Manufacturing · Epicor Kinetic

How to Schedule Gauge Calibration in Epicor Kinetic

Every inspection gauge has a calibration interval. Quality has to see the due date coming, get the gauge off the floor without stopping inspection, send it to a lab, and record the certificate. The step that matters most is what happens when a gauge comes back out of tolerance: every lot it measured since its last good calibration is suspect.

This guide follows one bore gauge through a full cycle in Epicor Kinetic and Outlook: the Maintenance Plan Processor run, the 14-day notice, the recall, an outside-lab purchase order with an expedite approval, As-Found results entry, a gauge usage trace with Quality Hold, and the return to Active with the next due date reset.

  • Who does itQuality (calibration coordinator), with Purchasing approving vendor expedites
  • How oftenDaily / weekly sweep of calibration due dates
  • Steps14 steps · 4 systems
  • By hand6–30 hours per week across Quality

Watch the full workflow

every click in this recording is an AI agent — no one is touching the keyboard.

In the recording, an AI agent runs the Maintenance Plan Processor in Epicor Kinetic for gauges, which creates maintenance job 017402 for bore gauge GA-0417 due 10/19/2026. It drafts a 14-day advance notice, then a recall notice a week later, sets the gauge to Recall Scheduled and moves it to Tool Crib - Calibration Hold. It raises PO 30418 to Tri-State Metrology Labs; when the lab quotes 7 business days, over the 5-day limit, the buyer approves a $95.00 expedite in Outlook and the agent adds it to the PO. When the certificate TSM-26-08841 shows the 1.1250 in check failed As-Found, the agent enters results, runs a gauge usage trace (3 lots of AC-4091, 1,080 pieces, none shipped), places all three on Quality Hold through nonconformances 2231–2233, emails containment, attaches the certificate and returns GA-0417 to Active with next calibration due 01/14/2027.

  1. 1:54Run the Maintenance Plan Processor for gauges
  2. 2:06Review the due list and send the 14-day notice
  3. 2:48Issue the formal recall notice
  4. 3:06Update the equipment record to In Calibration
  5. 3:30Route in-house or to an outside lab
  6. 3:48Raise the calibration purchase order
  7. 4:12Check vendor turnaround against the limit
  8. 4:30Get the expedite approved and update the PO
  9. 5:24Read the certificate and enter As-Found results
  10. 5:30Was the gauge out of tolerance As-Found?
  11. 6:00Trace lots inspected with the gauge
  12. 6:30Place affected lots on Quality Hold
  13. 6:36Notify production and quality
  14. 7:42Attach the certificate and return the gauge to service

Systems involved

You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.

  • Epicor KineticMaintenance Plan Processor, Equipment, Purchase Order, Inspection Results Entry, Gauge Usage Trace dashboard and Nonconformance
  • OutlookAdvance and recall notices to the gauge holder, vendor booking, expedite approval and containment email
  • Calibration certificate (PDF)Vendor certificate TSM-26-08841 with As-Found and As-Left readings
  • Tri-State Metrology LabsISO/IEC 17025 accredited outside calibration lab (supplier SUP5120)

What you start with

  • Gauge calibration plans and due dates in Kinetic
  • Equipment record (location, holder, loaner)
  • Vendor turnaround quote
  • Calibration certificate PDF

What you end with

  • Maintenance job 017402
  • Advance and recall notices
  • PO 30418 with expedite charge
  • Inspection results with As-Found/As-Left
  • Nonconformances 2231–2233 (Quality Hold)
  • Gauge back to Active with next due date

The workflow at a glance

Action Decision Human review Select a step to jump to how it's done.

