QM_BASF

SAP R/3SAP R/3

Handbook Cosmos Handbook Cosmos

Quality ManagementQuality Management

Version 1.0

Page 1 of 119 document.doc 17-Apr-23

Table of Contents

0. Introduction.....................................................................................................5

1 GENERAL OVERVIEW OF SAP/QM............................................6

1.1 SAP QM Overview..........................................................................................6

1.2 Implementation consideration.........................................................................7

2 QUALITY MANAGEMENT MASTER DATA.....................................8

2.1 General master data.......................................................................................8

2.1.1 Inspection types...............................................................................................................8

2.1.2 QM Work centers.............................................................................................................9

2.1.3 Create QM Work Centre (CRQ1).....................................................................................9

2.1.4 Change QM Work Centre (CRQ2).................................................................................10

2.1.5 Display QM Work Centre (CRQ3)..................................................................................11

2.2 Master Inspection characteristics..................................................................12

2.2.1 Create Master Inspection Characteristic (QS21)...........................................................12

2.2.2 Change Master Inspection Characteristics (QS23)........................................................19

2.2.3 Display Master Inspection Characteristic (QS24)..........................................................20

2.2.4 List Master Inspection Characteristics (QS28, QS26)...................................................20

2.2.5 Master Inspection characteristic, Where-used list QS26)..............................................21

2.3 Catalogs for qualitative characteristics..........................................................23

2.3.1 Code groups (QS41).....................................................................................................23

2.3.2 Selected sets (QS51)....................................................................................................25

2.4 Inspection (Test) methods............................................................................28

2.4.1 Create Inspection method (QS31).................................................................................28

2.4.2 Change Inspection method (QS33)...............................................................................29

2.4.3 Display Inspection method (QS34)................................................................................30

2.4.4 List display inspection method (QS38).)........................................................................30

2.4.5 Inspection Method where-used List (QS36)..................................................................31

2.5 Sampling procedure......................................................................................32

2.6 Sample Drawing procedure..........................................................................32

2.7 Inspection Point............................................................................................33

2.8 QM-View of the material master data............................................................33

2.8.1 Create QM View for material master (MM01)................................................................34

2.8.2 Change Material Master QM View (MM02)...................................................................38

2.8.3 Display (MM03).............................................................................................................39


Table of Contents

3 INSPECTION PLAN AND INSPECTION OPERATIONS....................40

3.1 Material inspection plan................................................................................40

3.1.1 Create Inspection plan (QP01)......................................................................................41

0.1.1.1 Input the header data.....................................................................................42

0.1.1.2 Input the Master Inspection characteristics................................................43

0.1.1.2.1 Input the quantitative test characteristics...................................................44

0.1.1.2.2 Input the qualitative test characteristics.....................................................48

0.1.1.3 Input the particularities and saving the inspection plan............................50

3.1.1.1.1 3.1.1.3.1 Input the specific Vendor/Customer specifications.........................51

0.1.1.4 Create an inspection plan using a copy model...........................................54

3.1.2 Change Inspection plan (QP02)....................................................................................56

3.1.3 Display Inspection plan (QP03).....................................................................................56

3.1.4 Display changes in Inspection Plan (QP60)..................................................................56

3.1.5 Print Inspection plan (QP05, QP08)..............................................................................57

3.1.6 Delete Inspection plan (QSR6)......................................................................................59

3.2 Inspection lot for Goods Receive from Purchase order................................61

3.3 Inspection lot for Goods Receive from Production order..............................62

3.4 Inspection lots during production processing................................................64

3.5 Inspection lots for refilled products and special cases..................................66

0.1.1.5 Finished products from a storage tank..........................................................................66

0.1.1.6 Finished products with change of packaging type.........................................................67

3.6 Inspection Lot Processing (Create QA01, Change QA02, Display QA03)....68

3.6.1 Assigning an inspection plan to an inspection lot..........................................................71

3.6.2 Inspection Instruction sheet...........................................................................................74

3.7 Test Results recording for Inspection lot (QE51N)........................................76

3.8 Usage decision for inspection lot..................................................................82

3.8.1 Record Usage decision (QA11).....................................................................................82

3.8.2 Change or delete Usage decision (QA12).....................................................................84

3.8.3 Display Usage decision (QA13).....................................................................................87

