Non-Conformance Reports (NCR)

Settings

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• Tracker > Timekeeping Enable NCR: Checkbox. If checked users can process NCR transactions through the Tracker app.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

ℹ️ The settings below can be added to the relevant Transaction Types. After the settings are added, the checkboxes in the Value column must be checked to activate the setting.

• Transaction used for 'Customer Complaints': Typically added to Customer Invoices. Identifies the source of the complaint.

• Transaction used for 'Direct Costs': Typically added to Purchase Orders and Goods Issued. Tracks the costs incurred to resolve an issue.

• Transaction used for 'Production Related': Typically added to Work Orders. 

• Transaction used for 'Supplier Returns - Rework': Typically added to Purchase Orders. Tracks the costs if an order or part thereof must be remade.

• Transaction used for 'Supplier Returns': Typically added to Purchase Orders. Tracks goods returned to suppliers.

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• General > Non-Conformance Report (NCR) - Access Allowed: Options are:

  • None: No access.

  • User: Can view and edit reports.

  • Administrator: Can edit the categories, view, edit, delete, and change statuses on NCRs.

Edit Categories

Navigation: Main Menu > Menu (button) > Edit Categories

ℹ️ Categories are used to classify NCRs.

The Edit Categories interface is used to: 

- Add or Edit Categories and define the sections.

- Create lookup lists for all the sections.

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the entry.

• Description: The category's description.

• Type: A dropdown list to select a type (see NCR Types below).

• Visible Sections (Default): A dropdown list of all the sections with checkboxes. The checked sections are included. The sections can be changed when creating or editing a NCR. The sections are:

  • • Containment

    • Root Cause

    • Correction

    • Corrective Action

    • Evaluation

    • Customer

    • Supplier

• Owner (Default): A dropdown list of users to select a default owner for the record (e.g. the manager of the department). Can be changed when a record is created or edited.

• Department (Default): The department that the NCR belongs to. Can be changed when a record is created or edited.

• Staff (Default): The staff selected by default. The list is edited from the context menu.

• Menu (...): A submenu that can also be accessed by right-clicking an entry with the following options:

  • View/Edit Staff: Provides an interface where can staff be added by moving them from the Available to the Selected section. Staff can be removed by moving them from the Selected to the Available section.

  • View/Edit Problem lookup: 

    • Opens a notepad where a lookup list can be created for the Problem tab. 

    • Entries should be typed one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • View/Edit Containment lookup

    • Opens a notepad where a lookup list can be created for the Containment tab.

    • Entries should be typed one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • View/Edit Correction lookup

    • Opens a notepad where a lookup list can be created for the Correction tab. 

    • Entries should be typed, one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • View/Edit Cause lookup

    • Opens a notepad where a lookup list can be created for the Cause tab. 

    • Entries should be typed, one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • View/Edit Corrective Action (previously Prevention) lookup

    • Opens a notepad where a lookup list can be created for the Corrective Action tab. 

    • Entries should be typed, one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • View/Edit Evaluation lookup

    • Opens a notepad where a lookup list can be created for the Evaluation tab. 

    • Entries should be typed, one entry per line. 

    • Entries can be edited by overtyping them.

    • Entries can be deleted by using the backspace keyboard key.

  • Delete: Deletes the category.

List View

Buttons Explained

• View: Displays a list of non-conformance reports.

• New: Creates a new non-conformance report.

• Output: Outputs an audit finding if the applicable template is linked.

• Menu:

  • Reset Data Filter: Resets the selected filters.

  • Settings

    • Edit Category: Allows categories for NCRs to be created and edited.

  • Export

    • Export Grid: Exports the grid view in .xlsx format.

    • Email Excel: Creates an email with the grid view attached as a .xlsx file.

  • Layout & Grid

Filters Explained

• Set: Provides a list of date options including No Date to display all the records.

• Arrows: Adjusts the dates forwards or backwards.

• Date Fields: Allows users to further refine the date selection from Set.

• Created (radio button): Displays records created on the selected dates.

• Reminder (radio button): Displays records that have reminders on the selected dates.

• Category: A dropdown list of categories to select one or all.

• Type: A dropdown list of types to select one or all. 

• Customer: A dropdown list of customers to select one or all.

• Supplier: A dropdown list of suppliers to select one or all.

• Status: A dropdown list of statuses to select one or all.

