Setup
Setup Instructions
Step 1: Access Non-Conformance Setup
- Choose the Search icon, enter Non-Conformance Setup, and select the related link.
- The “Non-Conformance Setup” page opens.
Step 2: Configure General Settings
In the General section:
Default Treatment Duration: Enter a date formula (e.g., 1M for one month, 2W for two
weeks) that defines the expected resolution time for a non-conformance.
This value is used to automatically calculate the Estimated Closure Date when a new
non-conformance is created or when the Document Date is modified.
The formula is applied to the Document Date: Estimated Closure Date = Document Date + Default Treatment Duration.
Step 3: Configure Number Series
In the Series section:
- Non-Conformance Nos.: Select a number series for non-conformance documents.
- Action Plan Nos.: Select a number series for action plans.
- Action Plan Template Nos.: Select a number series for action plan templates.
Step 4: Set Up Categories
- On the “Non-Conformance Setup” page, choose Categories from the action bar.
- On the “Non-Conformance Categories” page:
- Enter a Code and Description for each category (e.g., QUALITY, PACKAGING, LABELING, ALLERGEN).
- For each category, choose Sub-Categories to define more specific classifications:
- Enter a Code and Description
- Optionally, specify an Item Charge No. (used when creating credit memos)
- Optionally, link an Action Plan Template Code to automatically suggest actions
Step 5: Set Up Sources
- From “Non-Conformance Setup”, choose Sources.
- Create source codes to identify how non-conformances were detected (e.g., INSPECTION, COMPLAINT, AUDIT, PRODUCTION).
Step 6 — Set Up Reason Codes
From Non-Conformance Setup, choose Reasons from the action bar.
The Non-Conformance Reasons page opens.
Reason Codes
On this page, define the root cause categories used to explain why a non-conformance occurred.
Important distinction:
- Source = Where the non-conformance was detected (e.g., Customer complaint, Audit, Production inspection).
- Reason Code = Why the non-conformance occurred (e.g., Human Error, Equipment Failure, Supplier Issue, Process Deviation).
| Field | Description |
|---|---|
| Code | A unique identifier for the reason (e.g., HUMAN-ERR, EQUIP-FAIL, PROC-DEV). |
| Description | A clear description of the root cause category (e.g., Human Error, Equipment Failure). |
Sub Reason Codes
For each Reason Code, you can define more specific sub-classifications.
Select a Reason Code, then choose Sub Reasons from the action bar.
| Field | Description |
|---|---|
| Code | A unique identifier for the sub reason (e.g., TRAINING, CALIBRATION). |
| Description | A specific description of the detailed root cause (e.g., Lack of training, Calibration drift). |
Sub Reason Codes are linked to a parent Reason Code. When you select a Sub Reason Code on a non-conformance record, only sub reasons belonging to the selected Reason Code are available for selection.
Food & Beverage Examples:
| Reason Code | Description | Sub Reason Code | Sub Reason Description |
|---|---|---|---|
PROC-DEV |
Process Deviation | TEMP-CTRL |
Temperature control failure |
PROC-DEV |
Process Deviation | CROSS-CONT |
Cross-contamination |
SUPPLIER |
Supplier Issue | SPEC-DEV |
Out-of-specification delivery |
SUPPLIER |
Supplier Issue | LABELING |
Incorrect labeling from supplier |
HUMAN-ERR |
Human Error | TRAINING |
Insufficient operator training |
Step 7: Set Up Severities
- From “Non-Conformance Setup”, choose Severities.
- Create severity codes to classify the impact level (e.g., CRITICAL, MAJOR, MINOR, OBSERVATION).
Step 8: Set Up Evaluation Codes
- From “Non-Conformance Setup”, choose Evaluation.
- Create evaluation codes for final assessment results (e.g., JUSTIFIED, NOT-JUSTIFIED, PENDING-INVESTIGATION).
Step 9: Set Up User Roles
- Choose the Search icon, enter User Roles, and select the related link.
- Create role codes representing departments or functions responsible for action items (e.g., QUALITY, PRODUCTION, LOGISTICS, PURCHASING).
Step 10: Configure Action Plan Templates (Optional)
- Choose the Search icon, enter Action Plan Templates, and select the related link.
- Choose New to create a template.
- Enter:
- Code: Automatically assigned or manually entered
- Type: Select the non-conformance type (Customer, Vendor, Internal, Transport)
- Description: Describe the template purpose
- In the Lines section, add standard actions:
- Description: The action to be performed
- Function: The responsible user role
- Max. Action Plan Time: The expected duration (date formula)
Step 11: Configure Responsibility Setup
- Choose the Search icon, enter Non-Conformance Responsibility Setup, and select the related link.
- Create entries to assign users to specific responsibilities:
- Non-Conformance Type: Customer, Vendor, Internal, or Transport
- Entity No.: Optionally specify a specific customer, vendor, or shipping agent (leave blank for all)
- Role: The user role from your User Roles list
- Responsible User: The user who will receive action tasks
Permissions
The Non‑Conformance Management extension includes standard permission sets that allow organizations to grant users the appropriate level of access based on their role.
(BRINCM_SETUP)- for users that need to setup the module, maintain master data and supporting tables and access all extension tables with full permissions.(BRINCM_BASIC)- for operational users who work with Non‑Conformances on a daily basis. It allows to create and maintain Non‑Conformance records, add lines, action plans, and related documents and use operational actions (such as creating returns or sending emails). User can’t edit setup tables.(BRINCM_READ)- for users who only need visibility: view Non‑Conformance records and related data.