Module: Quality Management System v1.4.0
ISO-aligned document control, quality policies, and QMS foundation for BIXCRM
Screen-by-screen guides (each tab explained)
Click a menu item below for step-by-step instructions on that Quality Management System screen:
- QMS Dashboard
- Documents
- Non-Conformances (NCR)
- Audits
- Audit Checklists
- Training Records
- Competency Matrix
- Supplier Quality
- Quality KPIs
- Integrations
- Document Categories
- Settings
How to use in BIXCRM (daily operations)
- Sign in to the admin area with a role that includes Quality Management System permissions.
- Open Qms (sidebar) or search for Quality Management System in the admin menu.
- Start on the Dashboard (if available) to see open tasks, pending approvals, and KPIs.
- Review Settings after upgrades — new options may need defaults for your company.
- Create or import master data first; most modules block transactions until masters exist.
- Run the main business flow (create → submit → approve → post/complete) using the screens listed in Admin menu below.
- Use Reports / Analytics screens to reconcile stock, finance, compliance, or SLA metrics.
- For integrations (API, EDI, gateways, tax), confirm credentials in Settings and monitor logs or webhook delivery screens.
- Train staff with role-based access — give approvers approve permissions only, operators create/edit on their area.
- If something fails overnight, check BIXCRM cron ran and open the module log / failed queue screen if present.
Admin menu — where to work
Open the Quality Management System section in the admin sidebar. Screens your staff may use (depending on role):
- API Keys
- Audit Checklists
- Audit Findings
- Audits
- CAPA Actions
- Competency Matrix
- Document Categories
- Documents
- Integrations
- Non-Conformances (NCR)
- QMS
- QMS Dashboard
- Quality KPIs
- Settings
- Supplier Quality
- Training Records
- Webhooks
Detailed guide — features, workflows, API & FAQ
Phase 1 Features
- QMS Dashboard with document metrics and charts
- Document Categories (master data)
- Controlled Documents with revision history
- Document approval workflow
- File attachments per revision
- Staff permissions (view, create, edit, delete, approve)
- Settings (code prefix, review period, approval requirement)
- Activity audit log
- Dashboard widget
Phase 2 Features
- Non-Conformance Reports (NCR) with full workflow
- CAPA (Corrective & Preventive Actions) linked to NCRs
- Root Cause Analysis (5-Why, Fishbone, Other)
- Link NCRs to controlled documents
- Email notifications (NCR assigned, CAPA assigned)
- NCR/CAPA dashboard metrics
Phase 3 Features
- Quality Audits (internal, external, supplier, process)
- Reusable Audit Checklist templates
- Audit Findings with NCR linkage
- Audit PDF report export
- Audit schedule on admin calendar
Phase 4 Features
- Training Records with expiry tracking
- Competency Matrix (role ↔ required training/SOP mapping)
- Document Acknowledgments (staff must acknowledge SOPs)
- Pending acknowledgments queue
- Competency gap analysis per staff member
- Staff profile QMS training panel (HR integration)
- Training expiry email alerts via cron
Phase 5 Features
- Supplier Quality Ratings (linked to Purchase Management suppliers)
- Quality KPIs dashboard (PPM, CAPA closure rate, audit score)
- REST API (documents, NCRs, audits, KPIs)
- API key management with scopes and rate limiting
- Webhooks (document.approved, ncr.created, audit.completed)
- Integrations hub (LIMS, Manufacturing, Multi-Plant)
- Auto-NCR from LIMS out-of-spec results (cron)
- Auto-NCR from manufacturing QC failures (hook)
- Multi-plant scoping on documents, NCRs, audits
- NCR batch/lot and supplier traceability fields
Permissions
| Feature | Capabilities |
|---|---|
| --------- | ------------- |
| QMS Dashboard | view |
| Document Categories | view, create, edit, delete |
| Documents | view, create, edit, delete, approve |
| Non-Conformances | view, create, edit, delete |
| CAPA Actions | view, create, edit, delete, verify |
| Audits | view, create, edit, delete |
| Audit Checklists | view, create, edit, delete |
| Audit Findings | view, create, edit, delete |
| Training Records | view, create, edit, delete |
| Competency Matrix | view, create, edit, delete |
| Supplier Quality | view, create, edit, delete |
| Integrations | view |
| API Keys | view, create, edit, delete |
| Webhooks | view, create, edit, delete |
| Settings | view, edit |
Database Tables
Phase 1: qms_document_categories, qms_documents, qms_document_revisions, qms_activity_logs
Phase 2: qms_non_conformances, qms_capa_actions
Phase 3: qms_audit_checklists, qms_audit_checklist_items, qms_audits, qms_audit_findings
Phase 4: qms_competency_matrix, qms_training_records, qms_document_acknowledgments
Phase 5: qms_supplier_quality_ratings, qms_api_keys, qms_webhooks, qms_webhook_deliveries, qms_integration_logs
API
Base URL: {site_url}/qms/qms_api
Authenticate with header: Authorization: Bearer {api_token}
Endpoints: documents, ncrs (GET/POST), audits, kpis
Roadmap
All planned phases are complete. See [docs/ROADMAP.md](docs/ROADMAP.md) for details.
Features
ISO-aligned document control, quality policies, and QMS foundation for BIXCRM
- QMS Dashboard with document metrics and charts
- Document Categories (master data)
- Controlled Documents with revision history
- Document approval workflow
- File attachments per revision
- Staff permissions (view, create, edit, delete, approve)
- Settings (code prefix, review period, approval requirement)
- Activity audit log
- Dashboard widget
Permissions
Granular staff capabilities are registered on activation. Assign them under Setup → Staff → Roles for the Quality Management System capability group.
Typical capabilities include view, create, edit, delete, plus module-specific actions (approve, export, settings, API access).
Cron Jobs
Background tasks (if enabled) run through BIXCRM's main cron. Example crontab (every 5 minutes):
* * * * * php /path/to/bixcrm/index.php cron/index > /dev/null 2>&1
Check module settings for scheduled jobs (alerts, sync, reports, retention).
After activation — configuration checklist
- Go to Setup → Modules and activate Quality Management System.
- If prompted, click Upgrade Database or reload admin — migrations run automatically.
- Assign permissions under Setup → Staff → Roles.
- Open the module menu and configure settings.
- BIXCRM 3.0+
- PHP 7.4+ (8.1+ recommended)
- MySQL 5.7+ / MariaDB 10.3+ (InnoDB)
- PHP extensions: mysqli, json, mbstring, curl, fileinfo
One-time setup (first time only)
- Setup → Modules → activate Quality Management System.
- Setup → Staff → Roles → assign Quality Management System permissions (view, create, edit, delete, approve, export, settings as needed).
- Open Quality Management System → Settings and complete company defaults, prefixes, integrations, and notification options.
- Create master data (warehouses, products, templates, accounts, routes, etc.) before processing live transactions.
- Enable BIXCRM cron (
php /path/to/bixcrm/index.php cron/index) for sync, retries, alerts, and scheduled jobs. - Optionally enable REST API / webhooks in module settings if you integrate external systems.
BIXCRM Knowledge Base — usage guide generated from module README and documentation.