Inspect received goods

An inspection line is the quality-check record for one goods receipt line: it holds the received quantity of an item that needs inspection, records what the inspection found, and is closed when the inspection is complete. It sits inside the goods receipt: you receive the goods first, run Inspection on the receipt to create the lines, check the goods, and run Inspection Complete to release them. Only items with Inspection On Receipt enabled get inspection lines.

Inspection lines are not the same as the check-in inspections the workshop records when it takes in a customer's vehicle or machine. Those are covered in Check-in inspections.

Overview

When you run Inspection on a goods receipt, xMatix creates one inspection line for every receipt line that needs one. Each line:

• copies the item, SKU, lot, storage location and unit cost from its receipt line;
• carries the quantity to inspect, and the receipt line's ordered, supplier, shortage, excess and damaged quantities for reference;
• places its inspection quantity under inspection in stock, so it is not counted as available while the check is running;
• gets a document number from the ISL series.

Inspection Complete on the receipt then closes every open line at once. The held quantity is released, and each receipt line's Damaged Quantity is replaced with the total damaged quantity recorded on its inspection lines.

For items flagged Repair Order On Receipt, an inspection line can also raise a service order of type PDI (pre-delivery inspection) for the received unit.

When to use it

• Goods arrive that must pass a quality check before anyone can sell or use them, such as electronic instruments, vehicles or batches that need testing.
• An inspected unit needs workshop work before it is released, and you want a job card linked to the receipt.
• You need to see, per receipt line, how much went into inspection and how much was found damaged.

If an item never needs a check, leave Inspection On Receipt off. Its receipt lines then go straight to available stock when received.

How xMatix handles it

1. Receive on the goods receipt posts the received quantities to stock (see Receive goods against a purchase order).
2. Inspection creates the inspection lines. Saving them puts each line's Inspection Quantity into the inspection stock bucket and adds the line's Received Quantity to the receipt line's Started Inspection Quantity. The receipt's Document State becomes Inspection Started.
3. While the inspection is open, you can update the findings on each line, for example the damaged quantity, and raise a service order for a unit that needs work.
4. Inspection Complete sets Inspection Quantity and Adjustment Quantity to zero and ticks Inspection Done and Is Approved on every open line. The stock hold is released and the damaged totals are written back to the receipt lines. The receipt's Document State becomes Inspection Completed.

The inspection quantity on a line is the receipt line's Pending Inspection Quantity minus its Damaged Quantity, so goods already recorded as damaged on the receipt are not inspected again.

Prerequisites

• The item has Inspection On Receipt enabled on its record (Details → Inventory Settings). To raise service orders from an inspection, it also needs Repair Order On Receipt.
• The item has Track Inventory enabled if the hold should show in stock. Items without it still get inspection lines, but nothing posts to stock.
• The goods receipt line has a received quantity, a unit cost above zero and, for a lot-tracked item, a lot. Running Receive first creates the lot when it is missing.
• Your security profile grants Inspection and Inspection Complete on goods receipts, and access to inspection lines (see Permissions).

Procedure

Step 1 — Receive the goods

Open the goods receipt from Procurement → Goods Receipts, check the quantities on the Lines tab, and select Receive. See Step 3 of the goods receipt procedure.

Step 2 — Start the inspection

On the goods receipt, select Inspection. xMatix creates the inspection lines and the receipt's Document State becomes Inspection Started. The receipt line's Started Inspection Quantity now shows the quantity sent to inspection, and its Pending Inspection Quantity drops accordingly.

If no line qualifies, you see No Goods Receipt Line requires inspection. and nothing is created.

Step 3 — Open an inspection line

On the receipt, open the Related tab. The Inspection Lines list shows the lines created for this receipt. Open a line to see its record page. The header shows the item and the goods receipt line, with the Create Service Order, Edit and Delete buttons. The page groups the fields into Item Details, Quantity Details, Additional Information and System Details.

Inspection lines are not on any app menu. You always reach them from their goods receipt.

Step 4 — Record the findings

Select Edit in the line's header. The editable fields are the item, SKU, lot, lot type and unit cost, the Quantities section (Received, Damaged, Shortage and Order Quantity) and the Additional Information section (goods receipt line, storage location and goods receipt).

If the inspection finds units that are damaged, enter the total in Damaged Quantity and save. The value is kept on the line and is written to the receipt line when the inspection is completed.

Editing the other quantities on an open line does not change stock: the hold stays at the inspection quantity the line was created with until you complete the inspection. You cannot change Item or SKU after the line is saved.

