The quick answer
Go to Quality > On Demand Inspection > Ad Hoc and click New. Set Queue Creation Option to Without Transaction Reference, choose the Item, Location, lot, Specification and Quantity, and click Save. The request opens as Pending. When you open the list again it is Complete and carries a Queue ID. The new inspection is in Quality > Setup > Assign Inspections with the status Pending.
The screenshots show sample data. Person and company names are fictional. Use your own item, lot, specification and location when following the steps.
Before you start
In this example, Alex Morgan at Example Supply Co. wants five units of resin lot LT-8801-B retested before it goes to production. The lot has been in storage for weeks, and no purchase order or receipt is involved, so nothing would create an inspection on its own.
- The Oracle Quality Management SuiteApp is installed, and your role can open its pages and records, including Assign Inspections and the Ad Hoc Queue Creation Request.
- The item is lot numbered and has stock in the lot at the location, and the lot has enough quantity for the inspection.
- The specification exists, is active and has at least one active inspection assigned to it. An item specification context is not needed, because an ad hoc request is not triggered by a transaction, but the request still needs a specification. If the inspection is to be recorded on the Quality tablet, your role also needs tablet access.
- Menu names can differ by release and role. This guide uses the labels in the example account: Quality > On Demand Inspection > Ad Hoc.
- If you need to limit the request to a bin or an inventory status, or want a pre-inspection action, those depend on your account's bins, statuses and workflows. The example leaves them blank.
01. Check what is already queued
Go to Quality > Setup > Assign Inspections, set Item to RSN-220 Marine Epoxy Resin and click List. This step is optional. In the example account two inspections are listed, 5120 from item receipt IR7102 and 5148 with no transaction, and both have the status Pass, so nothing is Pending. Your account may show different rows or none. They are only a baseline for comparison, and a new ad hoc request does not reuse them.
02. Start the request
Open Quality > On Demand Inspection > Ad Hoc and click New. The Ad Hoc Queue Creation Request form first shows only Queue Creation Options: a required Queue Creation Option and a Status of Pending that you cannot change. The other section headings are there, but their fields are empty.
Set Queue Creation Option to Without Transaction Reference. This option inspects stock that is already on hand, with no purchase order, receipt or work order behind it. With Transaction Reference ties the inspection to a transaction, and Without Quantity Reference keeps the reference but lets you set a different quantity. The fields of Basic Requirements and Scheduling Details now appear. Item, Specification, Location and Quantity are required.
03. Choose the stock
Set Item to RSN-220 Marine Epoxy Resin and Location to Reno Plant. Click the Lot/Serial Number box so the chooser button appears beside it, then click that button. The Choose Lot/Serial Number dialog lists the item's lots. Click LT-8801-B under Click Selection to Add so it appears under Current Selections, then click Done.
Lot/Serial Number now shows LT-8801-B, the example lot, and Available Quantity fills with 50, the quantity in that lot. A different lot shows its own quantity. To inspect from every available lot instead, tick All Available Lots. The lot chooser applies to lot-controlled and serialized items only.
04. Set the specification and quantity
Set Specification to Resin Retest RSN-220, the specification that defines the inspections to perform, and enter 5 as the Quantity to inspect. The quantity is the number of units to inspect, not a quantity moved or taken out of stock, and it should not be more than the available 50. The example leaves Bin Number, Pre-Inspection Action, Inventory Status and Assigned To blank, and the request saved in the example account. Whether those fields are optional in yours depends on your bins, statuses and workflows. Assigning someone here can email that employee when the inspection is created. Leave Schedule Ad Hoc Request clear for a one-time inspection.
05. Save the request
Click Save. The saved request opens with the option and fields you entered and Status Pending. Saving does not create the inspection at once. NetSuite processes the request in the background, so it stays Pending for a short while.
