Non Conformance Reports (NCRs)
When something goes wrong with a delivery — an out-of-spec COA, damaged goods, wrong product, short shipment — you need a structured way to track the issue, communicate internally, and follow up with the supplier. That’s what NCRs are for.Raising an NCR
Create an NCR against a delivery when you identify a non-conformance. Record:
When you raise the NCR, ChemCloud sends the supplier a notification email populated from these details. It looks like this:
Subject: Non-Conformance Report 9988777 for 12 x Bags of Citric Acid Anhydrous (PO-12345) Hi Chris, We have identified that the Citric Acid Anhydrous delivered under PO-12345 does not conform to the requirements of our order. This is because the product or delivery: Product does not meet specification Quantity affected: 12 Moisture content was above acceptable level. Please see the attached supporting documentation. Please respond at your earliest convenience. Regards, Sam Smith Elgin Excipients PS. Please reply to our email address, as multiple members of our team are now involved in procurement.
Subject: Non-Conformance Report 9988777 for 12 x Bags of Citric Acid Anhydrous (PO-12345) Hi Chris, We have identified that the Citric Acid Anhydrous delivered under PO-12345 does not conform to the requirements of our order. This is because the product or delivery: Product does not meet specification Quantity affected: 12 Moisture content was above acceptable level. Please see the attached supporting documentation. Please respond at your earliest convenience. Regards, Sam Smith Elgin Excipients PS. Please reply to our email address, as multiple members of our team are now involved in procurement.
Subject: Non-Conformance Report 9988777 for 12 x Bags of Citric Acid Anhydrous (PO-12345) Hi Chris, We have identified that the Citric Acid Anhydrous delivered under PO-12345 does not conform to the requirements of our order. This is because the product or delivery: Product does not meet specification Quantity affected: 12 Moisture content was above acceptable level. Please see the attached supporting documentation. Please respond at your earliest convenience. Regards, Sam Smith Elgin Excipients PS. Please reply to our email address, as multiple members of our team are now involved in procurement.
Conversations
NCRs support both internal notes and direct supplier conversations, just like orders and deliveries.Internal notes
Use internal notes to discuss the issue with your team:- Leave notes documenting investigation findings
- @mention colleagues to notify them and bring them into the conversation
- Upload additional documents as the investigation progresses
- Keep a complete audit trail of who said what and when
Supplier conversations
Message your supplier directly from the NCR:- Start a conversation with the supplier from the Conversations tab
- The supplier is notified and can respond in context
- All messages are stored against the NCR for a complete audit trail
Supplier conversations on NCRs work the same way as on orders and deliveries. For managed relationships, ChemCloud facilitates the conversation on your behalf.
Date Tracking
NCRs automatically track key response dates to help you monitor resolution performance:
These dates appear on both the NCR detail page and the NCR list view, making it easy to spot NCRs that are awaiting a response.
Supplier Follow-Up
ChemCloud can automatically follow up with suppliers on open NCRs:- Initial notification — the supplier is notified when an NCR is raised against their delivery
- Auto follow-ups — if the supplier hasn’t responded within a configured timeframe, ChemCloud sends follow-up reminders
- Resolution tracking — record the supplier’s response and any corrective actions agreed