Add a Material Nonconformance
The Nonconformance Module in Safefood 360° is specifically for recording Nonconformances that happen internally in relation to Finished Products, Materials, or Services. The workflow allows you to define the issue and then provide details on what has happened to the affected Product, Material, or Service, e.g. are they on hold/quarantine, and what is going to happen, are you rejecting and disposing, reworking, etc. A Corrective Action Record can then be generated directly from the Nonconformance Record using the 'Actions>Add Related Record>Corrective Action' buttons so that a full root-cause analysis etc. can be put in place.
Note: A Nonconformance Record is a standalone Record and does not require a Programme to be set up first before it can be created.
Tip: A Nonconformance can also be added directly through most Programmes and Records via the 'Actions>Add Related Records>Nonconformance' buttons. Some of the Nonconformance Record details will be completed via the 'Add Related Record' option, and the Nonconformance Record is then added to the 'Actions' tab of the Nonconformance module to be completed.
If required, a Supplier Corrective Action Record can also be generated from the Material Nonconformance Record using the 'Actions>Add Related Records>Supplier Corrective' button, which will allow a Supplier to respond for the raised Material Nonconformance. Click here for further details on how to raise a Supplier Corrective Action.
Important: In order to complete a Material Nonconformance Record, the Ingredient/Material must have been added to the Products & Materials in Master Data. For further details on adding Ingredient/Materials, see here.
How to Add a Material Nonconformance Record
A Material Nonconformance Record can be raised in two ways:
To add Nonconformance Records, you must access the Nonconformance module main page first. To navigate to the module, click the 'Management>Nonconformance' buttons. Once within the module, click the 'Add Nonconformance>Nonconforming Material' buttons. You will then be required to select a specific Material from a dropdown list of all of your Materials added to Master Data. Click on the dropdown arrow, source your material and click 'Create'. This will bring you directly to the first workflow stage of the Material Nonconformance Record. From there, you can complete the Record as per instructions outlined below.
Image: Accessing the Nonconformance Module
Image: Clicking 'Add Nonconformance>Nonconforming Material' Buttons, Selecting Correct Material
Image: Click 'Create' to add a Nonconforming Material Record
To add a Material Nonconformance via the 'Actions' button of another Programme or Record within Safefood 360°, click 'Actions>Add Related Record>Nonconformance' buttons. A pop-up will appear on screen prompting you to complete the following details of the first workflow stage of the Nonconformance: Nonconformance, Product/Material/Service, Supplier, Source, Trace No. and Description. The Nonconformance and Product/Material/Service are the only mandatory fields at this stage, allowing you to complete the remaining details in the Nonconformance Record itself. This will bring you directly to the first workflow stage of the Material Nonconformance Record. From there, you can complete the Record as per the instructions outlined below.
Image: Actions>Add Related Record>Nonconformance
Image: Blank Nonconformance Pop-Up Screen
Image: Nonconformance Folders Dropdown [Mandatory Field]
Image: Product/Material/Service Folders Dropdown [Mandatory Field]
Image: Supplier Folders Dropdown (Source is N/A for an Ingredient/Material, Greyed Out) [Mandatory Field]
When you have completed all of the required fields, you can click 'Save & Submit' and the Nonconformance Record will be created and added to the Nonconformance module and also linked at the top of the Record for which the Related Nonconformance was created.
Image: Nonconformance Linked to the Record in the 'Related Record' Section
Note: For a Nonconformance Record created via the 'Add Related Record' option, the first workflow stage - Nonconformance, will be 'Saved & Submitted' to allow for a signature to be added of the User who opened the Record. To fully complete the workflow stage with all of the required information, the workflow stage should be accessed again via the 'Edit' button.
Stages of the Material Nonconformance Record
After creating your Material Nonconformance Record, the Nonconformance workflow stage will open. The Nonconformance workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the six workflow stages of the Material Nonconformance Record:
Image: Blank Nonconformance
1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Supplier: Select the Supplier of the selected Ingredient/Material by clicking on the dropdown arrow to display the 'Suppliers' folder, source your required supplier and click on their name until a grey background appears, and click 'Select' to add them to the Record. If the Record was raised via the 'Actions>Add Related Record>Nonconformance' for another Programme/Record in the system, this will be pre-populated here. If needed, you can re-select it by following the steps outlined above. [Mandatory Field]
Image: Selecting a Supplier
3. Ingredient/Material: Confirm the Ingredient/Material selection - this will be pre-populated with the Material selected when creating the Nonconformance Record via the Nonconformance module or via a Related Record. You can re-select this by clicking on the dropdown arrow and selecting the correct Material from the folder until a grey background appears and click 'Select' to add it to the Record. [Mandatory Field]
4. Quantity/Unit of Measurement: Enter the Quantity in the open numerical field and select the Unit of measurement from the 'Units of Measurement' entered to Categories in Master Data via the dropdown arrow, in the same manner as selecting the Ingredient/Material.
