Vendor Non-Conformances

Non Conformances  •  Article  •  6/4/2025  •  4 min

You can create a non-conformance for a vendor. In the non-conformance line, items, quantities, and prices can be retrieved from a posted purchase document or entered manually. There is also the option to enter the item description manually on the non-conformance line.

If a vendor non-conformance is created, you can create a report that can be sent to the vendor.

Vendor Non-Conformance with Line Manually Added

The following instruction describes how to create a vendor non-conformance for a known vendor and by entering the non-conformance lines manually.

  1. Select the Search icon , enter Vendor Non-Conformances, and then choose the related link.
    The Vendor Non-Conformances page opens.
  2. On the action bar, select New tocreate a new entry.
  3. On the General FastTab, in the Communication Method field, select a code from the list.
  4. In the Category field, select the category to which the non-conformance belongs according to the customer's information.
    When needed, a subcategory can be linked.
  5. In the Subcategory field, select a more detailed level of Category to which the non-conformance belongs.
  6. Turn on the Food Safety Issue toggle if the non-conformance is a risk to public health. This can be used for reporting purposes.
  7. In the Related Non-Conformance No. field, click the AssistEdit button to select a No. from the list.
  8. If a non-conformance is created as a result of (or in relation to) another non-conformance, select a Related Non-Conformance from the Non-Conformance page and click OK.
  9. On the Comment FastTab, in the Comment field, enter a comment. In this text area, the actual non-conformance can be described.
  10. On the Vendor Information FastTab, in the Source No field, select the vendor number who communicated the non-conformance.
  11. On the Customer Information FastTab, in the County field, enter the state, province, or county details.
  12. On the Non-Conformance Lines FastTab, in the Item No. field, select the item to which the non-conformance applies.
  13. In the Quantity field, enter the quantity.
    The last step is to change the status of the non-conformance from Open to In Progress.
  14. On the action bar, selectChange Status.
    A dialog box appears with the status-options: Open, In Progress, and Closed.
  15. Select the new status, In Progress and click OK.

On the Non-Conformance Setup page, if the Teams Synchronization toggle is turned on and there are follow up actions, the Teams URL is filled after changing the status.

When the Status field value is set to In Progress, the system displays notifications on Microsoft Teams when the Change Status action is executed.

Vendor Non-Conformance via Get Posted Document To Reverse

This functionality enables the creation of non-conformances based on posted purchase documents. All the relevant data is copied from the source document line to the vendor non-conformance line and can be modified if needed.

  1. On the Vendor Non-Conformance card page, on the action bar, select Get Posted Document To Reverse.
    The Posted Purchase Document Lines window opens.

  2. In the Document Type Filter field and select a document, e.g., "Posted Receipts".
    Now the non-conformance lines are filled with data from the source document. Also, source document, source document no. and source document line no. are added to the non-conformance line.

    The last step is to change the status of the non-conformance from Open to In Progress.

  3. On the action bar, select Change Status.
    A dialog box appears with the status-options: Open, In Progress, and Closed.

  4. Select the new status, In Progress and click OK.