Non-Conformance Reports (NCR)

Overview#

• When problems occur, a Non-Conformance Report (NCR) can be created to identify the problem and to assist with addressing it.
• Internal issues (e.g. health and safety) and problems with both customer and supplier orders can be logged and tracked.
• The NCR feature is integrated with transactions, the Tracker app and the Service Manager.
• NCR can be added to any Menu Group by clicking the Fixed radio button and selecting NCR from the list.

💡These tutorials explain how to create, edit and allocate costs to NCRs.

How to Create a Production-Related NCR#

1. Navigate to Non-Conformance Reports.
2. Click New (button).
3. Status Bar = Select a Reminder date from the calendar to follow up on the report.
4. Status Bar = Select a Target date from the calendar for when the issue must be fixed.
5. Category = Select a category from the dropdown list. Once you select a category, additional fields appear in the header.
6. Department = Select a department from the dropdown list.
7. Customer/Supplier = Select a customer or supplier from the dropdown list. Whether a customer or supplier is requested depends on the category.
8. Contact = Select a contact person from the dropdown list.
9. Trans – NCR = Select a transaction from the dropdown list and fill in the quantity of items that are affected in the Qty block. The dropdown list contains transactions that involve the customer or supplier as selected in Step 7.
10. Trans – Remake = Select a transaction from the dropdown list if one already exists, else leave the field blank. The quantity field duplicates the quantity entered as part of Step 9. 
11. Owner = Select an Owner from the dropdown list of users. This field is prefilled if a default owner was selected for the category.
12. Assign to = Select a user that the report is assigned to from the dropdown list.
13. Sections = Optional: Edit the sections or tabs to display. Click the arrow and check or uncheck the boxes next to the section names.
14. Complete the Staff section as follows (optional):
    1. For existing staff, type their roles in the Role column.
    2. To add staff, select a name from the dropdown list next to Staff.
    3. Enter their role in the block provided.
    4. Click Add (button).
15. Click Problem (tab).
    1. Click the arrow on the dropdown list and select an entry.
    2. Enter any additional information in the block provided.
16. Click Status (button) and select the next status from the dropdown list.

How to Create a Customer Complaint NCR#

1. Create or edit a Service Manager ticket for the complaint.
2. Click Actions (button) > Create a new NCR.
3. Status Bar = Select a Reminder date from the calendar to follow up on the report.
4. Status Bar = Select a Target date from the calendar for when the issue must be fixed.
5. Category = Select a category from the dropdown list. Customers Complaint is automatically selected but can be changed.
6. Department = Select a department from the dropdown list.
7. Trans – NCR = Select a transaction from the dropdown list and fill in the quantity of items that are affected in the Qty block. The dropdown list contains transactions that involve the customer (e.g. Customer Invoices).
8. Owner = Select the user who is in charge from the dropdown list of users. This field is prefilled if a default owner was selected for the category.
9. Assign to = Select a user that the report is assigned to from the dropdown list.
10. Sections = Optional: Edit the sections or tabs to display. Click the arrow and check or uncheck the boxes next to the section names.
11. Complete the Staff section as follows (optional):
    1. For existing staff, type their roles in the Role column.
    2. To add staff, select a name from the dropdown list next to Staff.
    3. Enter their role in the block provided.
    4. Click Add (button).
12. Click Problem (tab).
    1. Click the arrow on the dropdown list and select an entry.
    2. Enter any additional information in the block provided.
13. Click Status (button) and select the next status from the dropdown list.

How to Edit an NCR#

1. Navigate to Non-Conformance Reports.
2. Set the filters as needed and click View (button).
3. Double-click the entry you want to edit to open it.
4. Click the tab that matches the status.
5. Click the arrow on the first field on the tab and select an entry from the dropdown list.
6. Enter any additional information in the block provided.
7. Assign to = Select the user to assign the next task to (optional).
8. Click Status (button) and select the next status from the dropdown list.

How to Create a Remake Work Order#

1. Navigate to Non-Conformance Reports.
2. Set the filters as needed and click View (button).
3. Double-click the entry you want to edit to open it.
4. Click Actions (button) > Copy to Work Orders (WO) (Remake).
   • Note: A transaction must be selected in the Trans – NCR field for this feature to work.
5. Confirm that you want to copy the transaction.
6. A Work Order is created and opened. The NCR number appears in red and is added to Links (button).
7. Process the Work Order as per usual.
8. The number of the newly created Work Order is automatically entered next to Trans – Remake on the NCR.

How to Clear Transactions#

1. Navigate to Non-Conformance Reports.
2. Set the filters as needed and click View (button).
3. Double-click the entry you want to edit to open it.
4. Click Actions (button) > Clear Trans – NCR to clear the original transaction.
   • Note: The transaction is cleared but can be selected again from the dropdown list.
5. Click Actions (button) > Clear Trans – Remake to clear the remake transaction.
   • Note: The transaction is cleared but can be selected again from the dropdown list.

How to Allocate Costs#

1. Navigate to Non-Conformance Reports.
2. Set the filters as needed and click View (button).
3. Double-click the entry you want to edit to open it.
4. Click Menu (button) > Open Remake Transaction.
5. Check that the Work Order is in an Active or similar status.
6. Click Actions (button) > Copy to Goods Issued or Copy to Purchase Orders (whichever applies).
7. Select the items that must be copied.
8. On the new transaction, select an NCR number from the dropdown list.
   • Note: NCR entries only appear on the dropdown list if at least one transaction in the transaction flow (all the transactions copied from each other) is linked to an NCR.
9. Complete the Goods Issued or Purchase Order transaction as usual.