Step 5 — Raise a service order for a unit that needs work (optional)

For an item with Repair Order On Receipt enabled, select Create Service Order on the inspection line. xMatix creates a service order with:

• Service Type PDI;
• the company and branch of the goods receipt;
• the inspection line's lot, and the asset raised for the received unit when there is one;
• today's date as the document date.

The service order links back to the inspection line. Each line can have only one: selecting the button again on a line that already has a service order creates nothing. Work the order as described in Service orders. When the order is delivered, the inspection line's Is Service Order Closed flag is set.

Step 6 — Complete the inspection

On the goods receipt, select Inspection Complete. Every open inspection line on the receipt is closed:

• Inspection Quantity and Adjustment Quantity become zero;
• Inspection Done and Is Approved are ticked;
• the quantity held under inspection is released from the inspection bucket;
• each receipt line's Damaged Quantity becomes the total damaged quantity of its inspection lines.

The receipt's Document State becomes Inspection Completed. When the receipt is next saved, the seeded business rules move its Status to Complete Inspection (see goods receipt business rules).

Completion applies to the whole receipt. There is no button to complete a single line. Use Inspection Complete rather than ticking Inspection Done by hand.

Step 7 — Delete a line created by mistake

Select Delete in the line's header, or Delete on its row in the Inspection Lines list, and confirm. A line that still has an inspection quantity above zero cannot be deleted, so complete the inspection first. Deleting a line does not put its quantity back into the receipt line's Pending Inspection Quantity.

Fields

The record page shows these fields in this order. Item Lot Type, Unit Cost and Goods Receipt Line appear on the edit form and in the header.

The entity reference lists every field, including the system fields that track the stock posting and the fields that are not used.

Business rules

• Which lines are created. Inspection creates a line for each receipt line whose item has Inspection On Receipt and whose Pending Inspection Quantity is above zero. Pending Inspection Quantity is Received Quantity minus Started Inspection Quantity on the receipt line.
• Quantity sent to inspection. Pending inspection quantity minus the receipt line's damaged quantity.
• Stock hold. Saving a new line with an inspection quantity above zero posts it to the inspection bucket for the item, lot and storage location. The inspection bucket is subtracted from the available quantity. Only items with Track Inventory post, and a lot-tracked item must have a lot.
• Release. When Inspection Done changes to ticked with an inspection quantity of zero, the hold is reversed. Inspection Complete does this for every open line. Deleting a line also reverses its posting.
• Edits do not re-post. Changing quantities on an open line does not change the hold or the receipt line's Started Inspection Quantity.
• Damage write-back. When a line is completed, the receipt line's Damaged Quantity is replaced with the sum of Damaged Quantity over all its inspection lines.
• Deletion. A line whose Inspection Quantity is above zero cannot be deleted.
• Locked fields. Item and SKU cannot change after the line is saved. The item is checked like on every other document line (see Items).
• Service orders. Create Service Order works only for items with Repair Order On Receipt, and creates at most one service order per line.
• Numbering. The Inspection Line Name Setting numbers lines from the ISL series.

Example

A distributor's branch receives 12 handheld moisture meters from a supplier. The meters have Track Inventory, Track Lots and Inspection On Receipt enabled.

1. The storekeeper enters Received Quantity 12 and Damaged Quantity 1 on the receipt line, because one box arrived crushed, and selects Receive.
2. The quality lead selects Inspection. One inspection line is created with Received Quantity 11, Damaged Quantity 1 and Inspection Quantity 11. The 11 meters are held under inspection.
3. Testing finds two more meters with cracked displays. The quality lead opens the inspection line from Related → Inspection Lines, selects Edit, sets Damaged Quantity to 3 and saves.
4. The quality lead selects Inspection Complete on the receipt. The inspection line shows Inspection Quantity 0, Inspection Done and Is Approved. The hold of 11 is released, and the receipt line's Damaged Quantity becomes 3.
5. The receipt's Document State is Inspection Completed, and the receipt is ready for Release Bill.

Training

Practice exercise

In a sandbox, create an item with Track Inventory and Inspection On Receipt enabled. Raise a purchase order for 5 units, release a goods receipt, and select Receive. Then select Inspection, open the inspection line from Related → Inspection Lines, set its Damaged Quantity to 1 and save. Finally select Inspection Complete.

Expected result: after Inspection, the inspection line shows Received Quantity 5 and Inspection Quantity 5, and the receipt line shows Started Inspection Quantity 5 and Pending Inspection Quantity 0. After Inspection Complete, the inspection line shows Inspection Quantity 0 with Inspection Done ticked, the receipt line's Damaged Quantity is 1, and the receipt's Document State is Inspection Completed.

