Short answer. A control plan per product or family, written and versioned by the quality lead: what to check, how many units to sample, how many defects to allow, which measurements with which tolerances. At reception, the application generates the checklist from the plan, the storekeeper enters and photographs what he finds, offline, and the verdict is computed: until it is given, the lot is in quarantine and no issue is possible. A negative verdict opens a non-conformity: coded defect, severity, quantity, photos, lot, order line, and a signed decision among four options, accept, accept under waiver, sort, return. A numbered claim goes to the supplier, its delay is measured, and the line's invoice is blocked at matching until the credit note or the replacement. A board per supplier gives the non-conformity rate, recurring defects, closing time, and the inspection level the rate imposes: reduced, normal or tightened.
This guide is for the manufacturer receiving packaging, materials and components, the wholesaler and distributor receiving pallets, the importer who discovers defects after payment, and the founder based in France who wants to know, from their phone, which supplier costs them the most in defects. It does not repeat how a lot is traced, quarantined or recalled, described in the lot traceability guide, nor how a supplier invoice is matched to its order and reception, described in the replenishment guide; here it is about what happens between the two: the check, the verdict, and what it blocks. Sampling plans themselves, how many units to draw and how many defects to allow, are a statistical discipline with published tables; this guide does not say which to adopt, it builds the application that applies the written plan and counts.
Incoming inspection, in five layers
The controlled reception is the accented layer: the checklist comes from the plan, the findings are entered, and the verdict is computed.
Control plan. Per product or family, in the product record of the catalogue guide: the points to check, quantity, label, packaging, dimensions, function, appearance; the sample size and the number of allowed defects, by severity; the measurements with their tolerances; the mandatory photos. The plan is versioned: a reception keeps the version it used. Where the sample and the allowed number come from: a published table for sampling by attributes, or the quality lead's decision, according to the common description of acceptance sampling, which uses a sample to decide whether to accept or reject a lot; the application applies what is written, it does not choose. Controlled reception. The checklist is generated from the plan for each received line; the storekeeper counts, reads, measures, photographs, offline as in the offline guide; measurements are compared with tolerances by code; the verdict is computed: conforming, or non-conforming with the number of defects by severity. Until the verdict is given, the lot is in quarantine, a state from the lot guide that the movement ledger of the stock guide refuses to issue from.
Non-conformity. One record per incident: defect coded from a written list, severity, quantity affected, timestamped photos as in the trustworthy photos guide, supplier lot, order line; a decision signed by the quality lead, as in the roles guide, among four written options: accept, accept under waiver with its reason, sort with accepted and scrapped quantities, return; one state at a time, from open to closed. Claim and invoice. The claim is numbered, sent to the supplier with the photos and measurements, and its delay is measured; the line's invoice is blocked at the matching of the replenishment guide while the non-conformity is open, and released by the credit note, the replacement received and checked, or the decision to accept. Measurement. Non-conformity rate per supplier and per product, recurring defects, closing time, cost of non-quality when entered, and each supplier's inspection level, which follows its rate.
One controlled reception: plan, sample, verdict, decision
The figure follows a reception of 1,200 bottles. The storekeeper records, the application counts, the quality lead decides.
The plan says, for this bottle: 32 units sampled out of 1,200, at most 2 major defects, five diameter measurements at 28 millimetres plus or minus 0.3, ten leak tests; version 3, written by the quality lead. The findings: the quantity is right, the lot label is readable and photographed, one box in forty is crushed but its contents are intact, minor defect; one diameter measurement in five is out of tolerance, major defect; two bottles in ten leak under test, two major defects; the colour matches the reference sample. The verdict: three major defects against two allowed, computed by the application; the lot goes into quarantine and non-conformity NC-0419 opens at 10:52, with everything that was entered.
The decision belongs to the quality lead, not the storekeeper: among accept, accept under waiver, full return and 100 percent sorting by the supplier, he picks sorting, because the line needs the bottles this week; 1,164 are accepted and 36 scrapped, a credit note of 36 times 42 dinars is requested, and the line's invoice stays blocked until it arrives. What is kept: the plan in its version, the findings, the photos, the measurements, the verdict, the signed decision, the claim; if the supplier disputes, everything is there. Quantities, measurements and rules are a constructed example.
«The plan is written before the delivery; the storekeeper records; the application computes the verdict; the quality lead decides and signs; the invoice waits.»
The supplier board over 90 days: rate, claims, inspection level
The figure is the screen the buyer reads before placing the next order: who delivers conforming goods, and who wastes time.
The columns: the supplier and its items, receptions over 90 days, the non-conformity rate as a bar against the 10 percent threshold written by the quality lead, open claims and their number over the period, the median closing time, and the inspection level. The levels: above the threshold, tightened inspection, every reception checked at 100 percent; below it, normal inspection per plan; after a written number of conforming receptions, reduced inspection, one reception in three drawn at random by the application, and back to normal at the first defect. These switching rules are written by the quality lead; they resemble those of published tables, but the application applies the company's own.
What the buyer does with it: a supplier at 21 percent with three open claims and nineteen days to close costs more than its price, and the board says so in figures before the next order, not in memories after the next breakdown; a supplier with zero defects over twenty-two receptions deserves less checking, and the storekeeper saves time where none is lost. Where the figures come from: every controlled reception, every non-conformity and every claim; rates and medians are computed every night by a background job as in the background jobs guide and land in the manager's dashboard with their definition beside them. Suppliers, rates and thresholds are a constructed example.
