Create an NCR

A non-conformance report (NCR) is the record you raise when a material, part, or finished product does not meet its specification and needs a documented decision. Creating an NCR gives that problem a number, stores what you observed, and can link the production jobs involved.

This guide covers the New Non-Conformance Report (NCR) page. The line under the title is Initiate a new NCR record. The page is one scrolling form. There is no step indicator and no preview beside the form. You work down the sections, then create the record from the footer.

Before you beginCopy Anchor Link

• Confirm your role includes Create NCRs.
• Have the job numbers ready if you want to link the production work. Linking is optional. Jobs you select together must be for the same product.
• Decide who should be the final approver. You also need to draw a signature before the record can be created.

Open the formCopy Anchor Link

Open Quality in the main navigation, then select NCRs. The list is titled Non-Conformance Reports. Select New NCR in the header. The address is /quality/ncrs/new.

You can also open it from Quality home. Select New, then New NCR.

The back arrow returns you to the NCR list. It uses the same leave check as Cancel, described below.

How the form is laid outCopy Anchor Link

The sections sit in one column, in this order:

1. NCR Type
2. Affected Items
3. Identification
4. Disposition Type
5. Corrective Actions
6. Evidence
7. Approver
8. Verification Notes
9. Digital Signature

The footer sits under the signature. A status line is on the left. Cancel and Create NCR are on the right.

The status line reads:

• Complete the required fields first. while affected quantity, title, observation, disposition, final approver, or signature is still missing.
• Ready to create. when those fields are filled.
• Creating the NCR... while the record is being saved.

Create NCR stays clickable before the form is complete. Selecting it moves focus to the first missing required field and does not create the record. Pressing Enter in a text field does not create the record either. Use Create NCR.

Cancel, and the back arrow, leave immediately when you have not changed the type, affected quantity, unit, title, observation, linked jobs, or disposition. If you have changed one of those, Bulk asks Discard changes? The message is "You have unsaved changes. Are you sure you want to cancel? Your progress will be lost." Select Continue Editing to stay, or Discard Changes to return to the NCR list.

A signature, approver, verification note, uploaded file, or corrective action by itself does not open that question. Leaving still drops that work.

NCR TypeCopy Anchor Link

NCR Type says Classify the source of this non-conformance. Internal is selected when you open the form. The three cards are:

• Internal. Production issue or defect found in-house.
• Supplier. Incoming material or part defect.
• Customer. Returns or complaints from customers.

Each card shows an icon, a title, and that short description. A tick appears in the corner of the card you select.

The words on the cards are not the type stored on the record. Internal is saved as In Process, Supplier as Material, and Customer as Finished Goods.

Affected ItemsCopy Anchor Link

Affected Items says Record how much is affected, then select any production jobs it came from.

Affected quantity (required) comes first. Type the amount, then pick a unit from the list beside it, such as pcs. The hint under the field is Count everything affected, including parts already contained. The quantity must be greater than 0. A unit counted in whole parts only accepts whole numbers. Money and percentage units are not offered. The unit is optional. Without one, the record shows the number followed by units.

Search with Search by Job Number, Order # or Product... The table starts with Job Number and Due Date. Columns shows or hides more columns. You can also filter from a column header, such as Job Number.

Linking jobs is optional. You can select more than one job. Selected jobs appear in a bar above the table. Select a job chip to remove it, or clear the whole selection. After the first job is selected, a note under the table reads: "NCR job selection is locked to one product. Choose jobs with the same product only." Jobs for a different product stay unavailable while a job is selected.

Selecting a job also links its product. You can leave the job table empty, but not Affected quantity.

IdentificationCopy Anchor Link

Identification says Provide details about the observation.

• NCR Title (required). Placeholder Brief summary of the issue.
• Observation (required). Placeholder Provide detailed observation of the non-conformance... You can enter up to 1000 characters. A counter under the field shows how many you have used, such as 12/1000 characters.

Disposition TypeCopy Anchor Link

Disposition Type says Select the decision for the non-conforming material.

These choices use the same cards as NCR Type: an icon, a title, a short description, and a tick on the selected card. They are laid out three across, so the five cards wrap onto a second row. Nothing is selected until you pick one. You must pick one before Create NCR will save the record.

• Rework. Correct the item so it meets specification.
• Repair. Fix the defect and return the item to use.
• Scrap. Discard the item. It cannot be used.
• Use As Is. Accept the item and record the deviation.
• Return to Vendor. Send the item back to the supplier.

Corrective ActionsCopy Anchor Link

Corrective Actions says Define action items to address this non-conformance. Each action should have an assigned owner and target date.