3.8.4 Test report..................................................................................................................... 87

4 CERTIFICATE OF ANALYSIS.....................................................91

4.1 Certificate profile (Create QC01, Change QC02, Display QC03)..................91


Table of Contents

4.1.1 Header data...................................................................................................................91

4.1.2 Maintaining characteristics............................................................................................93

4.1.3 Adding characteristics from an inspection plan..............................................................93

4.1.4 Manually adding characteristics.....................................................................................95

4.1.5 Editing the characteristics area......................................................................................95

4.1.6 Releasing and blocking.................................................................................................98

4.2 Certificate profile assignment........................................................................98

4.2.1 Create certificate profile assignment (QC15).................................................................98

4.2.2 Change or delete certificate assignment (QC16).........................................................100

4.2.3 Display certificate profile assignement (QC17)............................................................101

4.3 Certificate recipients (Create VV21, Change VV22, Display VV23)............102

4.3.1 Create Certificate Recipient (VV21).............................................................................103

4.3.2 Change Certificate Recipient (VV22)...........................................................................105

4.3.3 Display Certificate Recipient (VV23)............................................................................105

4.4 Create Certificate of Analysis from QM.......................................................106

4.4.1 Create certificate of analysis for Delivery order (manually from QM, QC20)...............106

4.4.2 Create certificate of analysis for Inspection lot (QC21)................................................109

4.4.3 Create certificate of analysis for batch number (QC22)...............................................110

4.5 Customer-specific sales information (Create QV51, Change QV52, Display QV53)..........................................................................................................111

4.5.1 Create Customer Quality info –record (QV51).............................................................111

4.5.2 Change Customer Quality info –record (QV52)...........................................................113

4.5.3 Display Customer Quality info –record (QV53)............................................................113

4.6 Sending a certificate of analysis.................................................................113

4.6.1 Method of sending.......................................................................................................113

4.6.2 Moment of sending......................................................................................................113

4.7 Certificate of Analsysi interface to QZ.........................................................113

4.8 Monitoring and manually output of certificates (QC20)...............................114

5 MATERIAL MANAGEMENT (MM)............................................115

5.1 Batch status................................................................................................115

5.1.1 Status of Batch............................................................................................................115

5.2 Batch Traceability (Batch where used list) and Stock Overview.................117

5.2.1 Batch traceability, Batch where used list (MB56).........................................................117

5.2.2 Stock Overview (MMBE).............................................................................................119


Handbook Cosmos Quality management.

0. Introduction

Objective of this handbook is to help the users in Quality related departments as user of the QM-Module in SAP R/3 and their colleagues in IS/IT department to familiar and understand how to do initial set up and operate this QM module. It is not aim to be a configuration guideline of SAP/QM module.

This handbook does not start with the Basic SAP R/3 navigation, so it is assume that the user for this handbook is already acquired the SAP R3 navigation skill, this handbook focus on how to put your data into SAP and which are the standard requirements of the QM module in each case.

This Handbook described the generic functions of SAP/QM as configures for the Standard Companies‘ Quality management requirements. In the complex quality requirements (such as the ISO 14000 company, TQM company), configuration and some of the features may be different and /or behave differently. In such case the insertion /revised in concerned part of this handbook will be written and available for such companies by the project team of that company

In case of questions regarding this book you can contact the local IS/IT support or:

Kittchai Chuthaprutikorn

BASF South East Asia Pte Ltd.7 Temasek Boulevard,#35-01 Suntec City Tower OneSingapore 038987

Phone +65 6432 3296Fax +65 6430 9828E-Mail [email protected]



1 General overview of SAP/QM

1.1 SAP QM Overview

SAP QM modules consists of 7 components, namely

Quality planning, dealing with basic data, like Material specification, Inspection plan, Inspection methods and others.

Quality Inspection, operation part of the QM, where the testing and testing results are recorded and evaluated.

Quality Certificate, dealing with format of Certificate of Analysis, Creation of Coal, distribution and storage.

Quality Notification, where the non-conformance registered and evaluated.

Quality Control, to ensure the constant quality level of process and product.

Test Equipment Management, manage the Test equipment/instrument to the define level of performance, precision and accuracy, Manage the calibration of the test equipment

Stability Study, shelf life study of the process or product on different environment.

