--- title: "Draft a Master Inspection record" slug: "complete-a-master-inspection-record" updated: 2025-04-08T08:50:41Z published: 2025-04-08T08:50:41Z canonical: "foodsafetyqualityterrain.manuals.wfp.org/complete-a-master-inspection-record" --- > ## Documentation Index > Fetch the complete documentation index at: https://foodsafetyqualityterrain.manuals.wfp.org/llms.txt > Use this file to discover all available pages before exploring further. # Completing a Master Inspection Record (MIR) **Sections:** 1. [Adding 'general information' on the inspection](/v2/docs/draft-a-master-inspection-record#1-adding-general-information-to-the-master-inspection-record) 2. [Selecting the food specification to be inspected](/v2/docs/draft-a-master-inspection-record#2-selecting-the-food-specification-to-be-inspected) 3. [Adding additional tests](/v2/docs/draft-a-master-inspection-record#3-adding-additional-tests) 4. [Adding Visual Inspection non-conformities](/v2/docs/reporting-visual-inspection-non-conformities-mir) 5. [Adding Final Inspection Reports](/v2/docs/uploading-final-inspection-reports) --- ## 1. Adding 'General Information' to the Master Inspection Record | **Field to complete** | | --- | | WFP Procurement Approver(s) | | POFS Number | | Inspection Company Number | | Vendor Number | ### WFP Procurement Approver **[multi-user select]** **![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-l6utss7b.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D)** - This field should be filled with list of users from WFP Procurement who will be assigned to review and approve the individual lab analysis records. - The Procurement officers from this list will be in charge of approval of lab analysis records and also evaluation of the Master Inspection record. ### POFS Number **[number]** ![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-mifhumm9.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) - This field should contain the **10-digit number** of the purchase order for inspection services - **If you have not been provided this number in the Inspection Award, then contact WFP Procurement** **NB: This number will be inherited by all subsequent individual lab analysis records** Important In the event a wrong POFS is entered and Individual Lab Analysis (ILA) records have been created then please notify WFP Procurement immediately. ### Inspection company number **[Database Selection]** **![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-y1sctexh.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D)** This is the WINGS vendor number associated to your inspection company **Automation** Selecting the Inspection Company Number will automatically complete in the Inspection company name from the database ### Vendor number **[Database Selection]** **![Table Description automatically generated](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-2yeid434.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D)** This is the WINGS vendor number associated to the food supplier to be inspected it should be provided in the award email. **Note: If you do not know the vendor number of the food supplier then contact your WFP Procurement representative** **Automation** Selecting the Food Vendor Number will automatically complete in the Inspection company name from the database ![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-ivz23pol.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) **Watch the video below to see how to select a vendor** [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Vendor%20name%20autofill.webm?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) --- ## 2. Selecting the food specification to be inspected **Watch the video below** to see how to select a Food Specification to be inspected [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Adding%20Food%20Specification%20to%20MIR.mp4?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) **Specification Name** **[database selection]** ![Background pattern Description automatically generated with low confidence](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/draft-a-master-inspection-record-image-zlttsobb.jpg?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) - Used to select a food specification from the system - Insert a specification by: 1. **Clicking the blue "🗐 " symbol** 2. **Search the Specification Name using the search field** 3. **Select the specification, by clicking on it** 4. **Click "OK"** #### **Inspections of multiple commodities** ImportantIf an inspection requires the analysis **more than one commodity for the same supplier** then you can click on ‘**Add Specification**’ button on the right of the Food Specification Details form shown above to add the next commodity. --- ## 3. Adding additional tests - By default, all tests marked **Type A** in the WFP specification will be included in any ILA for results capture - Depending on the contract, select tests may be required for testing in addition to the Type A tests - this can include: - **Type B tests** - common tests that can be included in testing for that specification - **Ad hoc tests** - requested for testing by WFP - Additional tests, can be **inserted on the MIR itself**, meaning they will automatically be added for each ILA created for that commodity **Watch the videos below to learn how to add Qualitative and Quantitative additional tests:** 1. Add an additional qualitative test 2. [](/v2/docs/draft-a-master-inspection-record#ii-add-an-additional-quantitative-test)Add an additional quantitative test 3. Verify that ILAs created have additional tests added on the MIR #### i. Add an additional qualitative test [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Additional%20Tests%20-%20Qualitative.mp4?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) #### ii. Add an additional quantitative test [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Additional%20Tests%20-%20Quantitative.mp4?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) #### iii. Verify that ILAs created have additional tests added on the MIR [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Verifying%20that%20ILAs%20contain%20additional%20tests.mp4?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) --- ## 4. Sending the MIR to Inspection phase - ready to capture results Once the information has been entered as shown above, the Master inspection record should be sent to i**nspection** phase: 1. Click "**Inspection**" on the workflow at the top of the Master Inspection record document 2. Add the assignees (i.e the allocated inspection company focal points to enter create lab records and enter results) 3. Add the due date 4. Click "**S****end**" [Video](https://cdn.document360.io/6df847e8-909d-494d-8dee-10eaccd8d275/Images/Documentation/Route%20Master%20Inspection%20Record-Inspection%20.webm?sv=2026-02-06&spr=https&st=2026-10-31T11%3A24%3A16Z&se=2026-10-31T12%3A24%3A16Z&sr=c&sp=r&sig=oTlH4MWkLvqYofT9pa7Ww2V5bobg8rtXw1Jot3FAwfU%3D) In the inspection phase, inspections company focal points will then create lab analyses and begin entering results. If you need to remind yourself of the different phases that a Master Inspection record(MIR )can be routed to - [**click here**](/v2/docs/welcome-to-product-specification-management)