Quality Collaboration

With Quality Collaboration buyers and suppliers have centralized access to quality information.

Quality Collaboration offers a streamlined way for buyers and suppliers to collaborate on Quality Inspections of materials, components or finished goods. This process involves the supplier performing an inspection and sharing the results, often before materials are shipped, to ensure only compliant materials are accepted.

Submit a Quality Inspection

The process begins when a quality inspection request is imported from an external system. The quality inspection request is initially set to Open status in Coupa. You receive in-app and email notifications to begin working on the inspection.
  1. Navigate to the inspection request from the notification or directly through the Quality tab in the CSP.
    You can view high-level details, including the item, the reference document (PO or ASN), due date, and the number of characteristics that need to be filled.
  2. Begin filling in the required characteristics. The status changes from Open to In Progress.
    1. To add supporting documents, attach files like a Certificate of Analysis (COA) or Certificate of Compliance (COC) at the inspection header level or characteristic level.
    2. Use the remarks field at the characteristic level to provide functional justification or details like a batch number.
    3. View and add comments at the header level to collaborate with the buyer.
  3. After entering all mandatory characteristics, submit the inspection for review.
    The inspection status moves to Awaiting Buyer Review.
Once you submit your quality inspection, your customer is notified and accesses the request to review your results

How buyers review your inspections

Once you submit your quality inspection, your buyer is notified and accesses the request to review your results. Understanding their review process helps you ensure your submissions meet their standards and are approved quickly.

What the buyer sees

The customer views a read-only screen containing your submitted characteristics. They will specifically audit:

  • Specification Alignment: Whether your entered Expected Results fall within their defined Specification Range.

  • Documentation: Any attached files (such as COAs or COCs) at both the header and characteristic levels.

  • Context & Remarks: Any batch numbers or justifications you provided in the Remarks fields.

Buyer review outcomes and statuses

After reviewing your data, the customer can take three possible actions. The table below outlines these choices, how they change the inspection's status, and what they mean for you:

Customer ActionInspection StatusMeaning for You
ApproveApprovedThe inspection is accepted and no further changes are required.
Request ChangesChanges RequestedYou must update the inspection data or documentation and resubmit.
RejectRejectedThe inspection is not accepted; you may need to create a new inspection or contact the customer.