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Perform the Incoming Goods Inspection using eAuditor

Incoming Goods Inspection refers to the process of verifying and assessing the quality, quantity, and compliance of materials or products received from suppliers before they are accepted into inventory or used in production. This inspection ensures that all incoming goods meet the specified requirements, standards, and purchase order (PO) terms.

Performing an Incoming Goods Inspection using eAuditor ensures that all received materials and products are systematically checked for quality, quantity, and compliance before being accepted into inventory or production. eAuditor provides a structured, efficient, and auditable process for inspecting incoming goods, identifying defects early, and maintaining supplier accountability.

1. Preparation and Setup

• Create a Customized Incoming Goods Inspection Template:
  • Build an inspection checklist in eAuditor that covers key aspects such as visual condition, quantity verification, specification compliance, documentation check, functional testing (if required), and acceptance/rejection decision.
  • Include drop-down lists, mandatory photo uploads for defects, and fields for supplier information and PO numbers.
• Attach Relevant Documents:
  • Link specifications sheets, product drawings, purchase orders, and acceptance criteria directly to the inspection form for quick reference during inspections.
• Schedule Inspections Automatically:
  • Use eAuditor’s scheduling tool to automatically create inspections based on delivery schedules, supplier contracts, or production requirements.

2. Performing the Incoming Goods Inspection

Step-by-Step Execution using eAuditor:

1. Visual Condition Check

• Inspect Packaging:
  • Check for damages, tampering, water exposure, or poor handling.
• Inspect Goods:
  • Look for visible defects, deformation, scratches, or discoloration.
• Capture Photos:
  • Take and upload photographs directly into eAuditor for any visible issues.

1. Quantity Verification

• Match to Purchase Order:
  • Verify that the number of items received matches the purchase order (PO) and delivery note.
• Record Discrepancies:
  • Document any shortages, overages, or incorrect items in the checklist.

1. Specification and Compliance Check

• Measure and Inspect Specifications:
  • Verify dimensions, weights, labels, model numbers, and other key specifications.
• Certifications and Regulatory Checks:
  • Confirm that compliance certificates (e.g., Certificate of Analysis, CE marking) are received and valid.

1. Functional Testing (if required)

• Test Operational Aspects:
  • If applicable, conduct quick functional tests (e.g., power-on checks, movement tests, or other simple operations) to verify product performance.
• Record Test Results:
  • Input test outcomes and photos/videos (if needed) into the inspection record.

1. Documentation Review

• Verify Documentation:
  • Ensure all delivery documents, invoices, certifications, and manuals are complete and accurate.
• Highlight Missing Information:
  • Flag any missing or incorrect documentation for supplier follow-up.

1. Final Acceptance or Rejection Decision

• Acceptance:
  • If goods meet all criteria, mark them as accepted, tag for inventory, and forward them to storage or production.
• Rejection:
  • If goods fail any critical criteria, mark them as rejected or quarantined, and generate a Non-Conformance Report (NCR) directly from eAuditor.
• Assign Corrective Actions:
  • Immediately assign corrective tasks such as supplier notification, goods return, or request for replacement through eAuditor.

3. Post-Inspection Actions

• Generate Instant Reports:
  • Automatically generate a detailed Incoming Goods Inspection Report including photographs, notes, test results, and acceptance decisions.
• Track Supplier Performance:
  • Use eAuditor’s analytics to track supplier quality trends, identify recurring issues, and make data-driven supplier evaluations.
• Audit Trail for Compliance:
  • Maintain a complete, searchable audit trail of all inspections for quality audits, certifications, and regulatory compliance.

Summary

Performing an Incoming Goods Inspection using eAuditor allows organizations to streamline their receipt quality checks, ensure compliance with specifications, detect defects early, and maintain high product quality standards. Through real-time documentation, task assignment, and analytics, eAuditor helps businesses minimize production risks, enhance supplier management, and protect against costly quality failures.

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