Purchase Inspection
This document explains the basic information about inspecting received items. It provides guidance on how received goods are inspected and recorded to ensure accurate inventory records.
Definition of Inspect Inspect means to carefully check something to make sure it is correct, complete, and in good condition before accepting or using it.
the received items are checked to confirm their quantity, condition, and details before they are accepted.
1. Definition of Inspect Received Items in a Purchase Order
Inspect Received Items is the process of checking the items delivered by a supplier against the items listed in the Purchase Order before confirming that the delivery has been received correctly.
In real-world use, when a supplier delivers goods, the person receiving the goods checks whether:
The items delivered are the same as the items ordered.
The quantity received is correct.
The items are in good condition.
The item details, such as size, type, or description, are correct.
Any damaged, missing, or incorrect items are identified.
For example
if a Purchase Order was created for 50 boxes of gloves, when the supplier delivers the goods, the receiver should inspect the delivery and confirm that 50 boxes of gloves have actually been received and that they are in good condition. If everything is correct, the received items can be accepted. If there is a difference, such as 45 boxes received instead of 50, the difference should be identified before the receipt is confirmed.
This helps ensure that the items recorded as received match what was actually delivered by the supplier.
2. Purchase Inspection Process Flow
The following flow shows the main steps on how Purchase inspection is done:
3. Important Features of Inspect Received Items
The Inspect Received Items section provides detailed information about items delivered by a supplier and allows the user to check whether the delivered items match the items ordered in the Purchase Order.
During inspection, the user can compare the purchased quantity, delivered quantity, received quantity, and accepted quantity. This makes it easier to identify missing, damaged, or incorrect items before the delivery is fully accepted.
The following are the important features available in this section:
Time Created
Time Created shows the date and time when the inspection record was created.
This helps the user know exactly when the received items were recorded for inspection. It is useful when tracking deliveries and checking when an inspection took place.
For example, if goods were delivered on 17 August 2026 at 10:30 AM, the Time Created field shows when the inspection record was created for that delivery.
Created By
Created By shows the name of the user who created the inspection record.
This helps the organization know who recorded or started the inspection. It also makes it easier to follow up if there is a question about the received items or the information entered during inspection.
For example, if a storekeeper receives and records a delivery, their name will appear in the Created By field.
No. of Items
No. of Items shows the total number of different items included in the inspection.
This gives the user a quick view of how many types of items are included in the delivery.
For example, if a supplier delivers:
10 boxes of gloves
20 bottles of sanitizer
5 boxes of masks
The No. of Items is 3, because there are three different types of items.
This helps the user quickly understand the size of the inspection without opening each item individually.
Status
Status shows the current state of the inspection.
It helps the user know whether the inspection is still in progress or whether the received items have already been checked and accepted. The status is useful when following up on deliveries because it shows whether further action is required.
For example, an inspection may remain in a status indicating that the items are still being checked until the user completes the inspection and confirms the accepted quantities.
Item
Item shows the name of the specific item being inspected. This helps the user identify exactly which product is being checked against the Purchase Order.
For example, the item may be Surgical Gloves, Paracetamol Tablets, or Printer Paper.
When inspecting a delivery, the user should check that the item delivered matches the item listed in the Purchase Order. This helps prevent incorrect items from being accepted and recorded.
Purchased Quantity
Purchased Quantity shows the quantity that was originally requested in the Purchase Order. It represents what the organization expected to receive from the supplier based on the order that was created.
For example, if the Purchase Order was created for 100 boxes of gloves, the Purchased Quantity will be 100.
This quantity provides the starting point for comparing the order with what was actually delivered and accepted.
Received Quantity
Received Quantity shows the quantity that has been recorded as received from the supplier. It helps the user confirm how many items have actually been received and recorded during the receiving process.
For example, if the Purchase Order contains 100 boxes, but only 90 boxes have been received, the Received Quantity will show 90.
Comparing the Received Quantity with the Purchased Quantity helps the user identify whether the full order was received or whether some items are still missing.
Delivered Quantity
Delivered Quantity shows the quantity of items physically delivered by the supplier for inspection. This allows the user to compare what the supplier brought with what was ordered.
For example, the Purchase Order may contain 100 boxes, but the supplier may physically deliver 98 boxes. In this case, the Delivered Quantity is 98.
The user can use this information to identify differences between the quantity ordered and the quantity delivered.
