Inspection for a Goods ReceiptPurposeThe system can automatically create an inspection lot when a goods receipt is posted in the system. A goods receipt can be posted internally (for example, from production to the warehouse) or from an external source (for example, from a vendor). When the goods are received, they can be posted to one of several destinations:

Goods-receipt blocked stock (GR blocked stock). Warehouse (for example, to inspection stock, blocked stock or unrestricted-use

stock). Consumption (for example, to an account assignment object such as a cost center

or order).

If a goods receipt is posted to: Warehouse stock, the system creates an inspection lot that is stock relevant

If you post the goods to inspection stock, you can only post the goods out of inspection stock via the usage decision in QM.

Consumption, the system creates an inspection lot that is not stock relevant. Goods-receipt blocked stock, the system creates an inspection lot that is stock

relevant.

PrerequisitesThe system creates an inspection lot automatically for a goods receipt if the following conditions have been met:

In Customizing for Inspection Lot Creation (Inspection for a Goods Movement) QM is active for the movement type.

QM is active for the delivered material. This means that in the inspection settings of the material master:- An inspection type is active for inspection lot origins 01 (goods receipt) or 05 (misc. goods movements)- The other indicators for the inspection type are set appropriately to meet your requirements for inspection processing.

If the goods are delivered from an external vendor, the vendor must be released. If the vendor is blocked, you can release the vendor for this particular goods receipt in the quality information record.

If you already performed a source inspection at the vendor site, the system can still create an inspection lot when goods are received from this vendor. For this to occur, an additional inspection for this material/vendor combination must be specified in the quality info record.

Process Flow1. The system creates an inspection lot automatically when the goods receipt is posted in Materials Management (MM).2. If the inspector will record results for inspection characteristics (controlled by the inspection settings in the material master), the system assigns an inspection specification (for example, a task list or material specification) to the inspection lot. If the system cannot find a specification or if more than one inspection specification is assigned to the material, you must assign a specification to the inspection lot manually.3. If you are going to inspect the goods in the inspection lot using an inspection specification:

- The system can print out the inspection instruction automatically when the inspection lot is created.

- You can print out the inspection instruction manually when you call up the inspection lot in the change mode.

Result Recording

PurposeIn the Results Recording component, you record and process results for inspection characteristics. The inspection lot is the reference object in results recording.The recorded inspection results document the quality of the inspected product and provide the basis for creating batch specifications and inspection certificates. You can use the recorded result data to make evaluations for quality control purposes.

IntegrationIn addition to results recording based on characteristics, you can also use process-optimized results recording to record inspection results for all operations, inspection points or lots depending on your requirements.You can also process defect data using the defects recording function.

PrerequisitesTo be able to record inspection results, the following conditions must be met:

Inspection specifications (task list or material specification) are assigned to the inspection lot.

If you inspect according to configuration or batch, the inspection specifications are changed correspondingly from the task list or material specification. Characteristics have been created. Sample calculation has been carried outThe processing status of an inspection lot is documented by the inspection lot status.

Result RecordingThis function includes a worklist for recording inspection results for all objects that allow results recording (inspection lots, partial lots, inspection points in production or goods receipt).

On the selection screen, you first define the selection criteria for the objects to be processed and then start the selection.

1. Access transaction by:

SAP Menu SAP Menu Logistics Quality Management Quality Inspection Worklist Inspection Change Data.

Transaction Code QA32

The screen for entering selection criteria appears.

2. Enter the desired selection criteria.

Double click on this transactions code.

On the initial screen, enter the following data:On the screen ‘Edit Catalog: Initial Screen’ enter information in the fields as specified in the table below:Initial screen: Maintain the above fields with the help of the following table.(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)Field Name Description R/O/CDate of lot creation

Date on which the current inspection lot was created. O

Plant Key uniquely identifying a plant. OInspection lot Origin

Describes what causes an inspection lot to be created. O

Material Number

Alphanumeric key uniquely identifying the material. O

Inspection type The inspection type defines how an inspection is performed. Several inspection types can be assigned to an inspection lot origin.

O

Enter the Plant codeAnd Inspection lot origin

You can limit inspection lot selection to inspection lots with a usage decision or to lots without a usage decision.

3. Choose one of the following functions: Program Execute.

Dynamic Selection

Select the without UD Option

Program Execute and print. Program Execute in background.

The system displays a list of inspection lots that correspond to the given selection criteria.

4. Select an inspection lot, and choose the corresponding function from the menu bar to change or display the desired inspection lot data.

Execute

5. Specify the inspection lot, operation, and the corresponding processing object.

You can change the inspection point fields retrospectively.

Select Inspection lot

Click on the Results

The characteristic overview screen appears.

Characteristic Overview Screen

Enter inspection point field

Press Enter

The characteristic overview screen displays an overview of all the characteristics in an operation.6. Record inspection results as described in Recording Results for an Operation.

The characteristic overview is structured with a different focus in the following main views:Main View MeaningGeneral Overview and possible entries for summarized values and single values.

Summarized Overview and possible entries for summarized values.

Unit to be inspected

Overview and possible entries for single values for a unit to be inspected.

