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Quality Control

Inspection checklists, pass/fail tracking, and defect reporting for incoming and outgoing goods.

Overview

Quality Control (QC) provides structured inspection records for both inbound goods (received from suppliers) and outbound goods (about to be shipped to customers). Inspectors work through a configurable checklist for each shipment and record a disposition for each item inspected — Pass, Fail, or Rework.

All inspection records are logged with the inspector's name, timestamp, and checklist results. This provides a traceable quality history per product, per supplier, and per shipment that can be reviewed in reports or exported for compliance purposes.

Integration with RMA Returns

Failed items from a QC inspection can trigger a supplier return directly. Click Create Supplier RMA on any failed inspection record to open the RMA Returns screen pre-populated with the failed SKU, supplier, and quantity. No manual re-entry required.

Inspection Checklist

Each product category has a configurable inspection checklist. The checklist defines what the inspector checks for — physical dimensions, packaging condition, product labelling, functionality, colour accuracy, and so on. Checklists are created and maintained in the QC Settings panel.

Creating a Checklist

  1. Open Quality Control and click Checklists in the toolbar.
  2. Click New Checklist and select the product category it applies to.
  3. Add checklist items — each item has a description and a check type: Pass/Fail or Measurement (numeric value within tolerance range).
  4. Set the Sampling Rate — inspect 100% of units, or apply statistical sampling (e.g. 10% of a batch).
  5. Save the checklist. It will be applied automatically when a new inspection is created for a product in that category.

Checklist Inheritance

A child category inherits the checklist from its parent category unless a specific checklist is assigned to the child. This means you can define one "Electronics" checklist and have it apply to all electronics sub-categories automatically, while overriding it for a specific high-sensitivity sub-category like "Medical Devices".

Dispositions

At the end of each inspection, assign a disposition to each item (or to the batch if sampling):

Pass

All checklist items passed. Items are accepted and moved to inventory or cleared for shipment.

Fail

One or more checklist items failed. Items are quarantined. A defect log is required before the inspection can be closed.

Rework

Items have minor defects that can be corrected in-house. Items are returned to the designated rework area. A re-inspection is required after rework is complete.

Defect Logging

When items Fail inspection, the inspector must complete a defect log before the inspection can be submitted. The defect log records:

  • Defect type — select from a predefined list (Dimensional, Surface Finish, Functional, Packaging, Labelling, Wrong Item) or add a custom type.
  • Quantity affected — how many units have this defect.
  • Defect description — free text describing what was found.
  • Photos — attach up to 10 photos from device camera or file system. Photos are stored with the inspection record permanently.
  • Root cause — initial root cause assessment (Supplier Error, Shipping Damage, Incorrect Specification, Production Error, Unknown).
  • Corrective action requested — what should happen next (Supplier Replacement, Credit Note, Rework Authorisation, Scrap).

Reports and Analytics

The QC Reports tab provides analytics across all inspection records:

  • Defect rate by supplier — percentage of inspected units that failed per supplier. Identifies suppliers with quality problems.
  • Defect rate by product — products with consistently high failure rates may indicate a specification or procurement issue.
  • Defect rate by period — track quality trends over time. A rising defect rate with a specific supplier often precedes a larger quality event.
  • Most common defect types — ranked list of defect types. If "Packaging Damage" is top-ranked, the issue may be shipping rather than production.
  • Inspection throughput — inspections completed per day per inspector. Used for capacity planning.

All reports export to Excel. The full inspection log (one row per inspection with all checklist results) is available as a compliance export.

AI Assistant

Quality Control includes a right-edge AI Assistant panel that can analyze your inspection queue and history, answering natural-language questions about them.

Defect Analysis

Ask which reject reasons recur most often, and which categories or SKUs fail inspection most frequently.

Throughput Review

Get a summary of how many items are pending, passed, failed, or in rework right now.

Risk Flags

Surface SKUs that have failed inspection more than once, or are stuck in rework.

Inspector Patterns

Spot whether a specific reject reason is trending across recent inspections.

Selection Sets the Context

If you select one or more items in the inspection queue before opening the assistant, only those items are sent as context for your question. With nothing selected, the assistant analyzes every item currently visible in the queue.

Frequently Asked Questions

What is the difference between Fail and Rework dispositions?
Fail means the item has a defect that cannot be corrected in-house — it is quarantined and typically routed to a supplier RMA, credit note, or scrap. Rework means the defect is minor and correctable internally (e.g. a loose fastener or a labelling error) — the item goes to a designated rework area and must be re-inspected before it can be passed. Choosing the wrong disposition matters for reporting: Rework items don't count against a supplier's defect rate the same way a Fail does, since the root cause may not be the supplier's fault.
Can I inspect only a sample of a batch instead of every unit?
Yes. Each checklist has a configurable Sampling Rate — you can require 100% inspection or apply statistical sampling (for example, inspecting 10% of a batch). The sampling rate is set per product category when the checklist is created, so high-risk categories (e.g. Medical Devices) can be set to 100% while lower-risk categories use a smaller sample.
Do I need to attach photos when logging a defect?
Photos are not strictly required to submit a defect log, but you can attach up to 10 photos per defect from the device camera or file system, and they are strongly recommended. Photos are stored permanently with the inspection record and are often the deciding evidence when disputing a charge with a supplier or reviewing a root cause assessment later.
How does a failed QC inspection turn into a supplier return?
Open the failed inspection record and click Create Supplier RMA. This opens the RMA Returns screen pre-populated with the failed SKU, the supplier, and the affected quantity — you don't need to re-enter any of that data manually. This is the fastest path from "inspection failed" to "return initiated with the supplier."