Accepted Quantity
Accepted Quantity shows the quantity of items that passed the inspection and were accepted. The accepted quantity may be different from the delivered quantity if some items are damaged, incorrect, expired, or do not meet the required condition.
For example:
Purchased Quantity: 100
Delivered Quantity: 100
Accepted Quantity: 95
In this case, all 100 items were delivered, but only 95 were accepted because 5 items may have been damaged or failed the inspection.
The Accepted Quantity is therefore important because it shows the actual quantity that was approved after checking the delivered items.
Notes
Notes are used to record specific information about an individual item.
The information entered in Notes applies only to the particular item being inspected. It can be used to describe the condition of that item, any issue found, or any other detail related specifically to that item.
For example:
Item: Surgical Gloves Notes: 5 boxes are damaged. Item: Face Masks Notes: Items are in good condition. Item: Syringes Notes: 10 pieces are missing.
This makes it easy to understand the condition or issue of each individual item.
4. Inspection Information
Inspection Information is used to record general information about the inspection as a whole.
Unlike Notes, it does not focus on one specific item. It provides a general summary of what was found after inspecting all the received items.
For example:
“All received items were inspected. Most items were in good condition. Some damaged items were identified and were not accepted.” Or “The inspection was completed successfully. All items were received in good condition except for the damaged boxes mentioned in the item notes.”
Simple Difference
1. | Notes | Information about a specific item |
|---|---|---|
2. | Inspection information | General information about the whole inspection |
For example, the inspection information may state that: 5 boxes were damaged during delivery and were not accepted.
This information provides a clear record of what was found during the inspection and why the accepted quantity may be different from the delivered quantity.
It also helps other users understand what happened during the inspection without having to repeat the checking process.
5. Example of an Inspection
For example, an organization creates a Purchase Order for 100 boxes of surgical gloves.
When the supplier delivers the goods, the receiving user checks the delivery and finds that:
Purchased Quantity: 100 boxes
Delivered Quantity: 100 boxes
Received Quantity: 100 boxes
Accepted Quantity: 95 boxes
Inspection Information: 5 boxes were damaged and were not accepted.
In this case, the inspection clearly shows that although the supplier delivered the full quantity ordered, not all items passed the inspection. Only 95 boxes were accepted.
This information helps the organization keep accurate records of what was ordered, what was delivered, what was received, and what was finally accepted.
6. Inspecting Items Before Acceptance
Inspecting received items ensures that every delivery is checked carefully before the items are accepted. The information recorded during the inspection helps the user confirm that the delivered items match the Purchase Order in terms of item, quantity, and condition.
This process also makes it easier to identify any differences, such as missing quantities, damaged items, or items that do not meet the required requirements. By keeping accurate inspection records, the organization can maintain correct inventory records and have clear information about what was ordered, delivered, received, and accepted.
the inspection of the received item before they are accepted.
Create an Inspection for Received Items
Go to Main Menu → Finance → Purchase → Purchase Orders.
From the Status dropdown, select Waiting Delivery or Partially Delivery. Use Backdate to find older Purchase Orders if needed.
Select the required Purchase Order, then click the square check icon to open the inspection options.
Click (+) New Purchase Inspection to create a new inspection.
Select the items you want to inspect and enter the required inspection details.
Click Save Inspection to save the inspection.
Click Submit for Approval if approval is required. If approval is not required, the inspection will be automatically approved.
Read Purchase Inspection
Go to Main Menu → Finance → Purchase → Purchase Orders.
Select the Purchase Order for which you have already created an inspection.
Click the square check icon on the upper-right side to open the Purchase Inspection options.
Select the required Purchase Inspection to view and read its details.
Update Purchase Inspection
Go to Main Menu → Finance → Purchase → Purchase Orders.
From the Status dropdown, select Waiting Delivery or Partially Delivery. Use Backdate to find older Purchase Orders if needed.
Open the required Purchase Order, then click the square check icon to open the Purchase Inspection options.
Open the Purchase Inspection with Draft status.
Update inspection information, then click Save Inspection.
Click Submit for Approval.
Delete Purchase Inspection
Go to Main Menu → Finance → Purchase → Purchase Orders.
Find and open the required Purchase Order. Use Backdate to find older Purchase Orders if needed.
Click the square check icon to open the Purchase Inspection options.
Select the Purchase Inspection with Draft status that you want to delete.
After the inspection has been approved, you can delete it directly from the Purchase Inspection panel without leaving the panel.
Click Delete Inspection,