Image: Ingredient / Material Folder Dropdown and Units of Measurement Folder Dropdown
5. Date of Manufacture: Select the Date and Time of Manufacture for the Ingredient/Material. Click the Calendar icon to choose your date, and the Time dropdown to choose your time. You can also type in a specific time if needed.
Image: Select Date of Manufacture Details
6. Date of Minimum Durability: Select the Date of Minimum Durability for this Ingredient/Material by clicking the Calendar icon and selecting the required Date. Click the dropdown arrow to select whether the Ingredient/Material receives a 'Use By' or a 'Best Before' Date of Minimum Durability.
Image: Select the Date of Minimum Durability Details
7. Nonconformances: Using the Master Data dropdown, select the Nonconformance that cause the need for this Material Nonconformance Record, choosing from 'My Nonconformances' in Master Data or 'System Nonconformances'. The System Nonconformances consist of 'Critical, Major, Minor and Recommendation'. See the following article for more information on adding a Nonconformance. [Mandatory Field]
Image: Nonconformance Dropdown
8. Trace No.: This is an open-text field where you can assign a Lot or Batch number for the Ingredient/Material. The Trace No. can be tracked within Safefood360° via the Traceability module.
Note: If the Nonconformance Record was raised from another Programme or Record within Safefood 360°, the Trace No. (if entered) will be prepopulated here, but can be edited if required.
9. Description: Use this open-text field to enter a detailed description of the Ingredient/Material Nonconformance. Provide as much detail as you can to ensure all specifics of the Nonconformance are documented.
Note: If the Nonconformance Record was raised from another Programme or Record within Safefood 360°, the Description (if entered) will be prepopulated here, but can be edited if required.
10. Save: Click the 'Save' button to save the information added to the Nonconformance workflow stage. This will save the information added, but not move to the next workflow stage. As this is the first workflow stage, the 'Save' button will also move the Record into the Actions Tab. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information that was added to the Record. Ensure to click the 'Save' button to save the progress of your work.
11. Save & Submit: Click the 'Save & Submit' button to save the Nonconformance workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
12. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.
Note: The Risk of the Nonconformance will become the Risk of the Nonconforming Material Record. If the Risk is noted as 'None' or 'Low', the Record will become overdue after 14 days and if the Risk is noted as 'Medium' or 'High', the Record will become overdue after 7 days on the Summary Dashboards if not closed out.
Image: Completed 'Nonconformance' Workflow Stage After 'Save & Submit' (Record Created, Risk Assigned to the Record)
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Hold & Quarantine: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'Nonconformance' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Another Signature Added (3)
The 'Hold/Quarantine' workflow stage does not have any mandatory fields, meaning that the stage can be 'Saved & Submitted' without completing any of the sections. You can even delete the pre-populated 'Date' and 'Time' if needed.
However, all nonconforming Materials should be put on hold and placed in quarantine until it has been investigated, as per Best Practice.
Image: Blank Hold/Quarantine
1. Date/Time on Hold: Select the Date and Time the nonconforming Ingredient/Material was put on hold. This is pre-filled with the Date and Time that the Record stage was opened but can be updated as needed. Click the Calendar icon to update the date and click on the Time dropdown to edit the time. If needed, you can also type in a time if it is not on the list.
Image: Selecting Date and Time 'On Hold'
2. Location: This is an open-text field where you should enter the hold location of where the quarantined Ingredient/Material is currently being stored.
3. Identification: Use the dropdown arrow to select the identification type of the Hold. You can select from a few different system options - Identification Label / Placard, Identification Location, Other.
Image: Identification Dropdown
4. Authorised By: Click on the dropdown arrow to select who authorised the Nonconforming Ingredient/Material Hold. You can select from a list of Employees as well as other Contacts. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add the name to the Record.
Image: Selecting the 'Authorised By'
5. Isolation Method: Select the Isolation Method used to isolate the nonconforming Ingredient/Material from unaffected stock by using the dropdown arrow.
You can choose from 7 options:
- Cautionary Tape
- Fixed Barrier
- Inventory Management System
- Mobile Barrier
- Not Applicable
- Secure Room/Store
- Other
Image: Isolation Method Dropdown
6. Save: Click the 'Save' button to save the Hold/Quarantine workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
7. Save & Submit: Click the 'Save & Submit' button to save the Hold/Quarantine workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
8. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.
