Executing identification
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Prerequisites
- Access the Execution > Receipt menu: Identification (IP010).
- Inspection report registered.
Presentation
In the Execution > Receiving: Identification (IP010) menu, it is possible to record all information related to purchase orders and the receipt of items.
This article will use the inspection workflow for CA-50 steel bars as an example, covering all stages: identification, qualification, inspection, and release.
Executing identification
1. Access the Execution > Receipt: Identification (IP010) menu.
2. Click the button 
. You can also add new records or create them from an inspection form by clicking the arrow next to the field.
3. Select an inspection sheet and click the button 
to enable the other settings.
4. On the screen that will be displayed, the Identification section will be automatically filled in by the system:
Detailed description of the fields
| Receipt No. | This field is automatically filled with the receipt number of the item from the inspection form. This number can be generated using a mask, if one is configured for the type of form selected for the inspection. |
| Inspection flow |
This field is only enabled when the option “Allow changing the workflow when adding the receipt” is checked in the inspection form. In this case, it will be possible to modify the workflow that defines the user groups responsible for each stage of the inspection. After saving the record for the first time, the system will display the flowchart with all the information, indicating the inspection step. |
| Supplier | Select the supplier of the item or input. Only suppliers configured in the inspection sheet will be available. If the option "Block receipts from suppliers who do not have contacts" is checked in the general parameters screen, it will be mandatory for the supplier to have registered contacts. |
| Quality level | This field is automatically filled with the supplier's quality index. It can remain blank if the supplier has not yet been evaluated. |
| Current stage | This field is automatically filled in by the system, indicating the stage the inspection is in. |
The fields Item , Process , Workflow , Activity , and Input are automatically populated by the system according to the object defined in the inspection form.
5. In the General Data section, provide the required information:
Detailed description of the fields
| Lot number | Please provide the batch identifier number for the receipt. |
| Invoice | Enter the number and, in the field next to it, the issue date. This field will not be displayed if the item on the form is of the type "Internal finished product". |
| Order No. / Order No. / Service Order No. | Please provide the raw material order number, the product manufacturing order number, or the service order number. |
| Date | Please provide the date of receipt. |
| Term | Please provide the expected date and time and the actual date and time of delivery. |
| Amount | Please provide the expected and actual quantities to be received. |
| Cost | Please provide both the projected and actual costs for receiving the product. |
| Observations | Use this field to record additional information about the receipt. |
| Attribute | This option will only be displayed when there are attributes associated with the form type. Attributes defined as mandatory must be filled in directly from the list provided. |
| Index | This option will only be displayed when the quality index defined in the inspection sheet has an index configured for the identification stage in the Object/Object by Supplier field equation . In this situation, the evaluation can be performed by manually entering the score or using a checklist. |
Some of the fields mentioned above may vary depending on the type of item registered in the form.
- The Inspection Form and Form Object fields are automatically filled in by the system.
-
In the Notes field , you will be able to use the SoftExpert AI. On the screen, the AI Assistant feature is represented by the icon , and the AI Commands feature by the icon . To learn more about using the assistant, see the article
Using AI in text creation and editing .
6. The Approval Roadmap section will be populated by the system according to the settings defined in the inspection form.
7. When you save the data, the remaining fields and options will be enabled for completion. See more details below:
Available toolbar options
| Annex | Allows you to add, delete, download, and open a gallery of attachments related to the inspection. |
| Non-conformity | This allows you to associate non-conformities identified during receiving. These correspond to failures to meet previously established requirements. Use the available buttons to add, edit, or delete the registered non-conformities. |
| Associations | Allows you to associate documents related to the inspection. This section will only be available if the Document component is part of the solutions acquired by the organization. For more details, see the article Associate documents. |
| Proceed to the next step | This allows you to close the receiving identification stage. If approval is configured, the system will generate the corresponding task for the responsible parties. After approval, it will be possible to proceed to inspection or qualification, according to the defined workflow. If no approval is configured, the receipt will proceed directly to the next phase. |
| Return to the previous step. | Allows you to return to the previous stage of the inspection workflow. |
Starting with version 2.2.4, the Associations section brings together all available association types for the component on a single screen. Simply choose the desired type and object to create the links, without needing to exit or close the window. To learn more, see the new features of the Inspection component version .
8. Save again to finish.
Inspection reports whose objects are raw materials, services, or finished external products will only be submitted if there is at least one supplier associated with the report.
The Approval Roadmap section will only be displayed when a responsible roadmap is configured for the identification stage. In this case, when sending the record to the next stage, the system will generate the execution approval task for the members of the responsible roadmap.
- For more details about the identification mask, click here.
- To learn how to configure attributes, click here.
- To learn how to set up an approval process, click here.
Conclusion
The identification stage allows the user to register essential receiving data, ensuring traceability and consistency throughout the process. Once completed, the system continues the inspection flow defined in the form, forwarding the receipt to the following stages, such as inspection, qualification, and release.