  1. 01 Action · Epicor Kinetic Run the Maintenance Plan Processor for gauges
  2. 02 Action · Outlook Review the due list and send the 14-day notice
  3. 03 Action · Outlook Issue the formal recall notice
  4. 04 Action · Epicor Kinetic Update the equipment record to In Calibration
  5. 05 Decision · Epicor Kinetic Route in-house or to an outside lab Yes Calibrate in-house and record results against the job. No Raise a purchase order to the accredited calibration vendor.
  6. 06 Action · Epicor Kinetic Raise the calibration purchase order
  7. 07 Decision · Outlook Check vendor turnaround against the limit Yes Send an expedite approval request to the buyer. No Accept the standard return date.
  8. 08 · Human review · Outlook / Epicor Kinetic Get the expedite approved and update the PO
  9. 09 Action · Epicor Kinetic Read the certificate and enter As-Found results
  10. 10 Decision · Epicor Kinetic Was the gauge out of tolerance As-Found? Yes Run the gauge usage trace and contain affected lots. No Record the certificate and return the gauge to service.
  11. 11 Action · Epicor Kinetic Trace lots inspected with the gauge
  12. 12 Action · Epicor Kinetic Place affected lots on Quality Hold
  13. 13 Action · Outlook Notify production and quality
  14. 14 Action · Epicor Kinetic Attach the certificate and return the gauge to service

Step-by-step: how to do it

  1. Action · Epicor Kinetic · 1:54 in the video

    Run the Maintenance Plan Processor for gauges

    Open Maintenance Management > General Operations > Maintenance Plan Processor. Select the plant, set Equipment Type to gauges and the cut-off date, and submit. The process log lists every plan evaluated and creates a maintenance job for each gauge inside its buffer days.

    In the video

    Calibration due run for gauges and measuring devices (GAUGE-*).

    Plant
    MfgSys - Main Plant
    Cut-off
    10/05/2026
    Plans evaluated
    64
    Due within buffer days
    1
    Job
    017402
    Gauge
    GA-0417 Bore gauge, 3-point, 1.000-1.200 in
    Plan
    90-day
    Due
    10/19/2026 (buffer 14 days)

  2. Action · Outlook · 2:06 in the video

    Review the due list and send the 14-day notice

    In Equipment, filter Gauges by 'Calibration due within 14 days' to confirm the gauge, location and holder. Email the holder a heads-up with the due date, the open maintenance job and the loaner that will cover them, so they can finish runs that need the gauge.

    In the video
    Gauge
    GA-0417
    Location
    Cell 3 - Final Inspection
    Last calibration
    07/21/2026
    Days left
    14
    Notice
    Advance notice: GA-0417 calibration due 10/19/2026
    Loaner
    GA-0422 at the tool crib

  3. Action · Outlook · 2:48 in the video

    Issue the formal recall notice

    About a week before the due date, send a high-importance recall telling the holder where and by when to hand the gauge in. Include the gauge, its last scanned location, the calibrated loaner and who receives it.

    In the video

    RECALL: GA-0417 due 10/19/2026 - hand in to the tool crib today

    Hand in
    tool crib, window 2, by 10:00 AM
    Loaner
    GA-0422
    Loaner calibrated
    09/30/2026
    Loaner due
    12/29/2026

  4. Action · Epicor Kinetic · 3:06 in the video

    Update the equipment record to In Calibration

    Open the gauge in Equipment. Set Status to Recall Scheduled when the notice goes out, then to In Calibration and Location to the calibration hold area once it is handed in, so nobody can use it for inspection. Save.

    In the video
    Gauge
    GA-0417
    Status
    Recall Scheduled, then In Calibration
    Location
    Tool Crib - Calibration Hold
    Plan
    CAL-BORE-3PT
    Interval
    90 days
    Use
    critical characteristic gauge for AC-4091 bore

  5. Decision · Epicor Kinetic · 3:30 in the video

    Route in-house or to an outside lab

    Check whether the in-house lab can calibrate the gauge in time and has the right standards. If not, it goes to an accredited vendor.

    • If yes Calibrate in-house and record results against the job.
    • If no Raise a purchase order to the accredited calibration vendor.
    In the video

    The comment on the record shows the in-house lab backlog was 72 hours, so GA-0417 went to Tri-State Metrology.

  6. Action · Epicor Kinetic · 3:48 in the video

    Raise the calibration purchase order

    In Purchase Order Entry, create a PO to the calibration supplier referencing the equipment ID and maintenance job. Add a service line, due date and comments stating the certificate requirements, then save and email the PO with the gauge to the lab.

