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Quick Starts by RoleCompliance

Compliance quick start

Your controls don’t live behind one door in APEX — they are built into receiving, inventory, work orders, vendors, and the document panels. Your job is to run the procedures those surfaces support and to know exactly where the evidence lives. Here is that day, task by task.

Your screens

WhereWhy you live there
InventoryCondition codes, stock units, and the append-only movement ledger.
VendorsThe approved-vendor list — approval pills, cert expiries, audit history.
Work Orders → Hold BoardQUALITY_ESCAPE holds — your stop-and-contain flag.
Purchase / Sales / Repair OrdersThe Documents panels where paperwork is filed.
Team → People / AuditEmployee certificates; the owner/admin-only access audit.

The sidebar’s Compliance entry (under Coming soon) is a placeholder — everything below works today, in the modules above. See the Compliance guide.

Your first day, task by task

1. Own the dock routine

Nothing in APEX holds stock for inspection — received material is sellable the moment it books in. So the inspection happens before the click:

  1. Match the packing slip against the PO lines; check the paperwork supports each line’s condition (8130-3 / EASA Form 1 for OH/SV, C of C for new).
  2. Verify serials; capture photos from the mobile app’s Photo screen.
  3. Only then let receiving click Receive.

See Receiving inspection.

2. Quarantine by condition, not just by bin

  1. Book suspect or unevaluated material at condition AR — that is what keeps it out of Free to sell.
  2. Put it in a QUARANTINE-type location for physical segregation.

See Quarantining suspect material.

3. File the paper where it lives

  1. On a purchase, sales, or repair order — or a customer or vendor record — open Documents and click + Add document (the type is suggested from the file name).
  2. Upload certs, packing slips, trace paper next to the record they evidence.

The work order’s own Certs & documents table is read-only — attach files to the related orders instead. See Release documents.

4. Run the QA gate as a procedure

Before a work order leaves QA, verify every document is present and reads APPROVED — the software will not stop a stage move over a rejected certificate. For a quality problem, place a QUALITY_ESCAPE hold: its placed and released dates are your containment-and-closure record. See Holds & the Hold Board.

5. Keep the vendor list honest

  1. Open Vendors and read the KPIs — Audit due counts vendors due (or overdue) within 30 days; the Certs pill shows the worst state among required certificates.
  2. After each audit, click + Record audit on the vendor — date, result, next due, and the new cert expiries. The history appends; it never rewrites.

See Vendor compliance.

6. Watch your own shop’s credentials

Team → People tracks each employee’s certificates with expiry pills (“exp {date}”) — the same discipline as vendor certs, pointed inward.

7. Know where the audit answers live

Stage history, holds, the movement ledger, the journal, vendor audits, document versions, and the access audit (Team → Audit, owners/admins only) are all append-only. The audit trail page maps each auditor question to its record.

Watch out for

  • There is no receiving-inspection hold. PO stock books straight to ON_HAND at each line’s condition, in one click — sellable immediately. Only the condition code protects free-to-sell; the quarantine bin is physical segregation only. Inspect before Receive.
  • Condition is fixed at receive. No console control changes a unit’s condition afterwards — the practical disposition path for a passed AR unit is scrap and re-receive at the passed condition, noting the inspection result.
  • Manual uploads stay DRAFT. No console action moves a document through review — the APPROVED pill appears only on system-recorded documents (like an emailed PO’s send-trail). Run “every document checked” as a procedure, not a status chase.
  • Vendor approval is advisory. APEX does not block purchase or repair orders to UNAPPROVED, SUSPENDED, or BLACKLISTED vendors, and pickers list every vendor — make “check the Approval pill before you buy” a standing buyer rule.
  • AD/SB tracking is a practice, not a module. The dedicated workspace is planned; today you attach AD / SB-type documents and run directive work as inspection or modification work orders. See AD & SB tracking.

Go deeper: the full Compliance guide walks each control, screen by screen.

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