All these components are tightly integrated to each other and as well integrated to other modules in SAP R3, like Material management, Sales and distribution, Production, as well Finance and Accounting.



1.2 Implementation consideration.

Implementation of SAP QM is depending on the structure and quality management requirements in the organization.

In the small to medium organization with the simple manufacturing and quality re-quirement the implementation could be possible with only 3 components, Quality Planning, Quality Inspection and/or Quality Certificate with less complexity in the setup of QM.

Larger organization, with the higher complexity Manufacturing and Quality require-ments, some organization with the in process monitoring instrument and external LIMS system, will possible need the 3 essential components, Quality Planning, Qual-ity Inspection, and/or Quality Certificate with the QM IDI interface to handle the com-munication between LIMS and SAP QM, Additionally Quality Control and Test equip-ment management can also be implemented to handle the Online statistic process control and large pool of the testing instrument,

Quality Notification was implemented globally under the name “Non Conformance Management” (NCM) to handle complaints from Customer, to vendor and also intern-ally, anyhow, the possible to implement other internal notification that integrated to the event in other Quality module, such as when the product quality been rejected in the Quality Inspection, a notification is triggered automatically to inform the people concerned in Production, marketing, and so on.

An external Module QZ, which handles the global storage and distribution of Certific-ate of Analysis (Coal) for the batch to customer worldwide, must also in consideration to implement, especially for the major export companies in the region.



2 Quality Management Master dataInitial set up and configuration of the Quality Management in Cosmos will be handle by either RAC or BASC after the requirement survey and discussion with company,

Generally there are several types of master data that have different influences to the QM and Logistic processes

2.1 General master data

2.1.1 Inspection types

The inspection type is collection of parameters that control how the QM will react at each logistic process, this Inspection type is on the Material/Plant Combination level, (see chapter ”QM-View in Material Master”). The following table shows the different inspection types depending on the logistic process:

Logistic Process Inspection type Examination type

Goods Receive from Purchase order

Merchandises,

Raw materials

01 Automatic inspection lot create during Goods

receive Process.

Goods receive from Production order 04 Automatically inspection lot create during goods receive from production order

During Production process

In-process inspection

03 Automatic inspection lot created together when release production order

Manual Inspection 89 For Miscellaneous Inspection

Inspection types listed in the table above are the standard inspection types, with preset parameters. If the company requires different set of parameters in the inspection type, a customized Inspection type must be considered. For consistency throughout the company, the customized Inspection type must be the company specific even it is applicable on the Material/Plant Level.

Creation of Inspection type is a part of initial Configuration, will be done by AS/IS or BASC.



2.1.2 QM Work centers

Work Center in QM is created similar way as Production work Center, the different is the work center category is QM for Quality Management and Transaction to create the work Center is CRQ1. All sub screens in QM work center are the sharing the same screen and entries as in production work center.

QM Work center is place that the Quality Activities, possible usage of QM work centre are

1. As an identifier for each laboratory in case there are multiple laboratories in Single Plant/Companies.

2. As a sampling point identifier for the multiple step inspection/production.

3. As an interface point of SAP QM IDI interface and External LIMS system.

4. In case that Company is looking toward QM Costing, work centre is also act as a cost collector for QM activities assigned to it

QM work centre is optional for the company with the simple quality requirement, i.e.: Single testing Laboratory serving every Business Unit, every production site.

2.1.3 Create QM Work Centre (CRQ1)

To create QM Work centre, following these steps.

a) Go to the transaction CRQ1 ( SAP menu Logistics Quality Management Quality Planning Basic Data Work CentreQM Work centreWork Centre CRQ1 Create). The following screen appears

b) In the field “Plant” type “AANN”. (Your Plant code)



c) In the field “Work Centre”, type in the name of work centre that you want to create.

d) Work Centre category ”QM” for Quality Management, ENTER

e) In the field Person responsible, Select the entry from the drop down list

f) Location, Select from the drop down list

g) QDR system, is the identifier which External LIMS system or which External testing instrument that this Work Centre is interfaces to, Select the correct sub system from the drop down list.

h) Save the work centre.

