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SRM training · Part 6 / 8

Documents, certificates and audit records

Audio narration · listen first

Certificates, test reports and declarations from suppliers should be kept linked to the relevant supplier, order or lot, not in a file folder. When an export customer or an auditor asks for a document, it should be clear at a glance which fabric and which lot it belongs to and whether it is still valid. The inspection result also stays in the order's own record.

In this part

  • You learn the difference between a certificate, a test report and a supplier declaration.
  • You learn to read which material, which lot and which dates a document covers.
  • You see why it matters to ask the supplier in time for a document whose expiry date is approaching.
  • You understand the benefit of keeping the inspection result linked to the order, the stock code and the size breakdown.
Documents, certificates and audit records: Pimland SRM screen
The inspection record opens inside the order: Product Inspection, Supplier Order and Inspection Result are tabs of the same record. The supplier order tab shows the order number, order and delivery dates, supplier, order status and description; below them sit the stock code, size and assortment split and quantity side by side. Names and codes on the screen are demo data.

Terms in this part

Composition
Information showing which fibers a fabric or product is made of, and in what proportions.
SKU (stock keeping unit)
The code that uniquely identifies each product option held in stock.
Final inspection
The last inspection, made on a sample drawn from the lot after pressing and packing are complete, that gives an accept or reject decision.
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There are 3 questions at the end of the part; at least 2 correct answers open the next part. The questions open with your Academy account, after your Basic certificate.

· Pimland Academy team