    In the video

    PO 30418 to SUP5120 Tri-State Metrology Labs.

    Accreditation
    ISO/IEC 17025, cert. 4127.01
    Buyer
    Purchasing
    Line
    CAL-SVC 'Accredited calibration service - GA-0417'
    Amount
    $145
    Due
    10/23/2026
    Terms
    Net 30
    Comment
    certificate must show As-Found and As-Left data, uncertainty, accreditation mark and NIST traceability

  7. Decision · Outlook · 4:12 in the video

    Check vendor turnaround against the limit

    Read the vendor's confirmation. If the quoted turnaround exceeds your limit and there is no spare gauge, ask Purchasing whether to pay to expedite.

    • If yes Send an expedite approval request to the buyer.
    • If no Accept the standard return date.
    In the video
    Quoted
    7 business days (back Fri 10/23/2026)
    Limit
    5-day
    Offer
    overnight return by Fri 10/16/2026 for $95.00
    Spares
    Only spare bore gauge is on loan

  8. Human review · Outlook / Epicor Kinetic · 4:30 in the video

    Get the expedite approved and update the PO

    The buyer approves or rejects the expedite. On approval, add a miscellaneous charge to the PO, change Ship Via, mark it approved and note the reason in comments.

    In the video

    Buyer approved: 'Cell 3 can't run a week on one spare.'

    PO
    30418 Approved
    Ship Via
    Overnight return
    Misc charge
    EXPEDITE $95.00
    Total
    $145.00 line plus expedite

  9. Action · Epicor Kinetic · 5:24 in the video

    Read the certificate and enter As-Found results

    When the certificate arrives, open it and check the asset, serial and PO. In Inspection Results Entry, enter the test date, standards, environment, and As-Found and As-Left errors for every characteristic against its tolerance.

    In the video

    Certificate TSM-26-08841 (calibrated 10/15/2026).

    Rings
    SR-1000/1125/1200
    Conditions
    20.0 °C, 44 %RH
    • 1.1250 in setting ring · As-Found FAIL
      Reading
      +0.00060
      Limit
      ±0.0002
    • 1.1250 in setting ring · As-Left PASS
      Reading
      +0.00005

  10. Decision · Epicor Kinetic · 5:30 in the video

    Was the gauge out of tolerance As-Found?

    If any As-Found reading fails, every inspection done with the gauge since its last good calibration is suspect and must be traced. If all pass, go straight to return to service.

    • If yes Run the gauge usage trace and contain affected lots.
    • If no Record the certificate and return the gauge to service.
    In the video

    Result: FAIL - As-Found out of tolerance (1 of 4 checks).

  11. Action · Epicor Kinetic · 6:00 in the video

    Trace lots inspected with the gauge

    Open the Gauge Usage Trace dashboard (inspection results where the gauge ID was recorded, joined to lot tracking and shipments). Enter the gauge ID and the last calibration date, refresh, and note each lot, job, quantity, location and whether anything shipped.

    In the video

    AC-4091 lots measured with GA-0417 since 07/21/2026: 3 lots, 1,080 pieces, 0 shipped to customers.

    • 26-0914
      Location
      FG bin F-12
    • 26-0928
      Location
      FG bin F-14
    • 26-1009
      Location
      WIP job 015402

  12. Action · Epicor Kinetic · 6:30 in the video

    Place affected lots on Quality Hold

    Create a nonconformance per lot with reason 'OOT - Gauge out of tolerance' and the certificate as reference, moving the quantity to the quality hold bin. Confirm every lot from the trace shows On Hold.

    In the video

    3 of 3 lots on hold, 1,080 pieces.

    • Nonconformance 2231 Quality Hold
      Pieces
      360
      Moved to
      INSP - Quality Hold, QH-01
    • Nonconformance 2232 Quality Hold
      Pieces
      360
      Moved to
      INSP - Quality Hold, QH-01
    • Nonconformance 2233 Quality Hold
      Pieces
      360
      Moved to
      INSP - Quality Hold, QH-01

  13. Action · Outlook · 6:36 in the video

    Notify production and quality

    Send a high-importance containment email to the shipping and quality owners with the failed reading, the lots, where they now are, and a clear instruction not to pick, pack or ship them until re-inspected.

