Quality Inspection Guide: Roles, Process & System Rules

By Ahmed Mostafa on May 2, 2026

Intermediate

Overview

This guide explains the Quality Inspection (QI) process for all incoming pharmaceutical shipments at Tiba Pharma. All items use the system template called "Shipment" which contains 5 specific inspection parameters.

The Shipment Quality Inspection Template

When a QC Officer opens a Quality Inspection from a Purchase Receipt, the system auto-loads the Shipment template with these exact parameters:

#	Parameter	Arabic	What to Check	Type
1	اسم المورد	اسم المورد	Supplier name matches the Purchase Order	Text
2	رقم السيارة	رقم السيارة	Vehicle registration number of the delivery truck	Text
3	Seal No	رقم الختم	Truck/container seal number is intact and matches documents	Text
4	Temperature	درجة الحرارة	Inside truck temperature must be between 10°C — 25°C	Numeric (Min 10 / Max 25)
5	Car Cleanliness	نظافة السيارة	Truck interior is clean, no contamination, no odors	Text

Full Quality Inspection Flowchart

🔬 Quality Inspection Flow — Shipment Template

📦 STORE KEEPER

🔬 QC OFFICER

💳 FINANCE

↓

1️⃣ Open Purchase Receipt
Verify supplier, items, qty, warehouse

↓

2️⃣ Assign Batch No. + Expiry Date per item

↓ QC Officer opens inspection

3️⃣ Create Quality Inspection → Template: Shipment
(from Purchase Receipt → Create menu)

↓

4️⃣ Fill All 5 Parameters
اسم المورد · رقم السيارة · Seal No · Temperature · Car Cleanliness

↓

✅ All OK
Status: Accepted
Submit QI

❌ Any Fail
Status: Rejected
Notify & Return

↓ QI Accepted → Store Keeper can now submit

5️⃣ Store Keeper: Submit Purchase Receipt
Stock enters Tiba warehouse ✓

↓ Finance

6️⃣ Purchase Invoice → 7️⃣ Payment Entry ✓

🔒 System Lock: Purchase Receipt CANNOT be submitted while QI status is Pending or Rejected. QC Officer submission is the gateway.

Roles & Responsibilities

Role	Action
📦 Store Keeper	Opens Purchase Receipt, assigns Batch No + Expiry Date, requests inspection, then submits PR after QI is Accepted.
🔬 QC Officer	Creates Quality Inspection using Shipment template, fills all 5 parameters, sets status to Accepted or Rejected, and submits the QI form.
💳 Finance	Creates Purchase Invoice then Payment Entry after the PR is submitted.

Parameter Details

Parameter	Accepted Criteria	Rejection Reason
اسم المورد	Matches supplier on the Purchase Order exactly	Different supplier name on documents
رقم السيارة	Valid registered vehicle number, recorded clearly	No plate, unreadable, or mismatched
Seal No	Seal is intact, number matches delivery documents	Broken seal, missing, or tampered
Temperature	Between 10°C and 25°C at time of delivery	Below 10°C or above 25°C — cold chain broken
Car Cleanliness	Truck interior clean, dry, no odors, no contamination	Dirty, wet, contaminated, or mixed cargo

Rejection Handling

Scenario	Action
Temperature out of range	Set QI Rejected. Do NOT submit PR. Full return to supplier. Document with readings.
Seal broken or missing	Reject full shipment. Notify procurement. Record incident.
Partial issue	Create separate PRs for accepted and rejected quantities. Run QI on each separately.