Image: Completed 'Hold/Quarantine' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Decision: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'Hold/Quarantine' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
The 'Decision' workflow stage allows you to make a Decision on what should be done with the affected Nonconforming Material. Depending on the Decision made within this workflow stage, certain other workflow stages of the Record may open and some may be skipped.
Decision Outcomes:
Moves to Nonconformance Close Out Workflow Stage
- Accept by Concession
- Regrade
- Release
- Other
Moves to Reject and Dispose Workflow Stage
- Reject and Dispose
Moves to Reject and Return to Supplier Workflow Stage
- Reject and Return to Supplier
Image: Blank Decision
1. Decision: Select the Decision by clicking the dropdown arrow to display all the options. [Mandatory Field]
You can choose from 6 options:
- Accept by Concession
- Regrade
- Reject and Dispose
- Reject and Return to Supplier
- Release
- Other
Remember:
- If a 'Decision' is made to ‘Reject and Dispose’ the nonconforming Product - the Reject and Dispose workflow stage will open
- If a 'Decision' is made to ‘Reject and Return to Supplier’ the nonconforming Product - the Reject and Return to Supplier workflow stage will open
- All other 'Decisions' will lead straight to the Close Out workflow stage
Image: Decision Dropdown
2. Authorised By: Click on the dropdown arrow to select who authorised the Nonconforming Material Decision. You can select from a list of Employees as well as other Contacts. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add the name to the Record. [Mandatory Field]
Image: Selecting the 'Authorised By'
3. Date: Confirm the Date that the Decision was made. This is pre-populated with the Date when the workflow stage was opened but can be updated by using the Calendar icon.
4. Report: Enter a Decision Report. This is an open-text field where you can provide an in-depth report to justify the selected decision.
5. Save: Click the 'Save' button to save the Decision workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
6. Save & Submit: Click the 'Save & Submit' button to save the Decision workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
Remember:
- If a 'Decision' is made to ‘Reject and Dispose’ the nonconforming Product - the Reject and Dispose workflow stage will open
- If a 'Decision' is made to ‘Reject and Return to Supplier’ the nonconforming Product - the Reject and Return to Supplier workflow stage will open
- All other 'Decisions' will lead straight to the Close Out workflow stage
7. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Nonconformance Review module page. Clicking the 'Cancel' button will cause you to loose your progress without the possibility of recovering the information.
Image: Completed 'Decision' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Reject and Return/Reject and Dispose/Close Out: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'Decision' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Blank Reject and Return
1. Date: Click on the dropdown arrow to select the date that the Material was/is due to be returned to the Supplier. [Mandatory Field]
2. Supervised By: Click on the dropdown arrow to select the person who is supervising the Material return. You can select from Employees or other Contacts entered to Master Data.
3. Save: Click the 'Save' button to save the Reject and Return workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
4. Save & Submit: Click the 'Save & Submit' button to save the Reject and Return workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes
Remember: As there are no Decision options within the Reject and Return workflow stage, the Record will move directly to the Close Out workflow stage when the Reject and Return workflow stage has been 'Saved & Submitted'.
5. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.
Image: Completed 'Reject and Return' Workflow Stage After 'Save & Submit' (Reject & Dispose Greyed Out)
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Close out: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'Reject and Return' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Blank Reject and Dispose
1. Date: Select the Date the Material was disposed or will be disposed. This is automatically populated with the date that the workflow stage has been opened. Click on the Calendar icon to select a different date. [Mandatory Field]
2. Supervised By: Select the person supervising the disposal of the affected Material. Click on the dropdown arrow and select from Employees or other contacts added to Master Data. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add it to the Record.
Image: 'Supervised By' Dropdown
3. Licensed Contractor: Select the Licensed Waste Contractor who is responsible of disposing of your nonconforming Material. Click on the dropdown arrow and select from the Contacts added to Master Data. Once you have sourced the required person, click on their name until a grey background appears and click 'Select' to add it to the Record.
Image: Selecting a 'Licensed Contractor'
4. Save: Click the 'Save' button to save the Reject and Dispose workflow. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and be able to come back to it.
5. Save & Submit: Click the 'Save & Submit' button to save the Reject and Dispose workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes
6. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move out to the Nonconformance module.
