Certificate of Analysis

Certificates of Analysis are used to report the quality of your products to your customers. We see an increasing demand for COAs across the industry. To help our customers deal with this increased demand, we developed a feature to automatically create, store and send COAs.
As with everything, standardization is the key to keeping processes manageable. Our COA features are built on the assumption of standardized COAs per product or product + customer combination. In AlisQI you define COA templates, and individual test results can be reported by means of these templates.

This article teaches you all about creating, storing, and sending Certificates of Analysis in AlisQI.

In this article

Introduction

Let's start this article with a short demo of how COAs work in AlisQI.

PDF template

The starting point for COAs in AlisQI is a PDF file that aligns with your corporate branding. This PDF is used as the "background" of the dynamically generated COAs. More specifically, the measurement values are added on top of this PDF template.
You can provide the AlisQI support team with a custom template. By default, the system falls back to a blank PDF with your logo in the upper left corner.

COA templates

A COA starts with a COA template. Templates define which information should appear on the COA. This consists of the three elements:

  1. Descriptive details, like Product name, Batch number, or Expiry date
  2. The measurements values to include
  3. A (static) footer text 

COA templates can be reused for multiple products or customers, in order to standardize as much as possible. However, defining multiple templates allows you to conform to specific reporting demands your customers might have.

Variations per product

To be able to create templates per product, make sure your analysis set has a product field that is set as the index field.

Variations per customer

To be able to create templates per customer, make sure your analysis set has a selection list based on the built-in customer list.

When your analysis set has both a Product and a Customer field, you can create templates per product+customer combination.

Try our no-code quality management platform

Industry requirements for Certificates of Analysis and reporting are only increasing. To help you cope with this ever-increasing demand, we created a no-code QMS platform with built-in COA functionalities. Book a free online demo, and we’ll show you how to generate and send certificates in a breeze.

Schedule a demo

Creating a template

Start by navigating to the results overview of the set you would like to create COAs from. Click on More » Define certificates to navigate to the template management section. Depending on the setup of your analysis set, you can select a product or customer to define the scope your templates apply to.

Technically, you can make COAs from every analysis set. However, typically we see customers create COAs from their final product data.

In the template management screen, you define the COA template. 

This screen has three sections:

  1. Header fields
    The Header fields appear at the top of the certificate. This contains descriptive information like product name or batch number. Use variable placeholders (4) to refer to dynamic result values.
    By default, the analysis date, print date, product (if set as index field), and the customer are added in the header section.
  2. Analysis results
    In the section Select fields (2), you add the fields that you want to include on the certificate. These result values are presented in tabular form, with their specification limits, unit, and test method.
  3. Static footer text
    This section enables you to define the static text that needs to appear on the certificate. If necessary, you can also use variables here to include result values in the footer.
Having defined your template, you can use it to generate and send out a Certificate of Analysis.

Create Certificate of Analysis

In the results overview, click on the certificate icon of an individual result. That result will then be combined with a COA template into a COA PDF document.
Depending on the setup of your analysis set and COA template, you will either be provided with the possibility to select a customer or COA template.
After selecting a customer, you can select which contact persons at that customer will receive the COA as a PDF email attachment.  
Once stored, the Certificate of Analysis is linked to the result as a PDF file for archiving purposes.

If needed, AlisQI can be configured to prevent generating COAs with off-spec values. Contact AlisQI support for more info.

Example Certificate of Analysis

The screenshot below depicts a COA generated from AlisQI as defined by the template depicted above.

We marked the building blocks:  The header (1), the measurement values (2), and static footer text (3).

As mentioned before, the company logo is part of the template and can be adjusted to your corporate branding. 

Customers and contacts

If you want to send our COAs to customers directly from AlisQI, you need to upload your customers and contacts. 
To do so, go to Management » Certificate of Analysis » Customers or Contact persons.

Incoming supplier certificates

Your suppliers probably provide you with certificates as well. These certificates can be uploaded to your raw material intake records as attachments. This way you have all information regarding incoming quality in one central location.

When you upload certificates as native PDF, all contents are indexed and can be found via the internal search engine. This allows for quick lookup by purchase number of raw material code.

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