Setting up Inspection Codes

Before an Inspection Code can be created you need to have already created at least one Inspector Employee Role code and at least one Employee. Once an Inspection Code has been created it can be attached to one item or a number of items using the Item Master.

After an item has an Inspection Code attached to it, it always invokes a requirement for inspection on Receipt Entry.

  1. To define Inspection Codes, use the Inspection Codes (IIC) function.
  2. Specify this information:
    Inspection Instructions Code
    Code to identify the inspection instructions.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Default Inspector Role
    Code for the employee role to be used as the default inspector.
    Default Inspector Employee
    Identifier for the employee to be used as the default inspector.
    Instruction

    The actual inspection instructions to be carried out.

    If empty lines are required, these can be entered by using Alt + Return.

  3. Save your changes.