«The supplier board is read before the next order: buy from whoever delivers conforming goods, and check 100 percent of whoever does not.»
Handling a non-conformity, in six beats
The decision is the accented beat: it is reserved to whoever has the right, among four written options, and it is signed.
Record: the defect is chosen from a coded list, not described freely, because a coded defect can be counted; severity, quantity affected, photos and measurements are attached. Isolate: the lot or the units go into quarantine, and the movement ledger refuses any issue; a unit tracked by serial, as in the serial numbers guide, is isolated one by one. Decide: accept, accept under waiver with the written reason, sort with quantities, return; signed by the quality lead, with the time.
Claim: a numbered claim goes to the supplier by e-mail or WhatsApp as in the notifications guide, with the photos, the measurements and the plan version; its delay is measured, and a chase leaves at the written threshold. Block the invoice: invoice-order-reception matching waits; the credit note, the replacement received and checked, or the decision to accept release it, and the accounting export follows the integration guide. Close and measure: closing time, entered cost, defect counted against the supplier and the product; the same non-conformity record serves in production, for a defect found on the line of the manufacturing guide, with the component lot at fault.
Six real situations, and what the application does
Each row is a sentence heard in a business that receives pallets, and the answer is a constraint, not suspicion.
The same defect comes back every month: the defect is coded at every reception, and the board shows recurrence per supplier and product; the conversation with the supplier starts from a figure. The invoice was paid before the defect was seen: the line's invoice is blocked while a non-conformity is open; the credit note is negotiated before payment, not after. The storekeeper accepted to avoid blocking: the verdict is computed from the plan and the findings, and the decision to accept is reserved to the quality lead; the storekeeper records, he does not rule.
The supplier disputes: timestamped photos, measurements, sample drawn per plan, numbered claim; it is no longer word against word. Too many checks, reception takes two hours: the inspection level follows each supplier's rate; 100 percent for the one who delivers badly and one reception in three for the one who delivers well. The doubtful lot went into production: quarantine is a state in the database, and the movement ledger refuses the issue until the verdict is given; it is not a red label that can be ignored.
Checking what comes in, in 2027, in weeks
Seven weeks, the first without code, and two for the plan and the reception, because the non-conformity and the board are only readings of a verdict given at the door.
- What the manager sees: open non-conformities and since when, blocked invoices and why, the supplier board before every order, the defects that come back.
- What the storekeeper no longer does: open a box at random, decide alone to accept, search for a photo on his phone, let a doubtful lot out.
- What is measured: non-conformity rate per supplier and per product, recurring defects, claim closing time, blocked invoices, cost of non-quality.
Week 1, rules: which products are checked and which are not, plans per family with samples and allowed defects, severities and the coded defect list, who decides, the threshold for tightened inspection and the number of conforming receptions for reduced; with the quality lead, without code. Weeks 2 and 3, plan and reception: versioned plans in the product record, generated checklist, findings and photos offline, measurements against tolerances, computed verdict, quarantine in the database. Week 4, non-conformity: one record per incident, coded defect, signed decision among four options, states, isolation by lot or by serial.
Week 5, claim and invoice: numbered claim, sent to the supplier, measured delay and chase, block at matching, release by credit note, checked replacement or decision, accounting export. Week 6, inspection levels: reduced, normal, tightened per supplier and product by rate, switching rules, random draw of receptions under reduced. Week 7, measurement: rate per supplier and product, recurring defects, closing time, cost of non-quality, alerts, Monday review with the buyer.
- Who decides the sample size and the number of allowed defects?
- The quality lead, product by product or family by family, in the control plan; they may rely on a published table for sampling by attributes or on experience. The application applies the written plan, generates the checklist and counts; it does not choose the plan, and this guide does not say which one to adopt.
- What if the storekeeper has no time to check everything?
- That is what the inspection level per supplier is for: a supplier delivering conforming goods for enough receptions moves to reduced inspection, one reception in three drawn at random, and the time saved goes to suppliers under tightened inspection. A reception without a check when the plan requires one stays in quarantine; it cannot leave by oversight.
- Can a non-conforming lot be accepted?
- Yes, under waiver, with the written reason and the quality lead's signature; the non-conformity stays counted against the supplier and the product, and the invoice can be released with or without a credit note according to the decision. A waiver does not erase the defect, it owns it.
- How is the invoice blocked?
- The invoice-order-reception matching of the replenishment guide checks that no non-conformity is open on the line; if one is, the invoice stays on hold with the reason shown, and it is released by the credit note, the replacement received and checked, or the decision to accept. The accountant sees why an invoice waits, without calling the warehouse.
- And a defect found in production, not at reception?
- The same non-conformity record opens from the production order of the manufacturing guide, with the component lot at fault; it follows the same path, decision, claim, block, and it counts against the lot's supplier. A defect that got past reception also informs the plan: the check point was missing.
- The supplier disputes the photos and measurements: what is the evidence worth?
- Photos are timestamped and fingerprinted as in the trustworthy photos guide, measurements are entered with the instrument and the time, the sample is drawn per a versioned plan, and the claim is numbered; it is a record, not legal proof, and this guide says nothing about what a court would make of it. In practice, a supplier who receives this record at every incident answers faster.
- How long to set this up?
- Seven weeks in the typical calendar, the first without code and two for the plan and the reception. A business that already has reception by lot from the lot guide takes less; a manufacturer with dozens of families and instrumented measurements takes more, the time to write each plan with the quality lead.