> ## Documentation Index > Fetch the complete documentation index at: https://docs.chemcloud.com/llms.txt > Use this file to discover all available pages before exploring further. # Non Conformance Reports (NCRs) > Raise, track, and resolve non conformance reports against deliveries and suppliers. # 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](https://app.chemcloud.com.au/buyer/non_conformance_reports) are for. *** ## Raising an NCR Create an NCR against a delivery when you identify a non-conformance. Record: | Field | Description | | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------- | | **Delivery** | The delivery the NCR relates to | | **Supplier** | Automatically linked from the delivery | | **NCR Type** | Quality issue, quantity issue, documentation issue, etc. | | **Description** | What went wrong — the details of the non-conformance | | **Supporting Documents** | Upload photos, COAs, inspection reports, or other evidence | | **Internal ID** | Your own reference number for cross-referencing with your quality management system (optional) | | **Logged Date** | The date the non-conformance was identified — useful when importing historical NCRs so they aren't tied to the creation date in ChemCloud | 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. ```text theme={null} 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. ``` The subject line and body are built from the fields above — the NCR number, product, PO reference, NCR type, quantity affected, and description — and any supporting documents you upload are attached. *** ## 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: | Date | Description | | --------------------------- | --------------------------------------------------------- | | **Logged Date** | When the non-conformance was identified | | **First Supplier Response** | When the supplier first responded to the NCR conversation | | **First Internal Response** | When your team first responded internally | 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 *** ## NCR Status | Status | Meaning | | ------------------------- | --------------------------------------------------------------------------------------- | | **Open** | NCR raised, under investigation or awaiting supplier response | | **Closed - Satisfactory** | Supplier has responded, corrective action underway, satisfactory response from supplier | | **Closed - Satisfactory** | Issue resolved, unsatisfactory response from the supplier | | **Closed - No Response** | No response from the supplier | *** ## NCRs and Supplier Performance NCR data feeds into your [SIFOT Analytics](/for-buyers/orders/sifot-analytics), giving you a clear picture of which suppliers have quality or delivery issues. This helps inform future sourcing decisions and supplier reviews.