citrus-cms/resources/views/guide/incoming-control.md

Incoming Control User Guide

What is Incoming Control?

Incoming Control is your material inspection tracker. Every piece of pipe, fitting, or component that arrives on site must be checked and approved before use. This module helps you document these inspections and maintain quality standards.

Getting Started

To access Incoming Control:

1. Login to the system
2. Click on QC in the main menu
3. Select Incoming Control from the submenu

Receiving Materials

Creating a New Inspection Record

1. Click "Add New" (+ button) when materials arrive
2. Start with these essential fields:
   • Purchase Order: Enter PO number from delivery documents
   • Component Code: Scan or enter the material code
   • Heat Number: From material certificate (very important!)
   • Delivery Date: When materials arrived on site

Material Information

Component Details:

• Description: What type of component (pipe, elbow, tee, etc.)
• Size: Diameter and wall thickness
• Grade: Material specification (A106, A234, etc.)
• Quantity: How many pieces received

Supplier Information:

• Supplier Name: Who delivered the materials
• Certificate Number: Material test certificate reference
• Mill Certificate: Attach PDF if available

Inspection Process

Visual Inspection

1. Surface Condition: Check for damage, rust, dents
2. Dimensional Check: Verify sizes match specifications
3. Marking Verification: Confirm heat numbers are clear
4. Documentation: Ensure certificates are complete

Recording Results

Inspection Status Options:

• ✅ ACCEPTED: Materials passed all checks
• ❌ REJECTED: Failed inspection, cannot use
• ⚠️ CONDITIONAL: Passed with minor notes
• 🔄 PENDING: Inspection in progress

Adding Comments

Always add notes for:

• Any defects found
• Special handling requirements
• Storage location assigned
• Follow-up actions needed

Quality Documentation

Uploading Certificates

1. Click "Upload" button in the record
2. Material Certificates: Add mill test certificates
3. Inspection Reports: Upload third-party inspection results
4. Photos: Document any issues or special conditions

Certificate Verification

Check that certificates include:

• ✅ Heat number matches material marking
• ✅ Chemical composition within spec
• ✅ Mechanical properties acceptable
• ✅ Authorized signatures present

Storage and Tracking

Location Assignment

1. Storage Area: Assign specific location (Yard A, Rack 5, etc.)
2. Segregation: Keep different grades separated
3. Protection: Note weather protection requirements
4. Access: Mark if special handling needed

Inventory Management

• Stock Levels: Track quantity on hand
• Usage Updates: Reduce count as materials are issued
• Reservation: Mark materials for specific work packages
• Transfers: Document movement between locations

Common Tasks

Daily Material Receipts

1. Check delivery schedule for expected arrivals
2. Prepare inspection workspace and tools
3. Review PO requirements before inspection
4. Complete inspections before accepting delivery
5. Update storage inventory same day

Finding Materials

By Heat Number:

1. Use heat number search box
2. Enter full or partial number
3. View all related materials

By Component Type:

1. Filter by component code
2. Select size range if needed
3. Check availability status

By Project Area:

1. Filter by work package
2. Review allocated vs available
3. Plan material movements

Generating Reports

Inspection Summary:

1. Set date range for report period
2. Select inspection status filter
3. Export to Excel for analysis

Certificate Status:

1. Filter for missing certificates
2. Follow up with suppliers
3. Track compliance percentage

Working with Suppliers

Communication

For Missing Certificates:

1. Note requirement in comments
2. Set follow-up reminder
3. Contact procurement team
4. Update status when received

For Quality Issues:

1. Document problem clearly
2. Take photos if applicable
3. Contact supplier immediately
4. Issue Non-Conformance Report if needed

Supplier Performance

Track suppliers on:

• Certificate completeness
• On-time delivery
• Quality of materials
• Responsiveness to issues

Mobile Inspection

Using Tablets/Phones

• Camera function for quick photos
• Barcode scanning for component codes
• Voice notes for inspection comments
• Offline capability for remote locations

Field Tips

• ✅ Clean components before inspection
• ✅ Use good lighting for defect detection
• ✅ Have measuring tools ready
• ✅ Keep certificates dry and legible

Integration with Other Modules

Link to Weldmap

• Materials flow into welding records
• Heat numbers track through to final welds
• Quality issues trigger hold notifications

Purchasing Coordination

• PO status updates automatically
• Delivery confirmations sent to procurement
• Invoice approval triggered by acceptance

Troubleshooting

Common Issues

Can't find material record:

• Check spelling of heat number
• Try partial searches
• Verify correct project selected
• Contact admin if still missing

Certificate upload failed:

• Check file size (max 10MB)
• Ensure PDF format
• Try different browser
• Contact IT if persistent

Inventory doesn't match:

• Check for unreported usage
• Verify transfer records
• Look for data entry errors
• Perform physical recount

Quick Solutions

• Refresh page for display updates
• Clear filters if results seem wrong
• Check user permissions for edit access
• Contact supervisor for process questions

Best Practices

Daily Operations

• ✅ Inspect materials immediately upon arrival
• ✅ Upload certificates same day
• ✅ Update storage locations accurately
• ✅ Report quality issues promptly

Documentation Standards

• ✅ Use clear, consistent descriptions
• ✅ Include all required measurements
• ✅ Photograph any defects
• ✅ Keep certificates organized

Quality Assurance

• ✅ Double-check heat number entry
• ✅ Verify certificate authenticity
• ✅ Follow project specifications exactly
• ✅ Escalate questionable materials

Safety Reminders

⚠️ Always follow safety procedures during inspection

• Wear required PPE
• Use proper lifting techniques
• Watch for sharp edges
• Report unsafe conditions

🔒 Security considerations

• Lock storage areas when unattended
• Track high-value materials closely
• Report any theft or damage immediately
• Follow site security protocols

Getting Help

For Inspection Questions:

• Review material specifications
• Consult quality control supervisor
• Check industry standards
• Ask experienced inspectors

For System Issues:

• Try basic troubleshooting first
• Document error messages
• Contact IT support
• Have record details ready

Remember: Quality starts with incoming materials. Take time to do thorough inspections - it prevents problems later in construction!