Image: Completed 'Reject and Dispose' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Close out: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'Reject and Dispose' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
The Nonconformance 'Close out' workflow stage is the last stage in all of the Nonconformance Records, regardless if 3 or 5 workflow stages were completed previously. The ‘Close out’ section allows you to complete a final report for the Nonconformance Record, select a Root Cause for the Nonconformance, detail any Costs or Losses figures and add any information regarding notifications made to Customers or Regulatory Bodies concerning the Nonconforming Product its Decision.
Image: Blank Close Out
1. Report: This is an open-text field which allows you to provide a Close out report for the overall Nonconformance investigation.
2. Root Cause: Select the Root Cause of the Material Nonconformance. The Root Cause can be selected from the Causes uploaded in Master Data. To add a Root Cause to the Close out stage, click on the dropdown arrow to display the folder and source your Root Cause. Once you have sourced your Cause, click on it until a grey background appears and click 'Select' to add it to the Record.
Image: 'Root Cause' Dropdown
3. Costs/Losses Type: Select any Costs or Losses incurred due to the Nonconformance. This is not limited to monetary loss only, as you may have lost time, reputation, material, or required additional workers, time, staff, etc. Click on the dropdpown arrow to select a the 'Type' of loss. This is your Costs/Losses entered in Master Data. To select Costs/Losses, click on the dropdown arrow and source the required category. Then click on the name of the category until a grey background appears and click 'Select' to add it to the Record.
Image: 'Costs/Losses' Dropdown
4. Amount: Enter the amount in this numerical field. You can use positive (+) numbers, as well as negative numbers (-) in this field. The system will automatically complete the calculation for you at the bottom in the form of 'Total'. In this field you can enter any value to 2 decimal places. [Mandatory if Costs/Losses Type Selected]
5. Add Line: Click the 'Add Line' button to add more Costs/Losses.
6. X: Click the red 'X' button to remove a Costs/Losses line. You will be asked to confirm your choice in a pop-up window.
Image: Costs/Losses Total Calculated Automatically by the System
7. Authority/Customer: Select from the Customers and Organisations added to Master Data. Click on the dropdown arrow to display the folder, source the required Contact and click on their folder a grey background appears, then click 'Select' to add them to the Record.
Note: When selecting a Customer or an Authority (Organisation) for the Nonconformance Close out stage, you will not be able to select a specific person. In this case, you should select the actual folder of the Customer/Organisation to add their contact to the 'Authority/Customer' Section.
Image: Selecting an Organisation
8. Date Notified: Click on the Calendar icon to select the date on which the selected Contact was notified of the Product Nonconformance. [Mandatory if 'Authority/Customer' Selected]
9. Method: Use the dropdown arrow to select the Method used for contacting the selected Customer/Organisation. You can select from the system default options - Email, Phone, Letter, Meeting or Other. [Mandatory if 'Authority/Customer' Selected]
Image: Contact Method Dropdown
10. Contact Person: Use this open-text field to enter the name of the person who was contacted about the Material Nonconformance.
11. Notes: Use the open-text field to enter any Notes regarding the process of contacting the selected Authority/Customer, i.e., if any agreements or requests were made by the other party, etc.
12. Add Line: Click the 'Add Line' button to add more Organisations and/or Customers that were contacted.
13. X: Click the red 'X' button to remove an Organisation/Customer from the contacted list. You will be asked to confirm your choice in a pop-up window.
14. Save: Click the 'Save' button to save the Close Out workflow. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
15. Save & Submit: Click the 'Save & Submit' button to save the Close Out workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
16. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Nonconformance module.
Image: Completed 'Close out' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, another signature will be added and the workflow stage will be closed and collapsed.
Image: 'Close out' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Examples of Nonconformance Workflow Stages Skipped/Greyed Out due to Decisions
Note: As mentioned, some workflow stages of the Nonconformance Record will be skipped and greyed out when certain Decisions are made within the Decision or Rework workflows. See below some screenshot examples of the workflow stages skipped and greyed out.
Image: 4 Workflow Stages Completed - 'Reject and Return' and 'Reject and Dispose' Skipped/Greyed Out
Image: 5 Workflow Stages Completed - 'Reject and Dispose' Skipped/Greyed Out
Image: 5 Workflow Stages Completed - 'Reject and Return' Skipped/Greyed Out
Note: If at any stage you decide to change your Decision in the 'Decision' workflow stage, and if 'Reject and Return' or 'Reject and Dispose' Decision has been selected and completed at any stage, when you change the decision to something else, the previously completed stage will be closed and greyed out, and the most recent signature will be visible. If you change the Decision again to a stage that was previously completed, the stage will be expanded again and you will be required to complete the information again. Previously populated information will be removed from the section.
