Inspection for a Goods Receipt

Purpose
The 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.

Prerequisites
The 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 Flow
1. 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
Purpose
In 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.

Integration
In addition to results recording based on characteristics, you can also use processoptimized 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.

Prerequisites
To 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 out
The processing status of an inspection lot is documented by the inspection lot status.

Result Recording
This 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

Double click on this

transactions code.

The screen for entering selection criteria appears.

2. Enter the desired selection criteria.

Enter the Plant code

And Inspection lot origin

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/C
Date of lot
Date on which the current inspection lot was created.
O
creation
Plant
Key uniquely identifying a plant.
O
Inspection lot
Describes what causes an inspection lot to be created.
O
Origin
Material Number Alphanumeric key uniquely identifying the material.
O
Inspection type
The inspection type defines how an inspection is
O
performed. Several inspection types can be assigned to an
inspection lot origin.

Dynamic
Selection

Select the without

UD Option

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.
Program Execute and print.
Program Execute in background.

Execute

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.

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

Select Inspection lot

You can change the inspection point fields retrospectively.

Press
Enter

Enter inspection point

field

The characteristic overview screen appears.

Characteristic Overview Screen

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.
User Settings

The characteristic overview is structured with a different focus in the following main
views:
Main View
Meaning
General
Overview and possible entries for summarized values and single values.
Summarize
d
Unit to be
inspected

Overview and possible entries for summarized values.

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

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

inspected.

Enter the
Result value

Function
Select all
characteristics

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

Deselect all

You deselect all characteristics in the table.

characteristics
Additional
characteristics
Valuate characteristics
Close characteristics
Set characteristics for
processing
Evaluate formula

Forced Closure

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

7. Select all characteristics.

Select all
chars

8. Valuate all the characteristics.

Valuate the
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
Gray
Green
Red

Meaning
Gray No valuation
Green Valuation
"Accepted"
Red Valuation "Rejected"
Unsuccessful valuation

9. Close all characteristics that require inspection.

Close 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.

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.

Press
Enter

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 Data
Depending 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
Gray
Green

Meaning
Gray No valuation
Green Valuation "Accepted"

Red

Red Valuation "Rejected"

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 Decision

Once 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.

Prerequisites
To 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 decision

If 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 Postings
If 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 Postings

You 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).

Click on UD

Select Inspection lot

The screen for making the usage decision appears.

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.

Confirm Certificate

Press F4 for
UD code

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

Select Code for

Usage Decision

Press
Enter

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.

Click on Inspection
lot stock

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
When You Are Making a Usage Decision
5. 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.

Press Entre

Post stock

7. Save the data.

Save

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.

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

9. And select the lot and refresh.

And refresh

Select Inspection lot

10. Back to initial screen.

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 code
For 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 processing
If 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 status
You 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 Lots

When 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 Actions
When 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:
MAIL
Send a standard mail when the usage decision is made
MAIL2
Send a mail with the usage decision data when the usage decision is made
MAIL3

Send mail with the usage decision data and a long text when the usage
decision is made
MANUAL
Execute 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 Logistics Quality Management Quality Inspection
SAP Menu
Worklist Inspection Change Data.
Transaction Code

QA32

Double click on this

transactions code.

The screen for entering selection criteria appears.

Execute

Enter field as
requirement

Select the without

UD Option

Click on results

Select the
Inspection lot

Press Assigned
Insp. point

Display Result.

Click on UD

Select Inspection lot

Display Usage
Decision.

Display Stock
posting.

Report
Execute

Click on report

Select Inspection lot

Execute

Print Result