Quick reference

• Only items with Inspection On Receipt get inspection lines.
• Run Receive before Inspection.
• Inspection lines are reached from the receipt's Related tab only.
• Record extra damage in the line's Damaged Quantity before completing.
• Inspection Complete closes every open line on the receipt at once.
• An open line cannot be deleted.
• Create Service Order needs Repair Order On Receipt on the item and makes a PDI job card.

Permissions

• Inspection lines. The shipped System Admin, Standard User, Sales Manager, Sales Executive and Service profiles have full access to inspection line records.
• Create Service Order is granted to System Admin, Standard User and Sales Executive. Users without the grant do not see the button.
• Inspection and Inspection Complete are goods receipt actions. See goods receipt permissions.

Grants are managed on the security profile. See Security profiles.

Configuration

• Item flags. On the item record, Details → Inventory Settings: Inspection On Receipt decides which receipt lines are inspected, Repair Order On Receipt allows Create Service Order, and Track Inventory and Track Lots decide whether and how the hold posts. Changing a flag affects inspections started afterwards. See Items.
• Numbering. The Inspection Line Name Setting controls the series (default ISL), date format, separator and number length. It is managed with the other document name settings in Setup → Feature Hub → Platform → Document Settings. See Email templates and document numbering.
• Stock posting. The inspection hold and its release come from the shipped inventory ledger settings for inspection lines. They are view-only. See Inventory configuration.
• Unit cost check. The shipped validation Cost Rule Validation refuses an inspection line with a unit cost of zero or less.
• Forms. The record page and the edit form are the ViewInspectionLine and EditInLineInspection layouts. An administrator can add fields such as Is Service Order Closed in the layout designer. See Design a form layout.

Common problems

"No Goods Receipt Line requires inspection."

None of the receipt's items has Inspection On Receipt, or no line has pending inspection quantity because nothing has been received or everything was already sent to inspection. Check the item flags and the receipt lines' Pending Inspection Quantity.

"No Goods Receipt Line available to start inspection."

The receipt has no lines. Add the lines, or release the receipt from its purchase order again.

"No Inspection Line found with pending completion."

Every inspection line on the receipt is already done. Nothing is held.

"Cost cannot be 0 or Negative"

The receipt line has no unit cost, so the inspection line created from it cannot be saved. Enter a unit cost above zero on the receipt line and run Inspection again.

"Product Lot was not selected for the transaction. This is required for Inventory posting."

The item is lot-tracked and the receipt line has no lot. Run Receive first, which creates the lot, or enter the lot on the receipt line.

"Service order can only be created for items that require a service order on receipt."

The item does not have Repair Order On Receipt enabled. Ask an administrator to enable it on the item if the item should get PDI job cards.

Create Service Order did nothing

The line already has a service order. Open it from the service order list. Only one service order is created per inspection line.

"There are downstream transactions. The record cannot be deleted."

The line still has an inspection quantity. Complete the inspection on the receipt first.

"Key fields are not editable once the related objects are added."

You tried to change Item or SKU on a saved line. Delete the line after completing the inspection, or correct the receipt line instead.

Running Inspection again created a line with zero quantity

The receipt line has a damaged quantity. Because damaged units are never sent to inspection, its Pending Inspection Quantity stays above zero, so Inspection creates another line with nothing to inspect but with the damaged quantity copied again. Completing it would double the receipt line's Damaged Quantity. Delete the extra line before you select Inspection Complete.

Common questions

Does an inspection line hold stock out of availability?

Yes, for items with Track Inventory. When the line is created, its inspection quantity is posted to the inspection bucket for the item, lot and storage location, and that bucket is subtracted from the available quantity. Inspection Complete reverses the hold. The goods were already posted as received by Receive, so the hold only stops them from being treated as available while the check runs. Items without Track Inventory still get inspection lines, but nothing posts to stock.

Can I complete one line and leave the others open?

No. Inspection Complete works on the whole receipt and closes every open inspection line on it. If only part of a delivery is ready, you can receive the rest on a separate goods receipt, so that each receipt is inspected and completed on its own.

Does completing the inspection reject the damaged units?

No. Completion releases the hold and writes the damaged total back to the receipt line's Damaged Quantity. What happens to damaged stock is decided on the receipt line and in the documents you raise afterwards, such as a supplier claim. See claim generation setups.

Is the PDI service order created automatically?

No. Someone selects Create Service Order on the inspection line, and only items with Repair Order On Receipt qualify. Completing the inspection does not wait for the service order. When the service order is delivered, the inspection line's Is Service Order Closed flag is set as a record.

Related topics

• Receive goods against a purchase order
• Items
• The inventory ledger
• Receiving into the warehouse
• Service orders
• Inspection Line — entity reference
• Procurement troubleshooting
• Goods Receipt — entity reference