How does HublerX know which tests to include in each material's inspection plan?

The inspection test plan for each material and supplier combination is configured in HublerX by the quality team — the parameters to test, the specification limits (minimum, maximum, target), the test method, and the sample size. The test plan is linked to the ERP material code and supplier so it is retrieved automatically on GRN without any manual selection.

Can skip-lot inspection rules be configured for approved suppliers?

Yes. Skip-lot and reduced inspection frequency rules are configured by material and supplier in HublerX — based on the supplier's recent inspection history. A supplier with 10 consecutive passing lots may qualify for skip inspection on every 3rd lot. Where a rejection occurs, the frequency is automatically increased back to every lot until the supplier re-qualifies.

Can HublerX handle materials that require lab testing with results that come back hours or days later?

Yes. For materials with long-lead lab tests — microbiological tests, full nutritional analysis — HublerX places the lot on conditional hold on GRN and releases the hold when the lab result is received and passed. The conditional hold prevents the material from being used in production while the slow test is pending, but allows the lot to be received and stored without waiting for all results before posting the GRN.

How does the certificate of analysis (CoA) from the supplier integrate with the inspection process?

Where the supplier provides a CoA with the delivery, the QC technician can log the CoA reference in HublerX and mark parameters as 'verified against CoA' rather than physically testing them — for materials and parameters where CoA verification is accepted as equivalent to in-house testing per the quality plan. The CoA reference is stored against the inspection record for audit purposes.

Incoming Inspection Automation

The Problem

The material arrives. The QC team does not know which tests to run or which specification to check against.

Incoming material inspection in most food and FMCG plants involves a QC technician receiving the delivery, locating the material specification from a folder or the ERP, determining which tests are required for this material from this supplier, performing the tests, recording the results on a paper form, and deciding whether the lot passes or fails. Each step relies on the technician having the right information and applying it consistently.

Inconsistency in incoming inspection is a food safety and quality risk. The wrong test is run. The result is compared against an outdated specification. A borderline result is passed because the technician does not have the rejection criteria clearly in front of them. Or the reverse: a compliant lot is placed on hold because the technician is uncertain. The paper record is filed and may not be consulted again unless there is a quality incident.

Current Workaround

What most operations do today: Most operations today: the QC team receives a delivery, checks the material specification in a folder or the ERP, and manually determines which tests to run — based on their training and the material's history. Results are recorded on a paper form. The form is reviewed by the QC supervisor and the lot is manually released or placed on hold in the ERP. The process is inconsistent across shifts and technicians, and the paper record is difficult to aggregate for supplier quality trend analysis.

The HublerX Approach

Incoming inspection is a rule-based process — each material from each supplier has a defined test plan, defined specification limits, and a defined inspection frequency (every lot, every 3rd lot, skip lot). HublerX automates the delivery of this test plan to the QC team on GRN, captures the results digitally, compares them to the specification limits automatically, and triggers the lot release or rejection decision in the ERP the moment the inspection is complete — without the QC technician needing to locate a specification or make a manual ERP update.

How It Looks in HublerX

Live workflow view

Incoming Inspection Board

8 lots received today

INSPECTION DUE3

Wheat Flour · Cargill India · B-22914,800 kg · GRN 9004 · 6 testsInspection dueEvery lotTest plan delivered · Priya R assigned

Sunflower Oil · Adani Wilmar · SO-04411,200 L · GRN 9006 · 4 testsInspection dueTest plan delivered · Pending QC

Sugar · Rajshri Foods · SG-02212,400 kg · GRN 9008 · 3 testsInspection dueTest plan delivered · Priya R in queue

IN PROGRESS2

Palm Oil · ITC · PO-01912,400 L · GRN 9002 · 5 testsIn progress3 of 5 tests complete · Peroxide pending

Cocoa Powder · Barry Cal. · CP-0081400 kg · GRN 9000 · 4 testsIn progress2 of 4 tests complete · Moisture pending

REJECTED1

RELEASED3

Salt · Tata Chemicals · SA-01011,600 kg · Skip lot · Approved supplierReleasedSkip inspection · 6 consecutive passes · Available

Butter · Amul · BT-0081320 kg · All 4 tests passedReleasedReleased 9:15 AM · Available for production

Oat Flour · Patanjali · OF-0061480 kg · 3 tests passedReleasedReleased 10:30 AM · Available for production

How HublerX Coordinates It

The step-by-step sequence

1
Inspection test plan triggered on GRN
When a GRN is posted in the ERP, HublerX reads the material code, the supplier, and the lot number — and retrieves the applicable inspection test plan from the quality master. The test plan is delivered to the QC technician's device immediately — with the tests to perform, the sample size, the specification limits, and the pass/fail criteria for each parameter.
On GRN · automatic
2
Inspection frequency rule applied
HublerX checks the inspection frequency rule for this material and supplier — every lot, every 3rd lot, reduced frequency for approved suppliers, enhanced frequency for suppliers with recent rejections. Where a lot qualifies for skip inspection, HublerX releases the lot automatically and records the skip decision with the reason.
On GRN · before test plan issue
3
Test results captured digitally
The QC technician performs the inspection and records each result in HublerX — entering the measured value for each parameter. Where the result is within specification, the parameter is marked as passed automatically. Where it is out of specification, the parameter is marked as failed and the overall lot is flagged as a rejection candidate.
During inspection
4
Lot released or rejected automatically
When all parameters are recorded, HublerX applies the disposition rule — if all parameters pass, the lot is released in the ERP and the WMS location is made available for picking. If any critical parameter fails, the lot is placed on hold in the ERP and the supplier quality escalation workflow is triggered. If a non-critical parameter fails, the QA manager is notified for a concession decision.
On inspection completion
5
Inspection record archived and linked to lot
The completed inspection record is archived in HublerX and linked to the GRN, the lot number, and the supplier in the ERP. The record is available for traceability queries, supplier quality reviews, FSSC 22000 audits, and recall investigations — without locating a paper form.
On inspection completion
6
Supplier quality trend updated
Each inspection result feeds the supplier quality scorecard in HublerX — rejection rate by parameter, by material, and by supplier. Suppliers with improving trends can be moved to reduced inspection frequency. Suppliers with worsening trends have their frequency increased automatically and a review flag is raised for procurement.
On each inspection

Systems Connected

SAPSAP S/4HANA

ORAOracle Cloud ERP

D365Dynamics 365

TALTally

WMSWMS

SYSLIMS (optional)

Outcomes

Automatic

Correct test plan delivered to QC technician on GRN — no manual specification lookup or test plan selection

20 minutes

ERP hold or release posted within 20 minutes of inspection completion — no manual ERP update by the QC team

Consistent

Same test plan, same specification, same pass/fail criteria applied every time — regardless of shift or technician

Linked

Every inspection record linked to the GRN, lot number, and supplier in the ERP — available for traceability and audit

Results are directional. Inspection automation effectiveness depends on the completeness and currency of the material specification master in HublerX.

Frequently Asked Questions

Related Workflows

Quality & Compliance

CAPA Management Workflow

View workflow →

Quality & Compliance

Supplier Quality Escalation

View workflow →

Material Coordination

Alternate Material Substitution

View workflow →