KOLAS Test Report Issuance System · Report Management
From gapless reception numbering (G-011), reissue sequence and reason display, and an issuance register, to QR authenticity checks — a system that automatically meets the regulatory requirements of test-report issuance.
Why issuing test reports is hard
A test report is the final output of a testing or calibration laboratory and the basis of external trust. So KOLAS guideline G-011 sets strict rules for report numbering and reissuance: reception numbers must be assigned sequentially without gaps, and on reissue the sequence and reason must be stated on the report. Keeping these rules in an Excel register always risks duplicated or skipped numbers and reissued copies circulating as if they were originals.
KOLAS G-011 requirements and corresponding features
| Guideline requirement | NeoLab QMS coverage |
|---|---|
| Article 4(1) Gapless reception numbering | Atomic, unique numbering; continuity checks detect gaps; void reasons recorded |
| Article 4(2) Reissue marking | Red banner on reissued reports: 'Reissued · Nth · original number · reason' |
| Article 4(3) Sample (instrument) quantity | Sample quantity field in reception history, shown on the reception register and report cover |
| Verify | QR code · barcode · timestamp verification band |
Key features
1. Gapless numbering
The reception number is assigned atomically according to the company's numbering policy (e.g.: EnCycle-YYYY-NNN), making duplicates impossible. When voiding is needed, the reason is recorded together, and the numbering screen's continuity-check card catches any gap left without a reason.
2. Re-issue history
On reissue, the issue sequence increments automatically, and the original report number and reissue reason are recorded together. Reissued copies carry a red warning banner at the top, clearly distinguishing them from the original.
3. Issue ledger and cross-links
Track the reception, document, and report registers with cross-links in a single issuance register center, and print in the KOLAS format. See at a glance which report came from which reception and test case.
4. Verification band
Embed a QR code, barcode, and timestamp in issued reports so customers can verify online that the report they received matches the issuing body's original.
Linked with approval and uncertainty
Report issuance takes place after e-approval is granted. Author-approver separation and active signatures are handled on the Test report e-signature page, and the uncertainty calculation recorded on the report is handled together in the Measurement uncertainty calculation software. For assessment-preparation items, see the Accreditation assessment checklist.
Frequently asked questions
How is gapless reception numbering ensured?
Per G-011 Article 4, reception numbers are issued atomically and uniquely with no duplicates. Voiding records a reason, and continuity checks detect gaps to prevent unexplained missing numbers.
How is a re-issued report distinguished from the original?
A red banner at the top of a reissued report shows 'RE-ISSUED · Nth · original report number · reason.' The first issue has no banner.
Can clients verify an issued report is genuine?
Embed a QR code, barcode, and timestamp band in reports so the recipient can verify online that the report matches the issuing body's original.
Is the issue history managed in one place?
Track reception, document, and report entries with cross-links in the issuance register and print in the KOLAS format. See it in a 14-day free trial.