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FILE Quality Checking Procedures

1. The document outlines quality checking procedures that should be followed upon receiving shipments from suppliers. This includes checking quantities against packing slips and ensuring quality meets specifications. 2. Receiving reports should be completed to document checks of date, timeliness of delivery, quantities, quality, and personnel performing checks. Spot checks of quality on a sample of items can be done instead of checking every item. 3. Reports are used to ensure payment is only made if materials were received in proper quantities and quality. Follow-up with suppliers later evaluates meeting objectives and identifies ways to improve future purchasing.

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Emmer
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167 views4 pages

FILE Quality Checking Procedures

1. The document outlines quality checking procedures that should be followed upon receiving shipments from suppliers. This includes checking quantities against packing slips and ensuring quality meets specifications. 2. Receiving reports should be completed to document checks of date, timeliness of delivery, quantities, quality, and personnel performing checks. Spot checks of quality on a sample of items can be done instead of checking every item. 3. Reports are used to ensure payment is only made if materials were received in proper quantities and quality. Follow-up with suppliers later evaluates meeting objectives and identifies ways to improve future purchasing.

Uploaded by

Emmer
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Quality Checking Procedures

While quality standards vary from


one industry to another, the means
for testing product quality are fairly
standard. By taking multiple steps to
check quality, you can increase the
chances of making sure that all
received materials are of good quality
and adheres to standards.

Many manufacturers lack clear


documentation of receipt of shipments. This can cause problems when the
business has to prove that there was a shortage in shipment or that the
shipment does not meet quality specifications, or when other problems exist.

Receiving Report

Upon receiving purchased goods or even services


from a supplier, it is important that the shipment
is checked to make sure that the correct quantity
and quality was received. A receiving report
should immediately be completed which
indicates:

 the date the material was received or


service was performed
 whether the delivery was on time
 the quantity of material received and whether any discrepancies exist
when compared with the packing slip
 whether the quality of the material meets specifications
 the names of the personnel who performed
these checks

This receiving report can be of great help to the


bookkeeper in maintaining accurate records, and
when paying the bills.

Quantity Check

When a shipment arrives, it is a good idea for


receiving personnel to check it against the
packing slip to make sure that the quantities are
correct.
The thoroughness of the quantity check depends upon how many packages
are involved, and how important the contents of the package are. If there are
many packages, and there are many items in each package to count, complete
counts would be a very time consuming process. In such cases, it may be
better to use sampling to establish the quantity received.

Total weight or physical dimensions can be used for fairy accurate estimates
of quantities in a shipment. When the material is packed in boxes, suppliers
can be asked to write the quantity on the cut-side of each box so that in a
shipment of several or many boxes, a few can be picked for a detailed check.
If they turn out to be accurate, then there is considerable assurance that the
shipment is complete.

A bulk count may be necessary when unit price is high. The receiving report
should show how the count was made, i.e., by full count, by weighing and
calculating the quantity, or by spot checks of packages.

Quality Inspection

It is important, upon receiving a shipment,


to make sure that the material meets quality
specifications. If it is of great importance
that no defects in quality exist, you will
probably want to run a quality check on
each item of the entire shipment.

If, in your manufacturing process, you are


able to detect defective materials, and it is
clear that the problem lies with the supplier, then the incoming quality check
can be limited to assuring that there is no massive quality problem which
would disrupt your production.

In some cases, however, defective material could pass through manufacturing


operations unnoticed, or a problem in production could be the fault of your
people. In such situations, it is wise to conduct a quality check of materials,
upon receiving the shipment.

However, since checking items against design specifications can be quite time
consuming and expensive, it is rarely necessary to run a quality check on all
items received.

Instead, spot checks on quality can be made on a small


representative portion of the shipment. The reasoning
behind spot checks is that if some of the material is
defective, then you should have a fairly good chance of
finding some defects if you sample items at random.
Thus, you might pick some material from different
places in the shipment. In the case of several
packages, you might select a few pieces from the top
of one package, from the bottom of another one, from the sides of a third one,
etc., and run quality checks on this material instead of on the whole
shipment.

Some conditions for using spot checks, or sampling, are as follows:

 Complete accuracy in locating all defects with a shipment cannot be


required. No sampling method can find all defective material.
 It should be possible to obtain a representative sampling of materials
from the shipment.
 An accurate method for judging the quality of the material must exist.
A quality inspector must be able to reliably judge what is acceptable,
and what is defective.
 The procedure for correctly sampling material and conducting spot
checks is somewhat complicated, however, and involves looking up
figures in statistical tables. One principle, of course, applies: a larger
sample size, or spot checking more items, will naturally increase
chances of finding defective parts, if they exist.
 For example, a certain manufacturer receives a shipment of 450
components: Part B-250. Defects in these parts are unlikely to be
detected during manufacturing operations. Usually about two or three
defective B-250 parts are found in every 100. The purchasing
manufacturer may feel that up to 3% defective parts are acceptable, but
if there are more, the supplier should take the shipment back to remove
the bad pieces. A table like the one shown below can be used to decide
how many pieces have to be checked to gain reasonable assurance that
the defect rate is 3% or less. Such tables can be found in many quality
control books.
 Looking at the line in the table for a Lot Size of 401 to 500, it can be
seen that a sample of 70 pieces should be selected. In this sample, there
should not be a single defective piece. If one should be found, the more
detailed check can be used and a larger sample of 160 could be selected.
If more than three parts are found defective in
the larger sample, then the probability is quite
high that there are more than 3% defective and
that the shipment does not meet quality
standards.

Report to Accounts payable

To assure that payment will be made only if the


merchandise which the vendor bills has been
received in the proper quantity and of
acceptable quality, the person making out the
check should compare:
 purchase order
 receiving report
 packing slip, when one is received, and
 invoice from the vendor

These documents should therefore be filed together so they are available when
bills are being paid.

Follow-up

Good purchasing procedures require follow-up evaluation of suppliers, and


sometimes even of individual purchases. You should consider whether or not
your purchasing objectives have been met and whether you are buying the
best overall value in terms of the best quality, prices and service. Did the
supplier provide on-time delivery and quality as promised? Were there any
considerations which were forgotten in deciding upon the purchase? Did you
buy the most economical quantity? Did the supplier satisfactorily resolve any
problems which may have cropped up? These are some of the questions you
should be asking yourself at this time.

Answers to these questions provide ideas on how purchasing can be improved


in the future.

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