2.1.4 Change QM Work Centre (CRQ2)


a) Go to the transaction CRQ2 ( SAP menu Logistics Quality Management Quality Planning Basic Data Work CentreQM Work centreWork Centre CRQ2 Change). The similar screen as the create transaction ap-pears




c) In the field “Work Centre”, type in the name of work centre that you want to

change or click to display the list of Work centre, select from the drop down list of Work centre under your plant,

To narrow the search range, it is always advisable for the user to put the Work Centre category QM in the search help screen

d) Work Centre category ”QM” for Quality Management, ENTER

e) User possible to change the content in the work centre details screen.

2.1.5 Display QM Work Centre (CRQ3)


a) Go to the transaction CRQ2 ( SAP menu Logistics Quality Management Quality Planning Basic Data Work CentreQM Work centreWork Centre CRQ3 Display). The similar screen as the create transaction ap-pears

b) Display QM Work Centre as per Change transaction



The Following section is discussing about the QM specific master data, these Master data are on the plant level, but wherever possible user should ensure that the same Master Data ID and Parameter and Usage are consistent throughout the company, this to avoid confusion in the company.

2.2 Master Inspection characteristics

Master inspection characteristic or also known as, “Test description”, “Test Characteristic” is master record for the characteristic that the Laboratory want to test on the material, including specification, Specification range, or target value to expect from the test, and unit of measure of value. This master inspection characteristic is mandatory for all material to be inspected.

There are two types of Master Inspection Characteristics:

1) Quantitative characteristics : A numerical value (i.e.: 10 Grams/Litre, 5) is expected as inspection result.

2) Qualitative characteristics : A code (Colour Red, Pass, Not measurable) is expected as inspection result, which can be selected from one catalogue.

2.2.1 Create Master Inspection Characteristic (QS21)

To create a Master Inspection characteristic, following these steps:

a) Go to the transaction QS21 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection characteristic QS21 – Create). The following screen appears:


c) In the field “Master insp.charac” type the test characteristic number. To avoid creating redundant Master inspection characteristics in the same company, you should search for the existing characteristic in other plant, See the section create Master Inspection characteristics with copy model.



d) In the field “Valid from” system default the current date. But you can plan another date, from when this characteristic will be used. Enter.

The following screen appears:

e) In the box “Control data” mark if you are creating a quantitative or qualitative characteristic.

f) In the first field of the line “Status” select the option “2 Released” and in the second field left the default option “Incomplete copy model”.

g) Type in the field “Short text”. This short text is the text that appears in the certificate of analysis as description of the test characteristic.

h) In the “Search field” copy the same text as in the short text.

i) In the field “Int. char. descrip.” you can put one internal text for the characteristic. This text will not appear in the certificate of analysis and will not be translated.

j) Click the button “Control indicators”.



k) For Quantitative characteristics the following screens appear:

1st screen of control indicators

Selections in 1st screen:

In the box “Type” select nothing because this controls will be entered at level of inspection plan.

In the box “Results confirmation” select the options “Summ, recording” and “Required char.”

Click to confirm the selections.

Next screen appears.



2nd screen of control indicators

Selections in 2nd screen:

In the box “Insp. scope” select the option “Fixed Scope ”.

In the box “Docu. Confirmation” selects the option “No documentation”.

In the box “Miscellaneous” select the options “RR change docs” and “Record measured vals”.

In the box “Print” select the option “Print”.




l) In case of Qualitative characteristic these are the screens of control indicators:

1st screen of control indicators

Selections in 1st screen:

In the box “Type” you must select “Charac. Attribute” to indicate that you are recording the Attribute of the characteristic.

In the box “Results confirmation” select the options “Summ Recording” and “Required char.”




2nd screen of control indicators

Selections in 2nd screen:

In the box “Insp. scope” select the option “Fixed Scope”.

In the box “Docu. Confirmation” selects the option “No documentation”.

In the box “Miscellaneous” select the option ““RR change docs”.

In the box “Print” select the option “Print”.


m) Click the button “Quant. data” in case of quantitative characteristic (in case of qualitative characteristic this button doesn’t appear). The following screen appears:



Type under “Decimal places” the number of decimal places for the characteristic.

In the field “Msmt unit” select the unit of measure for this characteristic with the

assistant button . If there are no unit of measure, left this field blank.


n) Click the button “Insp. methods”. The following screen appears:

In the column “Method” click the assistant button to select one Inspection method for this characteristic. If the desired method doesn’t exist in the list, then read the point “Inspection methods” to see how to create one method.