Image: Completed 'Reject and Return' Workflow Stage has Been Collapsed and Greyed Out when a Different Decision was Selected
Image: Completed 'Reject and Return' and 'Reject and Dispose' Workflow Stages have Been Collapsed and Greyed Out when a Different Decision was Selected
A Supplier Corrective Action can be raised for the Nonconforming Material directly from the Nonconforming Material Record - be it from an open record in the 'Actions' tab, or from a closed record in the 'Complete' tab. To raise a Supplier Corrective Action Record directly from the Material Nonconformance Record, navigate to the 'Actions>Add Related Record>Supplier Corrective Action' buttons.
A Supplier Corrective Action pop up screen will appear, where the details of the Supplier Corrective Action can be completed, e.g. Supplier, Responsible, Due Date. Once the 'Save & Submit' button has been clicked, the Supplier Corrective Action Record will be generated, linked to the top of the Record and be placed into the 'Actions' tab of the Supply Chain Management module. The first stage of the Supplier Corrective Action will be closed (Saved & Submitted) but can be edited if needed by clicking the 'Edit' button.
Remember: If the Supplier has access to the Supplier Portal, and they have been marked as Responsible for the Supplier Correction Action, they will not always be able to access the Nonconforming Material Record the Supplier Corrective Action was raised from, as the Supplier Portal has limited module access. Therefore you may download a PDF of the Nonconforming Material Record and attach it to the Supplier Corrective Action, this way the Supplier can read the details on the Nonconforming Material Record.
Image: Add Supplier Corrective Action Related Record via the Actions Button
Note: The fields will be pre-populated based on the information completed in the 'Nonconformance' workflow stage of the Nonconformance Record - allowing for Supplier Corrective Actions to also be raised from Records which have not been fully completed yet. All of the fields are mandatory (except the 'Add Attachment' section). The 'Comments/Observations' is the only blank field that requires completion by you.
Image: New Supplier Corrective Action Related Record for the Nonconformance Record
1. Supplier: The name of the Supplier selected for the Material Nonconformance is auto-populated here. This can be adjusted in the case that the specific Material is supplier by a number of Suppliers and a different one needs to be selected. [Mandatory Field]
2. Ingredient / Material: The name of the Ingredient/Material for which the Material Nonconformance was raised for is auto-populated here. This cannot be edited. [Mandatory Field]
3. Non-conformance: This is the Nonconformance category assigned in the Material Nonconformance Record. If needed, this can be changed to another Nonconformance category. [Mandatory Field]
4. Detail: The details provided in the Description field of the Material Nonconformance Record will be auto-populated here and can be edited if needed. [Mandatory Field]
5. Comments / Observations: This field does not auto-populate and appears blank, however it is a mandatory field. Use the field to provided comments on the Nonconformance and what you expect from the Supplier. [Mandatory Field]
6. Add Attachment: Attach any external Documents directly from your device which you would like for the Supplier to view/download from the Corrective Action Record, e.g. this could be a PDF file of this Material Nonconformance Record, or a picture of what the Nonconformance looks like at the time it was identified, etc.
7. Responsible (Action): This is the Person from the Supplier’s side who should be assigned as Responsible for the Raised Nonconformance and is required to complete the Corrective Action Response stage. The person selected as the Main Contact for the Supplier will be auto-populated here, however, you can select a different Contact (Employee or Supplier) from Master Data, or if there are relationships in place, you will be able to see and select from the parent Supplier contacts. [Mandatory Field]
8. Responsible (Review): This is the Person Responsible for completing the Review of the Supplier Corrective Action. By default, the User who is creating the related Supplier Corrective Action Record will be set as the reviewer, however, you can select a different Employee from Master Data. [Mandatory Field]
9. Due Date: By default, 'Today's Date' auto-populates in this field. Click the Calendar icon to change the Date. [Mandatory Field]
10. Save & Submit: Click ‘Save & Submit’ to generate the Supplier Corrective Action. Once 'Save & Submit' is clicked, you will be brought back to the Material Nonconformance Record and will see the raised related Supplier Corrective Action Record linked at the top.
11. Cancel: Click ‘Cancel’ or ‘X’ to cancel this action and return to the Nonconforming Material Record.
Image: Raised Supplier Corrective Action Linked to the Nonconformance Record
Click on the blue hyperlink of the Related Record to access the Supplier Corrective Action Record.
Image: Supplier Corrective Action Record Raised from 'Actions>Add Related Record>Supplier Corrective Action'
Image: Supplier Corrective Action Record Raised from 'Actions>Add Related Record>Supplier Corrective Action' in the Supply Chain Management Module
