Running an inspection (two-step submit)
Inspections capture actual measured or observed results against a template. The two-step submit prevents accidental sign-off: you enter results, review them, then confirm to lock the verdict.
When to use
Use an inspection for goods arriving from a supplier, products in production or a supplier audit, whenever you need a recorded pass or fail.
Before you start
- Open
/quality/inspections. Permissions:quality:readto view,quality:writeto create and enter results,quality:approveto approve, reject, hold and release. - Toggles:
quality.require_inspection_approval(default on) sends passing results to an approver;quality.enable_hold_on_inspection_fail(default off, on for new companies) puts failed goods on hold;quality.auto_create_ncr_on_fail(default off, on for new companies) opens an NCR automatically.
Start the inspection
Go to Quality → Inspections → New Inspection, pick the template, and link the source (goods receipt, work order, or supplier).
Enter results
Record each checklist item’s measurement or pass/fail. XBuddy computes an overall verdict from the criteria.
Review, then confirm
In the review step, check every entry. Confirm to submit — a fail verdict can auto-raise an NCR and notify the quality manager.
Handle each goods line
For inspections linked to a goods receipt or purchase order, record the decision for each line, not only the overall checklist.
Approve, reject, hold or release
If approval is required, a passing inspection waits for an approver, who approves or rejects it. On failure, goods can be held and released later by someone with quality:approve.
Submit in bulk
Several inspections can be submitted together from the list.
Statuses
| Status | Meaning | Who moves it |
|---|---|---|
| Pending | Created; results not submitted. | Inspector (quality:write). |
| Pending approval | Passing result waiting for sign-off (when approval is required). | Inspector submits; approver decides. |
| Passed | No failed items. | System, or approver. |
| Conditionally passed | Fewer than 20% of items failed. | System, or approver. |
| Failed | 20% or more of items failed. | System, or approver. |
Passed, conditionally passed and failed are final: results cannot be submitted again.
Tips & common mistakes
- Review before confirming — the verdict is locked after submit.
- A numeric reading outside min/max fails automatically even if the inspector marks it ok.
- Without the auto-NCR toggle a failed inspection does not open an NCR — raise it manually.
- Failed goods are held only if the hold toggle is on; check it before relying on it.