Select the inspection methods with the latest version for all master inspection

characteristics and at the end click .

o) In case of qualitative characteristic, click the button “Catalogs”. The following screen appears:



In the column C system defaulted entry “1” to indicate the catalogue ‘Characteristic Attributes” will be used, Under the Column S, system will do the ticked, to indicated the selected set (refer to selected set under the section” Catalogs for Qualitative Characteristics) under the plant in the catalogue 1 will be used. .

Then you can chose under the field “CGr/Sset” which selected set will be used by the result recording. This catalogue has the value as specified in the selected set, .

Click .

p) Click the button to save the new test characteristic.

2.2.2 Change Master Inspection Characteristics (QS23)

Process in SAP R/3 to change a Master Inspection Characteristic:

a) Go to transaction QS23 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection characteristic QS23 – Change).

b) In the field “Plant,” type “AANN” (Your Plant Code).

c) In the field “Master insp.charac” type the test characteristic Name/Number. If you

don’t know, you can use the assistant to search it.

d) ENTER.

And now you are able to change with the same screens described in the point “Create (QS21)”.



2.2.3 Display Master Inspection Characteristic (QS24)

a) Go to transaction QS24 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection characteristic QS24 – Display).

b) In the field “Plant” type “AANN” (Your Plant code).

c) In the field “Master insp.charac” type the test characteristic Name/Number. If you

don’t know this number you can use the assistant to search it.

d) ENTER.

2.2.4 List Master Inspection Characteristics (QS28, QS26)

Through the transaction QS28 you can List one or multiple characteristics in one list:

a) Go to transaction QS28 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection characteristic QS28 – List). The following screen appears:



In this screen you can put the search criteria that you want.

b) When you click the button a list appears with the master inspection characteristics that fulfil the search criteria:

c) Now you can select one or more characteristics and display their details with the

button .

2.2.5 Master Inspection characteristic, Where-used list QS26)

Also can be useful to use the transaction QS26 to have a list of the inspection plans where one characteristic were used:

a) Go to transaction QS26 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection characteristic QS26 – Where-Used List).

b) In the field “Characteristic no.” type the test characteristic name/number. If you

don’t know this name/number you can use the assistant to search it.

c) In the field “Plant” type “AANN”. (Your Plant Code)

d) Click the button to see the desired list.





2.3 Catalogs for qualitative characteristics

Inspection results that cannot always be recorded in the form of values (qualitative characteristics) must be described as a subjective observation. It is not easy to evaluate these descriptions later. Uniform and reproducible statements are therefore necessary.

Each description of the observation is defined as a code with the Numeric value and description, similar descriptions (codes) are then combine into the Code group. Each code group are the combine into the catalog.

Not just Characteristic attributes are handle in catalog, but also the usage decision codes and errors are handled with codes, code group and Catalog, The Usage of these catalogs are referred to as a catalog t

Hierarchy of the code, Codegroup and Catalog type are illustrated below:

2.3.1 Code groups (QS41)

To edit a code group of one catalog for one qualitative Inspection characteristic you must go to the transaction QS41:

a) Transaction QS41 ( SAP menu Logistics Quality Management Quality Planning Basic Data Catalog Code group QS41 – Edit). The following screen appears:



b) Type “1” in the field “Catalog”. For catalog type characteristics attributes.

c) In the field “Code group” write a title for the catalog that you can identify. If you list all created codes groups for the catalog type 1 you can put an asterisk (“*”) in the field “Code group”.

d) Click, ENTER. The overview of the code groups appears:

e) Click “New entries” to create new code group (in the column “code group” appears the name that you have entered as a title for this code group), or select an existing code group.

f) In the column “Short text” you can edit a short text (max. 25 letters) for this new code group.

g) In the column “Status of code group” select the option “Released”.

h) With the button in the column “Ltext for code grp” you can enter a long text (max. 60 letters) for this code group. A screen to edit this long text appears. Click

when you finish entering this long text.

i) In the “Dialog structure” tree make a double click by “Codes”. The codes overview appears:



j) Now with the button “New entries” you can enter a new code and with the button you can edit the existing codes in the same way you have done by code

groups.

k) Click to save the code group.

