Quality control

Villva’s quality control ensures inspected goods can never silently become usable stock. Goods flagged for inspection are held in a QC bucket and only reach usable stock after a recorded quality pass. This section covers how you set up inspections, run them, and report on quality.

The QC gate

When an inspection-flagged item is received (or produced), its stock lands in a gated QC bucket: it is not counted as usable stock.

• A pass moves the accepted quantity from the QC bucket into Finished Goods (or Raw Materials).
• A fail moves the quantity to Scrap/Salvage, or records it as a rejection (shown as “rejections” in the log book).
• There is no other way for stock to leave the QC bucket into usable stock except a recorded pass.
• The buckets always reconcile: received = accepted + rejected + still-in-QC.

While an inspection is still pending, the goods receipt cannot be completed and usable stock is unchanged. Every pass/fail decision records who made it, the quantity, and the outcome.

Inspection templates

An inspection template is a named list of the parameters to check for an item.

1. Create a template with a name and at least one parameter.
2. For each parameter, choose a type:
   • Numeric: with a minimum and/or maximum (at least one; minimum ≤ maximum).
   • Acceptance-value: a fixed expected value to match.
   • Pass/fail: a simple yes/no check.
   • Add a unit where relevant.
3. Set the Sample Rate (how many units to inspect, at least 1) and Allowed Failures (0 or more; leave blank to mean “even one failed sample fails the lot”).

A template that a finalised inspection already used cannot be edited in place, editing creates a new version, so past inspections stay reproducible.

Flagging an item for inspection

Two independent flags on an item control when inspection is triggered:

• QC required on incoming: gates goods receipt.
• QC required on final: gates factory-order completion (see Production quality gate).

Each enabled flag must point to an active template. An item with no flag is never inspected and never gated, behaviour is unchanged. Only a Quality Inspector or Manager can change these flags or the linked template.

Incoming inspection

When a goods receipt is recorded for a QC-required-incoming item, Villva automatically:

• Creates a Pending incoming inspection linked to the goods receipt, purchase order, vendor and item.
• Captures the received quantity and a snapshot of the item’s current template version.
• Parks the received quantity in the QC bucket.

The inspector then records readings:

🎬 GIF placeholder

Add a short recording here: the incoming-inspection flow, opening a Pending inspection, entering readings against the template parameters, the automatic pass/fail flagging, and finalising with an accepted/rejected split.

1. Open the inspection. The readings form lists exactly the template’s parameters with their type, unit and limits.
2. Enter each reading:
   • A numeric reading outside the min/max range is flagged as a fail (evaluated automatically on save); within range it passes.
   • An acceptance-value mismatch is flagged as a fail.
   • A pass/fail parameter must be set explicitly.
3. Non-numeric text in a numeric field is rejected with a clear message.
4. You cannot finalise while any mandatory parameter is unread.

Accept / reject decision and re-inspection

To finalise an inspection:

1. Villva suggests a decision, pass if failed samples are within Allowed Failures, otherwise fail (blank Allowed Failures means any failure suggests a fail).
2. You confirm, or split into accepted and rejected quantities. Accepted + rejected must equal the inspected quantity exactly, nothing invented, nothing lost, and neither figure negative or over the inspected amount.
3. Any rejection (full or partial) requires a reason.
4. On finalise, accepted stock goes to usable, rejected stock goes to the Rejection bucket, and the bucket sums reconcile.

Once finalised, the result is locked: it cannot be edited or deleted. If rejected stock is later reworked, you start a new re-inspection that references the prior one; the original is never changed. Re-inspected quantity cannot exceed the quantity still sitting in the Rejection bucket, and the whole chain reconciles.

The Quality Inspector role

Recording readings and finalising an inspection (the gating action) require the Quality Inspector role.

• A Quality Inspector can enter readings and finalise.
• Store, Production and Sales users can create the source documents but cannot accept or reject, they are denied the finalise action.
• Changing QC flags or templates requires a Quality Inspector or Manager.

Worklist

The inspection worklist is a shared, filterable list of pending and completed inspections. Columns include the source (goods receipt or factory order), item, vendor, inspected quantity, status (Pending / Passed / Rejected / Partial), date and inspector. Filter by status, type, item, vendor and date range. Pending inspections are clearly highlighted, that’s your backlog to clear.

Quality report

The quality report aggregates finalised inspections to help you spot bad items and unreliable suppliers:

• Per item: inspected, accepted and rejected quantities and pass-rate % over a date range.
• Per vendor (incoming inspections): the same metrics.

Only finalised inspections count, and the report is exportable to Excel or PDF.

Inspection audit

Every finalise writes an append-only audit entry, inspector, item, source document, template version, readings summary, decision, accepted/rejected quantities and timestamp. A finalised result and its audit entry can never be edited or deleted. Re-inspections add new entries linked to the prior one; nothing is overwritten. This gives you the compliance trail you need for warranty claims and recalls.