purpose** | **Typically used by** |
|------------|-------------|-----------------------|
| Pending Quality Inspection | The QC team's day-to-day work queue. Lists every item line still awaiting QC across draft and in-progress documents. Click QC Pending on a row to open, record readings, and approve the inspection right from the report. | QC inspectors and supervisors |
| Bill-wise Quality Inspection | The QC enquiry list and audit trail. One row per inspection for the period (plus any still-pending lines), showing status, template, sample quantity, and who inspected/verified. Failed inspections are flagged in red and the footer shows the pass rate. | QC supervisors and auditors |
| Item-wise Quality Inspection | A summary by item — pending, passed, failed, and draft counts with a pass rate % per item. Highlights chronically failing items to follow up with purchase, production, or template changes. | QC leads, purchase, and quality managers |
How the QC team uses them together
- Clear the queue — Inspectors work the Pending Quality Inspection report, opening each QC Pending line to check the goods, record readings, and approve. Supervisors sort by Age to chase the lines waiting longest.
- Review and audit — Supervisors use Bill-wise Quality Inspection to see what was inspected, filter to Failed, and audit QC history for a period or document.
- Spot trends — Quality leads use Item-wise Quality Inspection to find items that fail or stay pending most often and act on the root cause.
Best Practices
- Maintain QC templates with clear parameters and specifications so inspections evaluate consistently.
- Record all three readings where your process samples multiple measurements, so borderline results are visible.
- Capture both Verified By and Inspected By so the inspection is accountable.
- Approve the inspection so its pass/fail result flows back to the source transaction before goods are accepted or dispatched.
FAQ
How is the pass or fail result decided?
On approval every reading is evaluated against its specification. If all required parameters pass, the inspection is Passed; if any required parameter fails, it is Failed.
Can I create a quality inspection on its own?
No. An inspection is started from a source transaction such as a receipt note, delivery note, inventory transfer, or production document, which sets the item and template.
Does an inspection accept or reject the goods?
The inspection records the result and updates the QC status on the source transaction. Acceptance, rejection, and stock movement are handled on that transaction.
What does a per-parameter NA status mean?
A parameter marked not applicable does not block the inspection from passing. Only required parameters must pass.
Why can't I cancel a quality inspection?
Cancel is blocked when the parent receipt note, delivery note, transfer, or production document is already approved or closed.
Why is Approve hidden on my receipt or delivery note?
Pending quality inspection must be completed and passed (where required) before the parent document can be approved.
Where do inspection templates come from?
From Quality Inspection Template linked to the item or triggered by the item's quality inspection flag.
Related documentation