Until you add one, the section shows No corrective actions yet and Click "Add Action" to define what needs to be done. Add Action opens New Corrective Action:

• Description (required). Placeholder Describe what needs to be done...
• Assigned To (required). Placeholder Select user... Search the list to pick a person.
• Target Date (required). Placeholder Select date... You cannot pick a date before today.

Add Action in that panel stays unavailable until all three are set. Cancel, or Escape, closes the panel without adding the action.

Each action you add shows its description, the person, and the date. Drag an action to reorder the list, or remove it. Corrective actions are optional. Each one you keep becomes an assigned task when the NCR is created.

EvidenceCopy Anchor Link

Evidence says Upload quality photos, certificates, or lab reports.

Select Click to upload or drag files onto the area. The hint under that line is SVG, PNG, JPG or PDF (max. 10MB). You can attach up to 10 files. After the first upload, the section shows how many of the 10 are attached. While a file is sending, the area reads Uploading... A file over 10 MB is rejected with a message that it exceeds the 10MB limit.

Uploading a file here does not attach it to the NCR. The create action does not send the files.

ApproverCopy Anchor Link

Approver says Select the person responsible for final sign-off.

Final Approver is required. The field placeholder is Search by name or role... Inside the list, the search placeholder is Type to search... If nobody matches, the list says No users found. The hint under the field is Select any user to approve this NCR.

The person you pick is saved as the Reviewer. If you added corrective actions, the Owner is the person on the first action. If you added none, the Owner is the approver.

Verification NotesCopy Anchor Link

Verification Notes says Add any final remarks or conditions before submission.

The field placeholder is Enter notes here... Notes are optional. They are not saved on the NCR.

Digital SignatureCopy Anchor Link

Digital Signature says Sign below to validate this report.

The signature pad spans the full width of the form. Until you draw, it reads Sign Here. Under the pad, Signed by: shows your name, and Clear Signature wipes the drawing. A signature is required before the record can be created. It is not saved on the NCR.

What happens after you create the NCRCopy Anchor Link

When Create NCR succeeds, Bulk:

• Assigns a number such as NCR-2026-0007, in the form NCR-YYYY-NNNN, counted per calendar year for your plant.
• Creates the record in Draft status.
• Shows a confirmation such as "NCR NCR-2026-0007 created". The number already starts with NCR-, so the message repeats that prefix.
• Opens the new NCR. This form is not left in the page history, so going back returns to the NCR list.
• Creates a task for each corrective action, assigned to the person you named, with the target date you set.

The record stores the affected quantity and unit you entered. The form does not ask for a batch, a lot, a serial number, or a cost. On the new record, Location Found is See observation. If the quantity turns out to be wrong, correct it from the NCR. See Correct the affected quantity.

Later review and the disposition you record after creation are covered in Review and disposition an NCR.

Granite Peak Manufacturing exampleCopy Anchor Link

At the Leeds Fabrication Plant, inspection of job JOB-4821 finds hole positions outside the drawing tolerance on a batch of laser-cut mounting brackets. You open Quality, select NCRs, then New NCR.

You leave the type as Internal, which is stored as In Process. Under Affected Items you enter 24 pcs as the affected quantity and link JOB-4821. You set NCR Title to "Hole positions out of tolerance on L-90 brackets" and describe the measured deviation in Observation.

You select the Rework card. That choice is required here and is not stored. You add a corrective action, "Re-drill affected brackets to drawing spec", assign it to the fabrication supervisor, and set a target date. That action is what becomes the task.

You can upload a photo, but it will not be attached to the record, so you keep a copy. You choose the quality manager as Final Approver, add a verification note if you want one, sign across the pad, and select Create NCR.

Bulk creates a Draft NCR, opens it, and creates the re-drill task for the supervisor. The quality manager is the reviewer. Because a corrective action exists, the supervisor is the owner.

TroubleshootingCopy Anchor Link

• Create NCR fails. Your role is missing Create NCRs (quality_ncrs.create). Ask an administrator to assign the Quality, Entity admin, or Super user role.
• Create NCR does not save, and the status still says "Complete the required fields first." Fill Affected quantity, NCR Title, Observation, a Disposition Type card, Final Approver, and the signature. The button focuses the first of those that is still empty.
• "Enter a whole number of pcs greater than 0." The unit you picked counts whole parts. Enter a whole number, or pick a unit that allows decimals.
• You cannot add a corrective action. Description, Assigned To, and Target Date are all required, and the date cannot be before today.
• A job in the table cannot be selected. Another selected job uses a different product. Remove that job, or clear the selection, and pick jobs for one product only.
• The disposition, files, notes, or signature are missing on the new NCR. This form collects them and does not save them. See the warning under Disposition Type.

Related guidanceCopy Anchor Link

• Quality overview
• Create a quality issue
• Review and disposition an NCR
• Manage a CAPA
• Create a hold