• Staff: A dropdown list of users to select one or all.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• Status: The status of the entry.

• NCR No.: The system-generated number for the NCR.

• SM No.: The Service Manager ticket number.

• Date Created: The date on which the report was created.

• Date Reminder: The report's reminder date.

• Date Target: The target date for resolution.

• Category: The report's category.

• Type: The report's type.

• Customer: The name of the customer involved in the report.

• Cus Contact: The name of the customer's contact person.

• Supplier: The name of the supplier involved in the report.

• Sup Contact: The name of the supplier's contact person.

• Department: The department selected for the report.

• Problem: The reported problem.

• Trans NCR: A code for the transaction type, the transaction number, and the reference field on the transaction. Refers to the original transaction.

• Trans Remake: A code for the transaction type, the transaction number, and the reference field on the transaction. Refers to the transaction used to remake the order.

• Containment: The containment measures taken.

• Correction: The implemented correction.

• Root Cause: The root cause identified.

• Corrective Action: Steps taken to prevent the issue.

• Evaluation: A description of the evaluation.

• Owner: The user who is in control of the problem and must approve every step.

• Assign to: The user who the report is assigned to.

• Investigated by: The user who investigated the report.

• Date Investigated: The date on which the report was investigated.

• Implemented by: The user who implemented the corrective action.

• Date Implemented: The date on which the corrective action was implemented.

• Evaluated by: The user who evaluated the report.

• Date Evaluated: The date on which the report was evaluated.

• Direct Cost: The direct costs incurred in resolving the issue. Calculated from Purchases, Credit Notes, and Stock Issue transactions that are linked to the NCR. 

• Labour Cost: The labour costs incurred in resolving the issue. Calculated from valid Timekeeping records linked to the NCR.

• Corrective Action by: The user who implemented the corrective action.

• Date Prevented: The date on which the corrective action was implemented.

• Est Cost: The estimated cost of the NCR.

• Status Note: Any note typed on the status bar.

• Total Cost: The total cost of the NCR.

• Updated by: The user who last updated the record.

• Updated: The date on which the record was last updated.

• Created by: The user who created the record.

• Menu (...): A context menu that can also be accessed by right-clicking an entry. The menu options are:

  • Edit

  • Delete

  • Open SM Ticket

Edit View

Buttons Explained

• Arrows: Navigates between NCRs.

• Status: Sets the status for the NCR.

• Output: Generates an NCR report if the templates are added.

• New: Creates a new NCR.

• Copy: Copies the NCR to create a new one.

• Delete: Deletes the NCR report.

• Save: Saves any changes.

• Actions: Provides the following functions:

  • Add Attachment/Link:  The Attachments are visible as hyperlinked text in the top right corner of the NCR.

  • Edit Customer: Opens the customer's record.

  • Edit Supplier: Opens the supplier's record.

  • Copy to Work Orders (WO) (Remake): Copies the linked work order transaction.

  • Clear Trans - NCR: Clears the NCR transaction entry from the NCR (does not change the transaction).

  • Clear Trans - Remake: Clears the NCR transaction entry from the NCR (does not change the transaction).

• Menu:

  • Open SM Ticket: Opens the linked Service Manager Ticket.

  • Open NCR Transaction: Opens the linked transaction that was marked NCR.

  • Layout & Grid

Status Bar

• Status: The current status of the entry. The status can be changed by clicking Status (button) and selecting a new status from the dropdown list.

• Status Note: A field to type any note relating to the status.

• Reminder: A calendar to select a reminder date. 

• Target: A calendar to select a target date. The target date should be the date on which the issue is resolved.

Header

ℹ️ Fields may be auto filled from the category's setup. However, they can be edited.

• NCR No.: The system-generated number for the NCR.

• Date: The date on which the record is created. Defaults to today, but a different date can be selected from the calendar.

• Category: A dropdown list of categories to select one. Categories are created per organisation from List View > Menu (button) > Edit Category.

• Department: A dropdown list of departments to select one. Departments are created under My Organisation > Organigram (tab).

• Customer / Supplier: A dropdown list of customers or suppliers to select one. 

• Contact: The customer or supplier's contact person.

• Trans - NCR: A dropdown list of transactions for users to select one to link. The list contains transactions identified by the setting: Transaction used for 'Production Related' and that are linked to the selected customer or supplier.

