Procurement Glossary
Sorting campaign: definition, process steps, and quality assurance
November 19, 2025
Sorting is a critical quality assurance process in procurement, in which defective or suspicious products are systematically identified and sorted out. This measure is used when quality defects are found in delivered goods and immediate separation of compliant and non-compliant products is required. Find out below what a sorting operation involves, which process steps need to be observed, and how you can effectively minimize quality risks.
Key Facts
- Sorting operations are used in the event of quality defects to immediately separate compliant and non-compliant products.
- The process includes 100% inspection, documentation, and traceability of all affected batches.
- Costs arise from personnel expenses, testing equipment, and possible production downtime.
- Successful sorting operations require clear inspection criteria and trained personnel.
- Preventive measures such as supplier audits can reduce sorting activities.
Contents
What is a sorting campaign?
Sorting refers to a structured quality assurance process in which products or materials are systematically inspected and separated into compliant and non-compliant units according to defined criteria.
Key elements of a sorting campaign
The process is based on several key components that ensure effective quality control:
- 100% inspection of all affected products or batches
- Clear test criteria and evaluation standards
- Complete documentation of test results
- Traceability through batch numbers
Sorting campaign vs. random sampling
In contrast to random sampling, sorting operations involve checking all units in their entirety. This ensures 100% quality assurance, but requires significantly more resources and time.
The importance of sorting actions in Procurement
Sorting campaigns are an indispensable tool for quality management in Procurement. They enable quality defects to be rectified quickly and production downtime to be avoided, while at the same time strengthening supplier relationships through transparent quality assessment.
Process steps and responsibilities
The successful implementation of a sorting campaign requires a structured approach with clearly defined process steps and responsibilities.
Initiation and planning
The process begins with identifying the quality problem and deciding on a sorting action. The scope, test criteria, and required resources are determined.
- Assessment of quality defects and risk analysis
- Definition of test specifications and acceptance criteria
- Provision of personnel and testing equipment
Performing the sorting
The actual sorting is carried out according to standardized testing instructions. Each product is evaluated individually and categorized accordingly.
- Systematic review of all affected units
- Separation into compliant and non-compliant products
- Complete documentation of test results
Post-processing and reporting
Once the sorting process is complete, the results are evaluated and appropriate measures are taken. A detailed report documents the entire process for future reference and supplier evaluation.
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Important KPIs for sorting activities
Sorting activities are measured and evaluated using specific key performance indicators that reflect the efficiency and quality of the process.
Quality indicators
The error detection rate and sorting accuracy are key indicators of the effectiveness of a sorting operation. These metrics show how reliably defective products are identified.
- Error detection rate as a percentage of the parts that are actually defective
- False positive rate for correctly sorted good parts
- Processing time per unit tested
Cost ratios
The quality costs of a sorting operation include direct inspection costs, personnel expenses, and indirect costs due to production delays. A detailed cost analysis enables the evaluation of economic efficiency.
Process efficiency metrics
Process efficiency metrics measure the speed and resource utilization of the sorting operation. These metrics help with the continuous improvement and optimization of the sorting process for future applications.
Process risks and countermeasures in sorting operations
Sorting operations involve various risks, which can be minimized by appropriate preventive measures and controls.
Quality and testing risks
Inadequate testing criteria or poorly trained personnel can lead to incorrect sorting results. This jeopardizes product quality and can lead to customer complaints.
- Implementation of standardized test instructions
- Regular training of inspection personnel
- Validation of test equipment through measurement system analyses
Cost and time risks
Sorting operations incur significant costs in terms of personnel expenses, testing equipment, and potential production delays. Inefficient implementation can cause quality costs to rise exponentially.
Supplier relationship risks
Frequent sorting actions can strain supplier relationships and lead to contractual disputes. Transparent communication and fair cost sharing are essential for maintaining cooperative relationships.
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Practical example
During an incoming goods inspection, an automotive supplier discovers surface defects on 5% of a screw delivery. Due to the safety-critical application, a 100% sorting operation is initiated for the entire batch of 10,000 pieces. A team of four trained inspectors sorts all screws according to defined visual criteria over a period of two days. In the process, 487 defective parts are identified and sorted out, while 9,513 compliant screws are released for production.
- Total cost of the sorting operation: €3,200
- Avoided follow-up costs due to quality defects: estimated at €25,000
- Supplier assumes 80% of sorting costs in accordance with quality assurance agreement
Current developments and effects
Digitization and new technologies are changing the way sorting operations are carried out and optimized.
Automation and AI integration
Artificial intelligence is revolutionizing quality inspection through automated image recognition systems and machine learning. These technologies enable faster and more accurate defect detection while reducing manual inspection efforts.
- Optical inspection systems with AI-based pattern recognition
- Predictive analytics for forecasting quality problems
- Automated documentation and reporting
Digital quality management systems
Cloud-based platforms enable seamless integration of sorting actions into existing quality gates and quality processes. Real-time monitoring and digital workflows improve efficiency and traceability.
Preventive quality approaches
The focus is increasingly shifting from reactive sorting actions to preventive measures. Advanced product quality planning and enhanced supplier development significantly reduce the need for downstream sorting.
Conclusion
Sorting campaigns are an indispensable quality assurance tool that offers fast and reliable solutions for critical quality defects. Although they involve considerable costs and effort, they prevent far greater damage caused by defective products in the value chain. Success depends largely on clear processes, trained personnel, and fair cost sharing between customer and supplier. Modern technologies such as AI-based inspection systems will make sorting campaigns more efficient, while preventive quality measures can reduce their necessity in the long term.
FAQ
When is sorting necessary?
Sorting becomes necessary when quality defects are found in delivered products and a 100% inspection is required to separate compliant and non-compliant parts. This typically occurs with safety-critical components or when random sampling reveals increased error rates.
Who bears the costs of a sorting operation?
Cost allocation is usually regulated in the quality agreement between the customer and supplier. As a rule, the supplier responsible bears the main costs, while the customer covers organizational expenses. Fair allocation strengthens the partnership and motivates quality improvement.
How long does a typical sorting operation take?
The duration depends on product complexity, batch size, and available resources. Simple visual inspections can handle 100-200 parts per hour, while complex measurements take significantly longer. A 10,000-part batch typically requires 1-3 working days with the appropriate staffing.
What documentation is required for sorting operations?
Complete documentation includes test criteria, test results, number of sorted parts, and measures for non-compliant products. Traceability through batch numbers and test reports is essential for quality audits and potential complaints.
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