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GRN Inspection

note

Menu path: GRN -> Operations -> GRN Inspection

The GRN Inspection screen is used to inspect inward material against the selected inward record. It supports both sampling and quantity-based inspection.

Use the search panel to find an existing inspection record by:

  • Control Plan
  • Inward Type
  • Inward Number
  • Inspection Sequence
  • Inspection From Date
  • Inspection To Date
  • Status
  • Inspection Mode

A deleted draft (see Delete draft below) is never shown in search results.

After search, the results grid shows:

  • View and edit action
  • Generate action
  • Delete action
  • Inspection sequence
  • Inspection date
  • Inward type
  • Inward number
  • Inspection mode
  • Status
  • File upload status

Delete draft​

A Delete action is shown next to Generate in the search results grid, but it is only enabled when that row's status is DRAFT — it's disabled (greyed out) for every other status.

  • Click Delete and confirm to remove a draft inspection that is no longer needed. The button disables immediately on click to prevent a double-tap from sending the request twice.
  • The record is soft-deleted (marked internally, not physically removed) and the search grid refreshes, so the row disappears. Its line items are not removed, but they are only ever reached through this record, so marking the record is enough to drop the whole inspection everywhere — it is excluded from search results and from every inward quantity calculation, as if it never existed.
  • Delete is only available for a saved DRAFT record. Once a record is APPROVED, REJECTED, or cancelled, use Reject Batch or Cancel GRN Inspection on the edit screen instead.
  • Concurrent edits: if another user deletes the same draft while you still have it open for editing, your next action on that screen (Approve, Reject, or Submit) is rejected with a message that the inspection has already been deleted, and you're asked to refresh.

Create or Edit​

When you open a record, the form includes:

  • Inspection Sequence Number
  • Inspection Date
  • Inward Type
  • Inward Number
  • Inspection Mode
  • Remarks / Notes

Inspection mode (Auto Sampling)​

The GRN Inspection screen decides the inspection mode automatically based on the selected inward:

  • Sampling is auto-selected only when the selected part is fully configured for it. The part must have all of the following:
    • at least one Part,
    • a Control Plan,
    • a Process,
    • a Control Item, and
    • a Sampling Plan. The Part line item must also still be open for inspection (not already fully inspected).
  • Quantity is used by default when no line item is sampling-eligible — for example when any of the above is missing, when the open line items are non-parts (such as Items), or when every part on the inward is already fully inspected.

Behaviour:

  • The Sampling toggle is disabled (with the tooltip "Sampling not available for this inward") when no line item is sampling-eligible.
  • When Sampling was auto-selected, switching to Quantity asks for confirmation before leaving Sampling mode, so you don't lose the sampling setup by accident.
  • Only line items that are still open (Open / Partially Inspected with a pending quantity greater than zero) are considered for sampling.
Recent update (Draft handling)

A saved draft no longer counts as already-inspected quantity. Only Approved / Rejected inspections hold quantity against the inward, so if you drafted an inspection that used the full line quantity and reopen the Create screen for the same inward, the line loads back in Sampling mode as expected instead of falling to Quantity mode with no line items.

One draft per inward​

Only one DRAFT inspection is allowed per inward at a time (matched by Inward Type + Inward Number). A draft only ever comes from Sampling mode, but the restriction blocks starting any new inspection - Sampling or Quantity - for an inward that already has one open, so modes can't be mixed on the same inward either.

The check runs, for a new record only (never while editing an existing one):

  • As soon as you pick the Inward Number.
  • Every time you switch between Sampling and Quantity mode.
  • Again at Approve / Reject / Submit, in case another user created a matching draft in the meantime.

When a match is found, a dialog names the existing draft's Work Order No and asks whether to open it instead:

  • Proceed opens the existing draft in a new tab

Sampling mode​

Sampling mode is used when the inspection is driven by control plan validation. In this mode you select:

  • Product
  • Part Name - Control Plan: pick the control plan (listed by part name) that the sampling is validated against. Choosing it resolves the Process field (read-only) that the sample is checked against.
  • Remarks / Notes: optional free-text remarks for the inspection.

The screen then shows:

  • Total Quantity
  • Sampling Size
  • Total Accepted Quantity
  • Accepted Quantity
  • Rejected Quantity

Use Get Validation to load the validation tasks. You can then:

  • Enter actual values
  • Mark file-based validations
  • Save the task validation result

The Task Validation Results table lists each control item to be checked, with columns Print Number, Description, Spec Value, Measurement Method, Severity, Lower Spec Limit, Upper Spec Limit and Actual Value. For a measurement-type item, type the reading directly into the Actual Value cell; for a pass/fail item, use the Ok / Not Ok buttons shown in that cell instead to record the result.

Reject Batch: In Sampling mode, once the number of rejected samples exceeds the batch's allowed rejection quantity, the Reject Batch button becomes enabled so you can reject the whole lot instead of approving it. It stays disabled until that rejection threshold is crossed, and is hidden once the inspection is already Approved, Rejected or Cancelled.