• Qty: The number of items affected by the NCR.

• Trans - Remake: A dropdown list of transactions for users to select the one that is being used to remake the goods (if a transaction has already been created). The list contains transactions identified by the setting: Transaction used for 'Supplier Returns - Rework and that are linked to the selected customer or supplier. If Actions (button) > Copy to Work Orders (WO) (Remake) is used to create the Remake transaction, the number is automatically filled in.

• Qty: The number of items that must be remade. This field cannot be edited; it is filled in from the original or remake transaction.

• Owner: A dropdown list of users to select the person who controls the NCR.

• Assign to: A dropdown list of staff to select the person that must resolve the issue. When an NCR is emailed, the address of the Assign to user is inserted in the TO field by default.

• Sections: Lists the sections that apply to the record. Any of the sections can be unchecked to remove the section and the related tab. The sections are numbered as follows:

  1. Containment

  2. Correction

  3. Root Cause

  4. Prevention

  5. Evaluation

  6. Customer

  7. Supplier

Progress (section)

• This section is for information purposes only.

• Every time the Status, Owner, or Assign to fields are updated, a timestamped note is added to the Progress list.

Staff (section)

• This section is used to assign roles to staff who must resolve the ticket.

• Process for staff that are not on the list:

  • Staff: Select a person from the dropdown list next to Staff.

  • Role: Type the person's role in the block provided.

  • Add: Click Add (button).

• Process for staff that are already on the list:

  • Type or overtype their role in the Role column.

  • Entries can be deleted by clicking the X and confirming the deletion.

Cost (section)

• The section displays any cost transactions that are linked to the NCR.

• If cost transactions are linked, linked transactions (e.g. Work Orders) can no longer be changed.

• Transactions can be opened by right-clicking a transaction and selecting Open Transaction from the context menu.

• Footer:

  • Estimated: The total value of the linked Work Order.

  • Direct: The total of the transactions listed under Cost.

  • Labour: The total of timekeeping records (hrs x rate).

  • Total: The Direct and Labour costs.

Problem (tab)

• Provides a dropdown list for users to select a problem field.

• The dropdown list is created from the context menu of the Edit Categories interface. 

• Provides a note for users to type more information about the problem.

Containment (tab)

• Provides a dropdown list for users to select a containment field.

• The dropdown list is created from the context menu of the Edit Categories interface. 

• Provides a note for users to type more information about the containment steps.

Correction (tab)

• Provides a dropdown list for users to select a correction field.

• The dropdown list is created from the context menu of the Edit Categories interface. 

• Provides a note for users to type more information about the correction steps.

Root Cause (tab)

• Provides a dropdown list for users to select a root cause.

• The dropdown list is created from the context menu of the Edit Categories interface. 

• Provides a note for users to type more information about the root cause.

Corrective Action (tab)

• Provides a dropdown list for users to select a corrective-action field.

• The dropdown list is created from the context menu of the Edit Categories interface (still named Prevention). 

• Provides a note for users to type more information about the corrective action taken.

Evaluation (tab)

• Provides a dropdown list for users to select an evaluation field. 

• The dropdown list is created from the context menu of the Edit Categories interface. 

• Provides a note for users to type more information about the evaluation.

NCR Types

The following NCR Types are supported:

• Supplier Return: Refers to goods returned to a supplier. Links to a Purchase Order Item.

• Customer Complaint: Refers to an issue a customer has with an order. Links to a Customer Invoice Item.

• Production Related: Refers to an issue encountered with a manufactured item. Links to a Work Order Item.

• Process Related: Refers to a problem encountered during an internal process.

• Audit Finding: Related to a Quality Audit finding that requires an intervention.

• Safety, Health & Environment (SHE): Refers to problems encountered internally regarding safety, health, or environment regulations and procedures. 

Timekeeping

• When timekeeping is recorded against a transaction or service ticket that is linked to an NCR, the relevant NCR number is filled in. If there is more than one NCR, the applicable NCR can be selected from a dropdown list.

• When timekeeping is recorded on the Tracker app, the user is prompted to select an NCR or NCR pending.

• The timekeeping record is displayed along with the other cost transactions in the cost section.

• If the rate is filled in on the timekeeping record, the cost appears in the footer next to Labour and is included in the Total.

Related Topics

• Tutorials: NCR