2.3.2 Selected sets (QS51)

Catalog is the Collection of the codes in the code group, the description of the code is generally described how the characteristic is like, or behave, without the valuation of the look /behaviour whether it is an acceptable. It is a possible that the same look/behaviour in one material is an acceptable and on the other Material is an unac-ceptable.

Catalog is a global information valid for al the companies using Quality management

Selected sets is a collection of code groups from the global catalog for using in master inspection characteristics under one plant, selected set is assigned the Valuation of code groups (rejection / acceptance).

The selected sets have the following hierarchical structure:



To edit a selected set you must go to the transaction QS51:

a) Transaction QS51 ( SAP menu Logistics Quality Management Quality Planning Basic Data Catalog Selected set QS51 – Edit). The following screen appears:

b) Type “1” in the field “Catalog”. for characteristics attributes catalog.

c) In the field “Plant” select the plant “AANN” (Your Plant code)

d) In the field “Selected set” write a title for the select set that you can identify. If you to list all created selected sets for the catalog type 1 you can put an asterisk (“*”) in the field “Selected set”.

e) Click ENTER. The overview of the selected sets appears:



f) Click New Entries to create new selected set, Key in the Selected set name in the column “Selected”.

g) In the column “Short text” you can edit a short text (max. 25 letters) for this new selected set.

h) In the column “Status” select the option “Released”.

i) With the button in the column “Long txt sel. set” you can enter a long text (max.

60 letters) for this selected set. A screen to edit this long text appears. Click when you finish to write this long text.

j) With the button you can switch from editing or displaying the existing selected sets.

k) In the “Dialog structure” tree, double click “Selected Set Codes”. The selected set codes overview appears:

l) With the button “New entries” you can enter a new selected set code and with the button you can edit the existing selected set codes in the same way you have done by selected sets.

m) By the selected set codes level you have two new columns:

“Code valuation”: Select here the option “Accepted (OK)” for the codes with the assessment accepted, and “Rejected (not OK)” for the codes with



the assessment rejected. The code valuation “Not valuated” can be also selected, when necessary.

“Defect class”: in this column you can select an attribute, if you want, for the defect class. But that only as information only.

n) Click finally the button to save the selected set.

2.4 Inspection (Test) methods

Inspection method is the set of instruction how to test and measure the results of the inspection Characteristic, under what control condition, and environments. Inspection methods are mostly pre-defined by the Standard Organization like ISO, DIN, ASTM and others. Some test method using the Instrument Name ad a reference Like GC for Gas Chromatography, Since this kind of instrument are operation under the same controlled environment throughout.

IN the QM module, there are no limitation in defining the name of the Inspection method, user should consider to use the Reference name of the method as in ID in SAP and try to avoid the duplicate or redundant ID refer to the same inspection method in different Plant.

2.4.1 Create Inspection method (QS31)

Process in SAP R/3 to create a new test method:

a) Go to the transaction QS31 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection method QS31 – Create). The following screen appears:

b) In the field “Plant” type “AANN” Your plant code

c) In the field “Insp. method” type the test method number.



d) In the field “Valid from” default value is current date. But you can plan another date, from which this method will be used. Click ENTER. The following screen appears:

e) In the field “Status” select the option “Released”.

f) Type in the field “Short text” the short text for this method in the language indicated in the field “Language key” (maximum 25 letters).

g) In the “Search field” copy the same text as in the short text.

h) Click the button to enter the long the text in the current language (language indicated in the field “Language key”). Appears a screen with a text field.

The short text appears at the first line and the long text must be entered in the second line. This long text must have at maximum 60 letters.

Click when you finish to write this long text.

As identification of the method, the test method number and the Short or Long text appear in the certificate of analysis.

i) Click the button to save the new test method.

2.4.2 Change Inspection method (QS33)

Process in SAP R/3 to change a test method:

a) Go to transaction QS33 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection method QS33 – Change).

b) In the field “Plant” type “AANN”. Your plant code.



c) In the field “Insp. method” type the inspection method number. If you don’t know

this number you can use the assistant to search it.

d) Click ENTER.

And now you are able to change with the same screens described in the point “Create (QS31)”.

2.4.3 Display Inspection method (QS34).

a) Go to transaction QS34 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection method QS34 – Display).

b) In the field “Plant” type “AANN”. Your plant code.

c) In the field “Insp. method” type the inspection method number. If you


d) Click ENTER.

