QA Protocol

QA Protocol Module - User Guide

1. Introduction 📝

The QA Protocol module is the bridge between the physical receipt of materials and their final approval for production. It allows for a formal quality inspection after a Goods Receipt Note (GRN) has been created, ensuring that only “Pass” materials enter the primary inventory.

Typically, this module is used by Quality Control (QC) Engineers and Inspectors.

2. Getting Started with QA 🚀

Accessing the Module

Navigate to the QA Protocol Index to view all pending and completed inspections.

Workflow Trigger

A record appears in the QA Protocol Index automatically as soon as a GRN is saved. Materials stay in a “QC Pending” state until the protocol is finalized.

3. Features ✨

🏗️ Inspection Management

• Quantity Refinement: Adjust the final Accepted and Rejected quantities.
• Document Attachment: Upload scanned QA Reports or Supplier Certificates directly to the record for digital archiving.

💰 Financial Automation

• Auto-PDN (Purchase Debit Note): If materials are rejected, the system can automatically generate a Debit Note to ensure the supplier is not paid for faulty goods.

🏷️ QR Integrity

• Packet-Level Status: Updates the Sub-TRN Status to “Accepted” or “Rejected” across all 300+ potential packets for an item.

4. Complete Flow 🔄

5. Validations and Logic ⚠️

The QA Protocol preserves the balance between physical stock and financial reliability.

Segmented Validations

• Quantity Invariant: The system strictly enforces the rule: Accepted Qty + Rejected Qty = Received (Challan) Qty. You cannot approve or reject more than what was originally received.
• QC Compliance: If the “Is QA OK?” flag is set to Yes, both the QA Report No and QA Report Date become mandatory fields.
• Negative Stock Safeguard: Before allowing a high Rejected Qty, the system checks if the material has already been consumed by production. If rejections would result in Negative Stock, the action is blocked.

Packaging & QR Logic

• Exact Multiple Rule: Any adjustment to the Accepted Qty must still satisfy the “exact multiple of box” rule. For example, if your Qty Per Box is 50, you can only accept 50, 100, or 150 units.
• Packet Cap: The system maintains the 300-packet limit for QR labeling even after QA adjustments.

6. Automation & Safeguards 🛡️

The Auto-PDN System

This feature streamlines purchase returns by:

1. Validating Role: Requires the DebitCreditCreate privilege.
2. Master Dependency: Checks if Transaction Type Code 10 (Purchase Return) is configured in the Transaction Type Master.
3. Automatic Sizing: Fetches the Next Doc No for the Debit Note and links it permanently to the GRN line.

S3 File Management

• Naming Convention: All uploaded reports are stored in S3
• Traceability: Files can be downloaded directly from the Details Index.

Deletion & Modify Protections

• Linked Bills: If the GRN has already been booked into a Purchase Bill, modification is restricted to prevent discrepancies between QC status and financial payouts.
• QR Rollback: Any change in quantity triggers a SubTrnDelete, which erases the old labels and re-assigns status to new ones to ensure labels in the plant always reflect the latest QA status.

7. Related Reports 📊

• 📋 QA Protocol Register: A summary of all Pass/Fail inspections within a specific date range.
• 📦 Rejected Material Report: Tracks the volume and value of materials rejected from specific suppliers for quality audits.
• 📑 Vendor Quality Audit: A performance metric based on the percentage of materials failing QA Protocol.

8. Technical Observations 🔍

• MFGLog: All QA updates are logged as Grn Edit with the specific TRN Id noted in the audit trail.
• Currency Support: Rejection values are calculated using the 4-decimal currency precision of the parent GRN.

9. Best Practices / Tips 💡