Indicator Overview and possible entries for summarized values and single values with a display of control indicators (for example, summarized recording, partial samples, measured values, controlling characteristic, automatic defects recording)

User settings

The user parameter takes precedence over the other settings mentioned.If a recording view is predefined both for the inspection type and at the operation level in the task list, the recording view defined in the inspection plan takes precedence

User Settings

Function MeaningSelect all characteristics

You select all characteristics in the table. The pushbutton functions beneath the table are executed for all selected lines.

Deselect all

characteristics

You deselect all characteristics in the table.

Additional characteristics

You can create additional inspection characteristics for the inspection lot that are not contained in the task list during results recording. You can also enter inspection results for these additional inspection characteristics.

Valuate characteristics On the characteristics overview screen, the function is valid for all selected characteristics or for the characteristic on which the cursor is positioned, if no characteristic is selected.

Close characteristics On the characteristics overview screen, the function is valid for all selected characteristics or for the characteristic on which the cursor is positioned, if no characteristic is selected.

Set characteristics for

processing

On the characteristics overview screen, the function is valid for all selected characteristics or for the characteristic on which the cursor is positioned, if no characteristic is selected.

Evaluate formula You can have the measured values of a characteristic (calculated characteristic) automatically calculated from the input and results of other characteristics (calculation input characteristics).The formula is automatically evaluated when the characteristic is valuated. You can trigger the formula evaluation before the characteristic valuation.

Forced Closure You may need to force closure for an inspection characteristic if the inspection results have not been completely recorded for the characteristic.

Enter the Result value

7. Select all characteristics.

8. Valuate all the characteristics.

Select all chars

If you have valuated the characteristic, you can no longer enter data in the fields. If you then want to process the characteristic, you must reset the characteristic for processing.

If the valuation of a characteristic is not successful, the system will enter a comment in the characteristic log or display an error message on the screen.

The current valuation status is displayed according to the valuation level by a traffic light:

Characteristic Valuation

Icon MeaningGray Gray No valuationGreen Green Valuation

"Accepted"Red Red Valuation "Rejected"

Unsuccessful valuation

9. Close all characteristics that require inspection.

Valuate the chars

You can close a characteristic on the characteristic single screen or on the characteristic overview screen.If an error occurs when closing a characteristic, the system will enter a comment in the characteristic log or display an error message on the screen.

Note:When you close a non-valuated characteristic, the system automatically valuates the characteristic. If the characteristic is successfully closed, the status of the characteristic is set to "closed" (status 5). In this way, you can immediately close inspection characteristics.

Close the chars

10. Save the inspection results.

Save

Results Valuation and Confirmation of Inspection Point Data

The Inspection point completion field at the operation level of the task list determines whether the inspection point completion should occur manually or automatically. Automatic valuation of inspection points occurs on the basis of the settings in Customizing (Define identifier for inspection Point). Manual valuation (Maintain setting at plant level), the system displays a dialog box in which you valuate the results and confirm the inspection points after you have closed all inspection characteristics.

You can also display this dialog box manually by means of a pushbutton, regardless of the setting for the Inspection point completion field.

Results Valuation and Confirmation of Inspection Point DataDepending on the processing object, you can execute different functions in the dialog box. You can limit the given maximum function scope using the variants for inspection point closure.

Valuation of the Inspection Point.

Icon MeaningGray Gray No valuationGreen Green Valuation

"Accepted"Red Red Valuation "Rejected"

Press Enter

Usage decision

When you make the usage decision, you decide whether to accept or reject the goods in the inspection lot based on the results of the inspection. While you are in the transaction for the Usage decision, you can also:

Record defects Activate quality notifications Make stock postings

Once you have made the usage decision, the inspection is completed.

Making a Usage DecisionOnce you have finished an inspection, you can make the usage decision for the inspection lot.The usage decision specifies whether the inspected goods are accepted or rejected for use.

PrerequisitesTo be able to make a usage decision, the following conditions must be met:

The inspection lot is released. Inspection results have been recorded for the required inspection characteristics

(if the inspection lot contains inspection characteristics, for which results have not been recorded, you can still make the usage decision for the lot; however, you must forcibly close these characteristics).

An active status does not exist which blocks the usage decision. You have the authorization to make the usage decision. You have confirmed the receipt of a quality certificate, if a certificate was required

in the goods receipt for the material.

Activities before you make the usage decisionIf you want to record defects and activate one or more quality notifications before you make the usage decision, see:

Recording Defects Before Making the Usage Decision Activating a Quality Notification

Stock PostingsIf an inspection lot is stock-relevant, you can post the stock for the inspection lot manually while you are in the process of making the usage decision. On the basis of your

stock postings, the system makes the corresponding postings in the Materials Management component.You can update the stock at any point in the process of making the usage decision, as long as open quantities to be posted exist:

Before You Make a Usage Decision. When You Are Making a Usage Decision. After You Have Made a Usage Decision.

If an inspection lot is not stock-relevant, you cannot make stock postings with the usage decision functions. Examples of inspection lots that are not stock-relevant include all manually created inspection lots and lots that were not created as a result of goods movements (for example, a goods movement for a production order).