Serial allocation (Returnable DC In):

  • For serial-tracked lines, serial marking is the single source of truth. The quantity boxes are read-only where serials drive them, so a typed figure and the marked serials can no longer disagree.
  • Approving a sampling inspection requires every serial of a serial-tracked line to carry a status; the screen shows how many serials are still outstanding.
  • On non-serial inward inspection lines (which have no serials to drive them) the quantity boxes remain editable, and the quantity you enter is the quantity saved.
  • A new inspection now starts its line quantities at zero; the accepted/rejected figures come only from what the current inspection records, not from the quantity inwarded on the DC line.
  • For a Returnable DC In line with serial-based sampling, the Task Validation tab adds a Task Serial No field — pick the serial whose control tasks you're about to record values for, then fill in the same Print Number / Description / Spec Value / Measurement Method / Severity / Lower Spec Limit / Upper Spec Limit / Actual Value table (with its own Ok / Not Ok buttons) for that serial.
  • On serial-tracked lines, the Products table adds three read-only columns next to Accepted/Rejected Quantity: Approved Qty, Machining Rej Qty and Casting Rej Qty — running counts of how many of that line's serials currently carry each status, taken from the Serial No. Allocation panel below.
  • For a Returnable DC In line, the Products table also shows a Source column. Once you've entered an Accepted Quantity, click Add Appr. Source to pick the material source(s) the accepted quantity came from; once at least one source is picked, the same button reads Edit Appr. Source so you can revisit the selection. The same pattern applies to the Rejected Quantity, with Add Rej. Source / Edit Rej. Source. Until a quantity is entered, this column just shows "Enter Qty first".

Serial No. Allocation panel:

For a Returnable DC In part line sourced from a process, a Serial No. Allocation panel opens under that line to set each serial's outcome:

  • Pick a batch of serials to work on either by entering a quantity in Auto Select (then All selects every remaining To do serial), or by a Sl. No. Range (From / To), then click Display to list just those serials (Clear removes the range filter again).
  • Filter the list with the status chips To do, Approved, M/c Rej, Casting Rej and All, each showing a running count.
  • Select all shown (N) — the checkbox above the list — selects every serial currently visible under the active filter/search, where N is the number of serials shown.
  • Click a serial row to select it, then use the bulk bar at the bottom to set the status of everything selected: ✓ Approve, âš™ M/c Rej (machining rejection) or ✕ Casting Rej (casting rejection). Unset clears the status back to To do for the selected serials, and Cancel clears the current selection without changing any status.

Sample Re-validation:

  • Re-Validation Access: The Re-validate Samples button is available in Sampling Mode for all GRN inspection types.
  • Button Enablement: Enabled only when at least one sample has been validated.
  • Sample Selection: Inspectors can select allocated serial samples to view their corresponding control tasks and items.
  • Actual Value Modification: Inspectors can modify the Actual Value of measurement control items and submit the re-validation.
  • Data Synchronization: Saves and displays the latest actual values .

Quantity mode​

Quantity mode is used when the inspection is based on the inward quantity. In this mode the screen focuses on the inward record and remarks, without task validation.

  • Quantity mode supports partial inspection: you can inspect part of a line now and the rest later. Approval is blocked only for a line where nothing has been allocated.
  • When you reopen an already-saved inspection, the Products table adds Remaining Accepted Quantity, Remaining Rejected Quantity and Status columns for each line — the accepted/rejected quantity from this inspection that is still outstanding (not yet consumed elsewhere), and the line's current status.

Inspected Products​

Once at least one inspection has been recorded against the inward, an Inspected Products table appears below the form listing every inspection raised so far, with columns S No, Type, Product, Inspection Sequence (the inspection's sequence number), Inspection Mode (Sampling or Quantity), Accepted Quantity, Rejected Quantity, Inspection Date and Status. Click the Open Inspection button (the arrow icon) in a row to open that specific inspection record in a new tab.

Returnable DC Inward (Quantity mode):

  • Auto Allocate (FIFO) is available under the Approved and Rejected source buttons. It allocates the quantity from the oldest source first.
  • Update is blocked with a warning if the source quantity does not match the accepted / rejected quantity.

Short close​

Use this when a Returnable DC Inward line will not be inspected in full and its remaining quantity should be released.

  1. Short close the line so its quantity becomes 0.
  2. Reduce the Approved and Rejected source to 0 as well. The source buttons stay visible for this. In the Select Material Source pop-up, with Required Quantity at 0, click Add Selected to clear the allocation.
  3. Click Update. If the source is still allocated, Update is blocked with a warning.

A short-closed inspection releases its quantity and source stock, so a new inspection can inspect and allocate it again.

File uploads​

  • File Upload Tab: The File Upload tab will be displayed only when a file upload specification type is configured for the respective control item. If no file upload specification is present, the tab will remain hidden.

GRN Inspection can also track supporting files. The file upload table lists, per control item that needs a file, its Print Number, Description, Measurement Method and Severity, along with:

  • Add / Edit File Upload: choose the file to attach for that control item; once a file has been attached, the same control lets you replace it.
  • Uploaded File: shows the name of the attached file as a link — click it to download/view the file that was uploaded.
  • Due Date: the date by which the file must be submitted. It's editable until a file is uploaded (after which it's locked), and is shown in red once that date has passed.

The tab header also shows how many of the required files are still missing.

Actions​

  • Get Validation loads inspection tasks for sampling mode.
  • Submit saves the inspection record.
  • Generate downloads the inspection report when the record supports generation.
  • Cancel closes the screen without saving.
  • Cancel GRN Inspection: available on an existing Sampling-mode inspection once it has been Approved or Rejected, this cancels the whole inspection record. While the cancellation is in progress the button's label changes to Cancelling.... If the inspection can't be cancelled because it's already referenced elsewhere (e.g. by a later module), a dialog lists the records blocking the cancellation instead.
  • Delete soft-deletes a DRAFT record (see Delete draft above)