Quality Control Notes

Feature: Quality Control (QC) Notes

Environment: Comsense Enterprise & Comsense Advantage v. 21.1.100.094

Function: The Quality Control Notes feature is a customizable drop-down list that streamlines and tracks internal process stages. The QC Notes field operates independently from other fields and parameters in each window. QC notes do not prevent orders or projects from moving through stages such as sourcing or invoicing i.e. a sales order with a QC note requesting product review does not prevent the sales order from being invoiced.  You must manually update the QC Note field as you complete each stage of the process.

Purpose: Quality control notes track internal processes using consistent language and spelling to improve workflow. The customizable list is protected by securities to prevent discrepancies and optimize the Filter feature in the Orders Management window.

How it works:

Adding QC Note List Items in Enterprise

The QC note list is unpopulated by default. You must define the list according to your company's internal quality control processes.

QC Note Permissions

By default, only users with administrative permissions can update the list of QC status notes. Users with administrative permissions must give permissions to other roles to add, update, or remove any list items.

Click image to enlarge
Security window; shows the location of the Quality Control Note List security options.
Image 1: Quality Control Note List Security

Accessing Quality Control Notes

Enterprise > System Options > Quality Control Notes

Click image to enlarge
Enterprise Navigation Menu; shows the location of Quality Control Notes.
Image 2: Enterprise Left-Hand Navigation Menu

Adding a List Item

Each list item has a sort number that defines the order of the drop-down list. The sort field auto-populates using the order you enter the QC notes. We recommend adding the QC notes in the same order as your workflow. 

In the fillable line item:

  1. Enter the QC note
Click image to enlarge
Quality Control Note List widnow; shows a new quality control note for the quality control note drop-down list.
Image 3: New Quality Control Status Note
  1. Click the Fillable Line Item
  2. Repeat steps 1-2 for all QC notes
Click image to enlarge
Quality Control Note List window; shows 5 quality control notes for the quality control note drop-down list.
Image 4: Complete Quality Control Note List
  1. Click Save & Close

The QC Notes field now has a drop-down list.

Reordering the QC Note List

To reorder the list items, Click the Select button and Drag & Drop the line item in your sort preference.

Click image to enlarge
Quality Control Note List window; shows the location of the Select button for a line item and a double sided arrow indicating two notes were switched.
Image 5: Select Button

Adding QC List Items for Advantage-Only Users

Contact Support with your QC note list.

Deleting or Making a QC Note Inactive

Deleting a QC Note

You can only delete QC notes that are not currently in use. To delete a QC note, Right-click on the QC Note Line Item and Click Delete Quality Control Note.

Click image to enlarge
Quality Control Note List window; shows the quality control note right click menu and the location of Delete Quality Control Note.
Image 6: Quality Control Note Right-Click Menu

Making a QC Note Inactive

If you delete an in-use QC note the system prompts an error message. Instead, you must make the note inactive to remove the QC note from the drop-down list.

Click image to enlarge
Exception window; says Could Not Save Quality Control Note List and further details error in coding langauge.
Image 7: Quality Control Note Error Message

To make a QC note inactive, Select the QC note line item and Click Make (in)active. The Inactive date field will populate.

Click image to enlarge
Quality Control Note List window; shows the location of the Make (In)Active button in the toolbar.
Image 8: Make Note Inactive

To reactivate an inactive status, Complete the same steps as Making a QC Note Inactive.

Updating the QC Note Field

You must manually update the QC note field after each stage of the internal quality control process is complete.

Sales Order or Quote

QC Notes are not a mandatory field for saving the sales order or quote and the field does not validate other fields in the window e.g. you can save a sales order with no door or frame that has the Door & Frame Review Required note.

In the Sales Order or Quote window, Select the applicable note in the QC Note drop-down list and Click Save & Close.

Click image to enlarge
Sales Order window; shows the QC Note field drop-down list.
Image 9: Sales Order QC Note Drop-Down List

Project

In the Projects window, Select the applicable note in the QC Notes drop-down list and Click Save & Close.

Click image to enlarge
Projects window; shows the QC Notes field drop-down list.
Image 10: Project QC Notes Drop-Down List

Filtering by QC Notes in Orders Management

QC Notes are filterable in the Orders Management window to streamline your workflow. In the Orders Management window, you can access the sales order or quote to review the order and update the QC Note field.

In the Orders Management window, Scroll right and Select a QC note in the QC Note Filter field.

Click image to enlarge
Orders Management window; shows the Quality Control Note Filter field drop-down list.
Image 11: Quality Control Note Filter Field

Viewing the QC Note in Order Management

The QC Note is viewable in the Order Management window in the Order Info tab.

Click image to enlarge
Order Management window, Order Info tab; shows the location of the Quality Control Note field.
Image 12: Order Management Quality Control Note Field
Have more questions? Submit a request

Comments