Calibration

CALIBRATION

1.1 Add Calibration

Add a Calibration - Step-by-Step

Step 1: Reach the Calibration

• From the main side menu, click on Calibration → Operations → Calibration.
  This will open the Calibration page.

Step 2: Adding a Calibration

• Located at the top-right corner of the Calibration Search page, click the Add Calibration button to` proceed.

Step 3: Fill in Details
Click Add Calibration on the Search page – the Add screen opens.

• Instrument List [Dropdown][Mandatory] – Select the instrument from the dropdown. Only instruments marked as Active will be displayed in the list from Instrument/Gauge Master Screen
• Identification Number [Text Field][Mandatory] – Once the Instrument List is selected, the Identification Number will be auto-filled automatically. Users have the option to edit the auto-filled Identification Number if required; however, it must be modified carefully to maintain the correct sequence.

note

Note: Once the Instrument List is selected, the Identification Number will be auto-generated based on the configured format.

The Identification Number format will be:

PREFIX-INSTRUMENT CODE-MAX NUMBER or PREFIX-MAX NUMBER if the Instrument/Gauge Master Code is not configured.

The PREFIX will be taken from the Organization Prefix field. The INSTRUMENT CODE is an optional field configured in the Instrument Master to maintain separate unique numbering for instruments/gauges. It can contain numeric or alphanumeric values. The MAX NUMBER will be auto-incremented sequentially.

Examples:

DMEX-VC-0001 DMEX-0001

Users can also modify the auto-generated Identification Number manually if required

• Date of Purchase [Text Field][Mandatory] – Select the purchase date.
• Calibration Condition [Text Field][Optional] – Enter any specific calibration condition or remarks.
• Calibration Source [Dropdown][Optional] – Choose the source (e.g., Internal / External).
• Instrument Status [Dropdown][Mandatory] – Select the current status (Active / Inactive).

Step 4: Save the Calibration

• Submit – Validates mandatory fields and saves a new calibration record.
• Clear – Resets all fields to their default values.
• Cancel – Discards changes and navigates back to the previous screen.

Calibration Details

Once the instrument details are saved, the Calibration Details section will be displayed below. Kindly proceed to enter the required information.

Add Calibration Details

• Calibration Date [Text Field][Mandatory]- Select the date on which the calibration was performed.
• Frequency (In Days) [Text Field][Mandatory] - Number of days between each calibration cycle.
• Due Date [Text Field][Mandatory] - (auto-calculated or selected).

note

The Due Date will be automatically calculated when calibration is started. It is derived based on the selected Calibration Date and Frequency.

• Calibration Status [Dropdown][Mandatory]- Select the calibration result: Accepted (within limits) or Rejected (out of tolerance).
• Certificate Number [Text Field][Optional]- Certificate number issued by calibration agency.
• Remarks/Observation [Text Field][Optional]- Additional notes or observations related to calibration.
• Location [Text Field][Optional]- Physical location of the instrument calibrated.
• History Card Number [Text Field][Optional]- Reference number used for tracking calibration history.
• Calibration Agency [Text Field][Optional] - Name of the external or internal agency that performed the calibration.
• Choose File Upload calibration certificate.
• Chosen File Name [Text Field][Optional] - Displays the selected file name.

note

The system displays only the latest (current) record for each instrument. If multiple historical records exist, the most recent record (based on calibration date) will be highlighted in green.

Submit

• Saves the entered calibration details.
• Validates all mandatory fields before submission.

Clear

• Resets all input fields in the form.

1.2 Search Calibration

Search a Calibration - Step-by-Step

Step 1: Start Searching
On the Calibration Search page, you can search in different ways:

• Instrument List – Select the instrument from the dropdown. Only instruments marked as Active will be displayed in the list from Instrument/Gauge Master Screen.
• Identification Number – Search by the instrument’s unique ID.
• Date of Purchase – Filter instruments by purchase date.
• Calibration From Date / Calibration To Date – Filter records within a calibration date range.
• Calibration Source – Filter by source (Internal / External).
• Instrument Status – Filter by status (Active / Inactive).
• Calibration History Status – Filter by result/status (Accepted / Rejected / Pending, etc.).

Step 2: See the Results
After clicking Search, you’ll see the results:

• The matching calibration records will be displayed based on your criteria.

STEP 3: Export as Excel The Export as Excel feature allows the user to download the currently displayed calibration search results into an Excel file.

1.3 Edit Calibration

Edit a Calibration - Step-by-Step

Step 1: Find Calibration to Edit

• On the Calibration Search page, click Search to find the calibration you want to edit.

Step 2: Start Editing

• After searching, you’ll see the calibration record you wish to modify.
• Click “View/Edit” next to that instrument to reach the Edit Calibration page.

Step 3: Update Details
On the Edit Calibration page, you’ll see existing details.

• Make the required changes to your entry.

Step 4: Save Changes

• After editing, review your updates.
• Click Submit to save the changes.

note

• Fields marked with * are mandatory.
• Ensure the Identification Number matches the instrument master.
• Avoid overlapping or invalid date ranges for calibration periods.
• Use Export as Excel to maintain offline logs or share with auditors.
• If any dropdown (Instrument, Source, Status) is empty, contact the administrator to update Masters.

That’s it! You’ve learned how to ADD, SEARCH, and EDIT a Calibration using the DMeX Support team. For further assistance, please contact the Customer Support Team.