Types of Stock PostingsYou can post quantities of material from an inspection lot to the following destinations:

To unrestricted-use stock. To scrap. To sample usage. To blocked stock. To new material. To sample reserves. Return delivery.

When you make a stock posting to one of these destinations, the system creates a material document to record the stock posting. In the material document, you can specify:

A reason for making the stock posting. The date for the material document. The date you made the stock posting.

If necessary, you can specify a posting date in a prior period. A text for the header of the material document. For postings to scrap and sample, you can also specify a cost center.

1. Access transaction by:

SAP Menu SAP Menu Logistics Quality Management Quality Inspection Worklist Inspection Change Data.

Transaction Code

QA32

2. Select an inspection lot number and choose Usage decision (UD).

The screen for making the usage decision appears.

Select Inspection lot

Click on UD

3. If you have to confirm the receipt of a quality certificate for the material before you make the usage decision, choose Edit Certificate received.

4. Enter the usage decision code for the inspection lot for the usage decision.

Confirm Certificate

Press F4 for UD code

Choose the possible entries help for UD code field.A dialog box appears containing the contents of the usage decision catalog (catalog type 3).

If necessary, expand the code groups to find the code you need. Double-click a code to copy it into the field for the usage decision code.

Select Code for Usage Decision

Press Enter

All pertinent information is copied into the fields for the usage decision code. In addition to the code group and code, the system copies the valuation code, quality score, and follow-up action.

Stock Postings

Click on Inspection lot stock

When You Are Making a Usage Decision5. Choose the Inspection lot stock tab to display the fields for making the stock postings.

The screen area for the quantity allocations is divided into two columns. In the left-hand column (Posted), the system displays the amounts that have already been posted to the individual stock types. In the right-hand column (To be posted), you enter the amounts that you want to allocate to the various stock types.

6. Make the necessary stock postings.Enter the quantities for the desired stock types.

7. Save the data.

Press Entre

Post stock

The system updates the To be posted quantities and returns to the initial entry screen with the message that the usage decision for the inspection lot has been saved.The next time you access the screen for the stock postings, you will see that the system has added the To be posted quantities to the Posted quantities.

8. Initial screen will be appears.

Save

When you save the usage decision, the system sets the inspection lot status for inspection completion.

9. And select the lot and refresh.

10. Back to initial screen.

Select Inspection lot

And refresh

And back

Automatic Proposal for Stock Postings

For usage decision codes in inspection catalog type 3, you can predefine automatic proposals for stock postings. You do this by maintaining the selected set codes as follows:

Specify a stock posting proposal for a codeFor example, for the usage decision code to accept an inspection lot, you can set the stock proposal indicator so the system will automatically post the stock to unrestricted-use stock.

Set the indicator for background processingIf you set this indicator for a code, the system posts the stock automatically. If you do not set this indicator, you must confirm the stock proposal manually.

Set the batch statusYou can specify that the system change or retain the current batch status with the usage decision (for example, no change to batch status, change batch status to “unrestricted,” or change batch status “restricted”).

Quality Scores for Inspection LotsWhen you make a usage decision for an inspection lot created for goods receipt, the quality score must also be determined for the lot. A quality score is a statistical value that describes the quality of an inspection lot. A quality score can be entered directly or can be calculated by a predefined procedure. A procedure for calculating a quality score can be defined for an inspection type in the material master. You then activate the inspection type that contains a quality score procedure when you create or change a material master.

Follow-up ActionsWhen quality-related defects are confirmed, you must often initiate specific corrective actions (tasks) to eliminate the source of a problem. For example, these tasks could involve:

Modifications to the production process. Changes to the composition of the product. New procurement procedures.

You sometimes release the inspected goods only after certain tasks have been carried out, such as follow-up inspections, reworking or repairing the product, or more specific laboratory tests.You can use either quality notifications or follow-up actions for this purpose. The standard system contains several follow-up actions listed below, which are assigned to respective function modules in the Customizing application.The tasks for maintaining follow-up actions are carried out in the Customizing application. The follow-up actions are linked to usage decision codes. You must maintain the usage decision codes in the catalog for usage decisions (catalog type 3).

The follow-up actions that have been defined in Customizing for the standard system include the following:

MAILSend a standard mail when the usage decision is made

MAIL2Send a mail with the usage decision data when the usage decision is made

MAIL3Send mail with the usage decision data and a long text when the usage decision is made

MANUALExecute follow-up action manually (no function)

If an inspection lot is rejected, you can send a mail as a follow up action, advising the purchasing department of the poor-quality delivery of goods from a vendor.

Display Inspection lot data

1. Access transaction by:

SAP Menu SAP Menu Logistics Quality Management Quality Inspection Worklist Inspection Change Data.

Transaction Code QA32

The screen for entering selection criteria appears.

Double click on this transactions code.

Execute

Enter field as requirement

Select the without UD Option

Select the Inspection lot

Click on results

Press Assigned Insp. point

Display Result.

Click on UD

Select Inspection lot

Display Usage Decision.

Report

Display Stock posting.

Execute

Select Inspection lot

Click on report

Execute

Print Result