Quality Assurance Inside Your ERP: What Yaveon’s Inspection Module Does in Business Central

Recently, Tecvia partnered with Yaveon to run a webinar on quality assurance inside Microsoft Dynamics 365 Business Central. You can watch the full recording here. 

If you work in food and beverage, pharmaceuticals, life sciences, or manufacturing, you already know the cost of getting quality wrong. A missed inspection. A batch released before testing is complete. A supplier whose materials slip through without a check. These aren’t just operational headaches. They’re compliance risks. 

Daniel Sprißler, Product Success Manager at Yaveon, walked us through their Quality Assurance module for Business Central. This is not standard BC functionality. It’s a specialist app built for industries where inspection is non-negotiable. 

Here’s a detailed breakdown of everything covered. 

What Does Standard Business Central Give You? 

Out of the box, Business Central covers your core operations. Finance, purchasing, sales, warehouse management, and manufacturing. It also supports lot and serial number tracking, which is a solid foundation. 

But standard BC does not give you structured inspection plans. It does not automatically block stock pending quality checks. It does not generate certificates of analysis. It does not calculate inspection results or enforce tolerances. 

If your business needs any of those things, you need an extension. Yaveon’s Quality app is built exactly for that. 

How the Quality App Fits Into Business Central 

Yaveon’s Quality app is a standalone module. It has no dependencies on their other apps, which means you can deploy it without needing to adopt their full product suite. It sits inside Business Central and works within your existing purchasing, warehouse, manufacturing, and sales processes. 

The quality checks can be triggered at multiple points: 

• Warehouse receipt 

• Purchase order processing 

• Manufacturing output 

• Internal location moves 

• Warehouse shipment 

• Sales processes 

For the webinar, Daniel focused on the warehouse receipt process. But the same logic applies wherever you need a quality gate in your workflow. 

Setting Up Items for Quality Control 

The setup starts on the item card in Business Central. There are two key fields to understand. 

Item Tracking Code 

This controls how the item is tracked. Whether it’s lot-tracked, serial number tracked, or tracked at item level. Within this setup, you define the initial status the item should receive when it arrives on stock. In the demo, Daniel set the initial status to QC. Any item received against a purchase order immediately carries that status, making it visible to everyone that it has not yet been cleared. 

QA Item Group Code 

If you have multiple items that all go through the same inspection process, you can group them together using a QA item group code. Instead of building a separate inspection plan for each item, you build one plan for the group. It saves time and keeps your setup consistent. 

In Daniel’s example, he used a product called YAVI shots, a health supplement. The item was set to lot-tracked with an initial QC status on receipt. 

Inspection Plans: The Core Setup 

The inspection plan defines exactly what needs to be checked. Think of it as the template that drives every inspection order created from it. 

Each inspection plan contains: 

• The inspection object. This is usually an item or an item group. 

• The inspection level. Lot-level, serial number level, or item level. 

• Business relations. You can apply a plan to all vendors or restrict it to specific ones. 

• A status. Plans can be set to under development, certified, or inactive. Once certified, the plan is locked and cannot be changed without creating a new version. 

• Inspection groups and features. These define the actual checks and what values are expected. 

The versioning here is important. When your inspection requirements change, you create a new version of the plan. The system tracks which version was active when each inspection was carried out. That audit trail is critical for regulated industries. 

During the webinar, Daniel created a second version of an inspection plan live. The process took under a minute. 

Inspection Groups and Features Explained 

Within an inspection plan, the checks are organised into two layers. 

Inspection Groups 

Think of these as work steps. In the demo, the groups were a visual check on receipt and a content check for food. Each group represents a category of checks that needs to be completed. 

Inspection Features 

These are the individual attributes being tested within each group. For the visual check, the features were labelling and packaging condition. For the content check, they were fat content, sugar content, and energy. Each feature has a defined data type. 

The data types available are: 

• Option. A dropdown selection. For example, damaged or not damaged. You define the valid options in advance. 

• Decimal. A number entry. Used for measurements like fat content or sugar percentage. 

• Calculated. Automatically derived from other features using a formula. In the demo, energy was calculated from fat and sugar values entered by the inspector. 

For decimal features, you set a target value with upper and lower tolerance limits. The system checks whether each result falls within those limits. If it doesn’t, the relevant checkboxes clear automatically, flagging that the result is out of tolerance. 

You can also mark features as required. A required feature must be completed before the inspection can be finished. Optional features can be skipped. 

User Qualifications and Role-Based Visibility 

Not every inspector should see every check. Yaveon handles this through user qualification codes. 

You assign qualifications to inspection features. Only users with the matching qualification code can see and complete those checks. A warehouse operative on the goods-in ramp sees the visual check lines. The quality team sees the content checks. Each person only works within their scope. 

This matters for a few reasons: 

• It keeps the inspection process clean. Warehouse staff aren’t confronted with tests they don’t have the knowledge or equipment to run. 

• It protects data integrity. Results can only be entered by people with the right authorisation. 

• It maps to real-world shift structures where different teams handle different stages of goods-in. 

Permission sets for the quality module also control who can create, modify, or certify inspection plans. You can lock that down to a small group of people, preventing anyone else from changing the inspection standards. 

How an Inspection Order Works in Practice 

Here’s the process as it played out in the demo. 

A purchase order was created for 1,000 units of YAVI shots. A warehouse receipt was created. As soon as a lot number was assigned to the receipt, the system automatically created an inspection order in the background. 

The inspection order pulled in all the relevant lines from the active inspection plan. The status was set to created. 

The inspector opened the order and began entering actual values. As soon as the first value was entered, the status moved to inspection, showing that the work was in progress. 

Values were entered across all features. The calculated energy field updated automatically as fat and sugar figures were entered. When all required features were completed, the status changed to inspection finished automatically. 