06. Confirm it completed
Open Quality > On Demand Inspection > Ad Hoc. Clicking Ad Hoc itself, not its New or Search entry, opens the Ad Hoc Queue Creation Request List. Your request, the last row, is now Complete and shows Queue ID 5231. The list is wide, so scroll right to see Status and Queue ID next to each other. If the status is still Pending, reload the list after a moment. If it stays Pending, check your role's access and that the specification has an active inspection. If it shows Error, open the request and read the error message; an administrator can also check the script log of the ad hoc queue creation script.
Complete means NetSuite created the inspection queue entry. It does not mean the inspection was performed or that anything has passed. Queue ID is the number of the queue entry it created.
07. Find the new inspection
Go back to Quality > Setup > Assign Inspections, set Item to RSN-220 Marine Epoxy Resin and click List. A third row, queue 5231, has appeared next to 5120 and 5148. It shows Specification Resin Retest RSN-220, no Transaction Type because no transaction triggered it, Transaction Qty 5, Assigned to Not Assigned, Priority N/A and Status Pending. The Queue column matches the request's Queue ID. The row values are those of the example account.
The request's Complete and the inspection's Pending are two different statuses. The inspection is waiting to be assigned and performed. To assign it, tick Select on the row, choose Set Assigned To, Set Priority or Set Status under Update Queue, and click Assign. The Quality tablet then records the results, if your role has tablet access.
Check the result
- Assign Inspections first listed two Pass inspections for the item and none Pending.
- The saved request opened with Status Pending.
- The request list showed the request as Complete with Queue ID 5231.
- Assign Inspections then listed queue 5231, the request's Queue ID, with quantity 5, Not Assigned, Priority N/A and Status Pending.
Common questions
How do I create an inspection for inventory that is already in stock in NetSuite Quality Management?
Create an Ad Hoc Queue Creation Request without a transaction reference. Go to Quality > On Demand Inspection > Ad Hoc, click New, set Queue Creation Option to Without Transaction Reference, choose the item, location, lot, specification and quantity, and save.
What does Without Transaction Reference mean on an ad hoc queue request?
The inspection is not tied to a purchase order, receipt, work order or other transaction. You give the item, location, lot and quantity yourself. With Transaction Reference ties it to a transaction. Without Quantity Reference is a third option on the form that keeps a transaction reference but does not take the quantity from it; it is not shown in this walkthrough.
Why is my ad hoc request still Pending after I saved it?
NetSuite processes the request in the background after it is saved, so it opens as Pending and becomes Complete a short while later. Reload the request or the list. If it stays Pending, check your role's access and that the specification has an active inspection. If it shows Error, open the request and read the error message; an administrator can also check the script log of the ad hoc queue creation script.
Does Complete on the request mean the lot passed?
No. Complete means NetSuite created the inspection queue entry. The inspection itself is Pending until it is assigned and performed, and its result may then be Pass, Fail or another configured result.
Does an ad hoc inspection need a quality specification context?
An item specification context is not needed. It triggers automatic inspections from transactions, and an ad hoc request is not triggered by a transaction. The request still needs a specification, and that specification needs at least one active inspection.
How much quantity can I inspect?
Enter the quantity to inspect, up to the Available Quantity of the lot you chose; decimals work where the item's units support them. The quantity is not moved, removed or reserved by the request. Tick All Available Lots to inspect from every available lot.
Does creating the request quarantine or move the stock?
Not by itself. A pre-inspection action, inventory statuses, bins and Quality Management workflows can move or quarantine stock, so test those separately if you expect an inventory effect.
What does Schedule Ad Hoc Request do?
When ticked, the scheduling fields, such as the deployment script and the end date and time, apply. It schedules future ad hoc queue creation and creates future inspection queue entries; it does not perform or pass the inspections. Leave it clear for a one-time inspection.
Where does the inspection show up after the request completes?
The request itself is in the Ad Hoc Queue Creation Request List, with its Status and Queue ID. The inspection it created is in Quality > Setup > Assign Inspections, with the same Queue as the request's Queue ID and the status Pending. It can be recorded on the Quality tablet when the specification has an active inspection and your role has tablet access.