    In the video

    OOT containment: GA-0417 failed As-Found - 3 lots of AC-4091 on Quality Hold

    1.1250 ring reading
    +0.00060 in
    Limit
    ±0.0002 in
    Shipped
    none

  14. Action · Epicor Kinetic · 7:42 in the video

    Attach the certificate and return the gauge to service

    Attach the certificate to the equipment record, print the calibration label, set Status back to Active at its home location, and save so the next due date resets. Email the floor supervisor that the gauge is back.

    In the video
    Gauge
    GA-0417
    Status
    Active at Cell 3 - Final Inspection
    Last calibration
    10/16/2026
    Next due
    01/14/2027
    As-Found
    Out of Tolerance (adjusted by vendor)
    As-Left
    In Tolerance
    Certificate
    TSM-26-08841

Rules, exceptions and controls

Rules to follow

  • Gauges inside the plan's buffer days (14 on calibration plans) get a maintenance job and an advance notice.
  • Recall notice goes out 7 days before the due date with a fixed hand-in window and a calibrated loaner.
  • Vendor turnaround over 5 business days needs a Purchasing expedite decision.
  • External calibration must be to ISO/IEC 17025 with As-Found and As-Left data, measurement uncertainty, accreditation mark and NIST traceability.
  • Any As-Found failure triggers a trace of every lot inspected since the last calibration date.

When something doesn't match

  • In-house lab backlog: the gauge is routed to an accredited outside lab on a PO.
  • Slow vendor turnaround with no spare: expedite charge requested and approved by the buyer.
  • Gauge found out of tolerance: affected lots traced and placed on Quality Hold via nonconformances.
  • If a recalled gauge cannot be located, the workflow escalates instead of proceeding.

Controls and audit trail

  • Expedite spend approved by the buyer, with the reason recorded on the PO.
  • Status changes (Recall Scheduled, In Calibration, Active) keep a used-out-of-date gauge off inspection.
  • Certificate attached to the equipment record and referenced on every nonconformance.
  • Equipment comments log each event: recall, loaner, vendor, approval and result.

Practitioner tips

  • Always line up the loaner before the recall so final inspection never stops.
  • Use the last calibration date, not the due date, as the start of the usage trace.
  • Mark gauges that measure critical characteristics so an As-Found failure is treated as a containment event.
  • Check the certificate's asset ID, serial and PO against the record before entering results.

About this recording

In the recording, the agent ran the full calibration cycle for GA-0417 in Epicor Kinetic and Outlook, from the 14-day alert through out-of-tolerance containment to return to service. The buyer approved the expedite.

Documented the way you'd train a new hire — and the same way an agent learns it.

See it on your workflow

Frequently asked questions

How do I find gauges due for calibration in Epicor Kinetic?

Run the Maintenance Plan Processor for your gauge equipment type, then filter the Equipment list by 'Calibration due within 14 days' or 'Overdue'. The processor creates a maintenance job for each gauge inside its buffer days.

What should I do when a gauge is found out of tolerance As-Found?

Trace every lot inspected with the gauge since its last good calibration, put those lots on Quality Hold with a nonconformance, and tell shipping not to move them. Quality then re-inspects with a calibrated gauge and dispositions the lots.

What should a calibration certificate include?

As-Found and As-Left readings for each check, measurement uncertainty, the accreditation mark and traceability to national standards. In the recording the PO comment requires exactly these from an ISO/IEC 17025 lab.

How do I keep inspection running while a gauge is away?

Issue a calibrated loaner of the same range before the recall and name it in the recall notice. The recording uses loaner GA-0422 for Cell 3.

When should calibration be expedited?

When the vendor's turnaround exceeds your limit and there is no spare. In the recording, a 7-business-day quote against a 5-day limit went to the buyer, who approved a $95.00 overnight return.

Can an AI agent do gauge calibration scheduling in Epicor Kinetic?

Yes. As shown in the video, the agent works the same Kinetic and Outlook screens a person does, from the plan processor to return to service, with the buyer approving the expedite.

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