The warehouse receipt was then posted. 

At this point, the stock was in the system at QC status. The goods had arrived and been counted. But they were not yet available for use. 

Sample Management 

For content checks, the inspection plan can specify how many samples need to be taken. In the demo, the plan required two samples for the sugar content test. 

This generated two separate lines in the inspection order for that feature. Both had to be completed. The system tracked each sample independently. 

For businesses that run nutrient tests or contamination checks, this offers a clear way to manage inspections.It also supports any test that needs more than one reading.It helps you organize and track multiple samples in the system.

The Usage Decision and Releasing Stock 

Once the inspection order is finished, a qualified person completes the usage decision. This is the final step. 

The usage decision involves opening the finished inspection order, reviewing the results in the lot number information view, and changing the status from QC to released. Once posted, the stock becomes available. 

This step can also be automated. If all results are within tolerances and control limits, the system can be configured to release the lot automatically. For businesses that want a human sign-off regardless, you keep the manual step. For businesses processing high volumes with consistent results, automation removes the bottleneck. 

Electronic signatures can also be added to this step through a separate app, requiring a qualified user to authenticate before the status change is accepted. 

Posting Rules and Blocking Stock 

One of the questions that came up during the webinar was whether inspection orders block stock from further use. The answer is yes, and the mechanism is posting rules. 

Posting rules let you define what should happen to items based on their current status. You can set items with a quarantine or blocked status to be: 

• Excluded from planning. They don’t appear as available stock in production or distribution planning. 

• Blocked from sale or shipment. You can’t create a sales shipment for quarantined items. 

• Blocked from any further movement until cleared. 

This prevents the situation where someone accidentally picks or ships items that haven’t been cleared. The system enforces the rule rather than relying on people remembering to check. 

The Inventory Summary Page 

The inventory summary is part of Yaveon’s base app, which comes with the quality module. It gives you a real-time view of every lot across your locations. 

For each lot, you can see: 

• Current status with a colour-coded indicator. Green for released, other colours for QC, quarantine, or blocked. 

• Storage quantity versus available quantity. If a lot is in QC, storage quantity reflects what’s physically there but available quantity is zero. 

• Date of entry and expiry date. 

• Location, zone, and bin code. 

• Load carrier if carrier integration is in use. 

• Inspection results in the information panel on the right side of the screen. 

That last point is worth highlighting. When you set up an inspection plan, you can configure which features transfer their results to the item tracking record. Those values then appear directly in the inventory summary. So when you look at a lot, you can immediately see the fat content, sugar content, and energy values recorded at the point of inspection, without opening the inspection order. 

If you have multiple lots of the same item, each lot can carry different values. That’s exactly what you’d expect when different batches from the same supplier may have slightly different nutritional profiles or test results. 

Certificate of Analysis 

From a finished inspection order, you can generate a certificate of analysis in one click. 

The certificate includes the inspection groups, features, target values, and the actual results recorded during the inspection. You control which features appear on the certificate at the inspection plan level. Features marked for inclusion show on the document. Features not marked are excluded. 

For businesses that need to send a CoA with outbound goods, or that need one for internal quality records, this removes the step of manually compiling results from the system into a separate document. 

Extending Expiry Dates 

A question from the session: if raw materials have expiry dates and you inspect and extend them, can the system handle that? 

Yes. Through the lot number information card accessible from the inventory summary, you can create a lot number modification record. This lets you update attributes including the expiry date. The change is logged, showing who made it and when. 

For businesses managing ingredients or materials with shelf-life considerations, this is a cleaner approach than manually adjusting records outside the system. 

Vendor-Specific and Interval-Based Inspections 

Another question from the session: can inspection plans be vendor-specific? And can you set up recurring vendor re-approval on a schedule? 

Both are possible. Business relations on the inspection plan let you link a plan to a specific vendor, customer, or vendor group. So if one supplier requires stricter incoming checks than another, you set up two inspection plans with different business relations. 

Interval rules on the inspection plan let you define how often inspections should occur. You can use these to schedule periodic vendor re-approvals rather than triggering an inspection on every receipt. 

Mobile and Tablet Access 

Business Central already works on tablets and mobile devices. That means inspection orders can be completed on the production floor or at the goods-in ramp today. 

Yaveon also has a dedicated scanning solution in development at the time of the webinar, covering handhelds and tablets with barcode scanning capability for quality inspection. That solution was due to appear in AppSource shortly after the session. 

Who Is This For? 

Yaveon’s quality module was built for industries where inspection isn’t a nice-to-have. It’s relevant to you if: 

• You receive raw materials that must be tested before entering production or sale. 

• You need to track inspection results at lot level and access them quickly. 

• Regulatory bodies require documented quality checks with an audit trail. 

• You generate certificates of analysis for customers or internal records. 

• You need to block stock automatically while quality checks are in progress. 

• You work in food and beverage, pharmaceuticals, life sciences, chemical, cosmetics, or medical devices. 

Yaveon has over 850 installations globally and has been operating since 2008. Their focus is squarely on the industries listed above. The module reflects real requirements from those sectors. 

Watch the Full Webinar 

This post covers the main points, but the recording includes the full live demo, setup walkthroughs, and answers to questions from attendees. 

Watch the full recording here: Tecvia and Yaveon Quality Assurance: Built-In Quality Checks for Business Central

Talk to Us 

We implement Business Central for businesses in manufacturing, food and beverage, life sciences, and distribution. We work with Yaveon and other specialist partners to build solutions that match real operational requirements. 

If quality inspection is a challenge in your current setup, or if you’re evaluating Business Central for the first time, get in touch. 

No generic pitch. Just a practical conversation about what your business actually needs.