You are now able to display the test method with the same screens described in the point “Create (QS31)”.

2.4.4 List display inspection method (QS38).)

Through the transaction QS38 you can also display one or multiple inspection methods in one list:

a) Go to transaction QS38 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection method QS38 – List). The following screen appears:



b) In this screen you can put the search criteria that you want.

c) When you click the button a list appears with the test methods that fulfil the search criteria:

d) Now you can select one or more characteristics and display them with the button

.

2.4.5 Inspection Method where-used List (QS36)

Also can be useful to use the transaction QS36 to list inspection plans where one method were used:

a) Go to transaction QS36 ( SAP menu Logistics Quality Management Quality Planning Basic Data Inspection method QS36 – Where-Used List).

b) In the field “Insp. method” type the test method number. If you don’t know this

number you can use the assistant to search it.

c) In the field “Plant” type “AANN” Your plant code.



d) Click the button to see the desired list.

2.5 Sampling procedure

A procedure that contains the rules for determining the sample size for an inspection lot. The sampling procedure also specifies the type of valuation to use for results recording (attributive, variable, or manual)

Sampling procedures are define on the regional level, cover almost all the inspection procedure occurred in the region.

2.6 Sample Drawing procedure.

In the complex quality inspection environment, there is a possibility that user need to draw many samples in the different sample container for different testing form differ-ent sampling point. After testing they may also need to retain the sample for refer-ence in later date.



Sample drawing procedure in conjunction with the Inspection point (With Physical sample) and Sampling procedure will create the Physical Sample requests when the specific logistic process performed.

User then manages the Physical sample. Like where the Physical sample should store and for how long.

Sample drawing procedures are on the regional level, creation and change of Sampling procedure will coordinate and handle by AS/IS or BASC

2.7 Inspection Point.

Inspection is a setup to identify the location where and when the sample for inspec-tion taken place, or as an identifier when the inspection is done, there are various in-spection point configuration, which will setup as per requirement of the company.

Inspection point is setting up at the initial configuration, so this activity will be done by AS/IS or RAC

2.8 QM-View of the material master data

The material master data in SAP contains a lot of information. Almost every division in the company administers information in the material master data, including Quality Management.

It is important to assure that all products subject to quality control have the QM-View (Quality Management) created in the material master data, otherwise it is not possible to create a quality inspection plan and inspection lots for that material.



2.8.1 Create QM View for material master (MM01)

In the case that material did not exist, you need to request the new material master number, this requisition process is subject to company SPASS material creation pro-cedure.

To create the QM-View for product, you must follow the following steps:

a) Go to the transaction MM01 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Material MM01 – Create). The following screen appears:

b) In the field material: Fill in Material number, ENTER. The industry sector and the material type automatically filled in from the existing record.

c) Click ENTER again. The following screen appears:



d) Select the line “Quality Management” and click the button .

e) System asks for your plant. Enter your plant code and confirm with . If the QM-View is already created appears the message: “Material already maintained for this transaction/event”. Then, if you want to change data for the QM-View you must go to the transaction MM02.

If the QM-View was not created then the following screen appears:



f) Click the button “Insp. Setup” to introduce all the corresponding inspection types for this material. The following screen appears:



g) Click the button “Inspection types” to activate the column “InspType”.

h) Introduce all the required inspection types for this material type (see the point: “Main lists and tables \ Inspection types” to see the inspection types to enter).

i) Important: put all the “Tick” in the column “Active” to activate these inspection types. Put also the “Tick” in the column “Preferred”. See the following example:



j) Click the button to confirm.

k) Advisable to include inspection type 89 (Manual inspection) in all the material, this will enable Quality department to do manual random inspection of the material and batch.

l) Click the save button to create the QM-view for your plant.

2.8.2 Change Material Master QM View (MM02)

If you want to change content in the QM-View material in your plant, Using transaction MM02 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Material MM02 – Change) and:

a) Key in material number, ENTER.

b) Select the view: “Quality Management” and ENTER.

c) Select your plant and ENTER.

d) And now you are able to change with the same screens described in the point “Create (MM01)”.



2.8.3 Display (MM03)

If you only want see the QM-View of material in your plant, using transaction MM03 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Material MM03 – Display) and:

a) Introduce the material number, ENTER.

b) Select the view: “Quality Management” and ENTER.

c) Select your plant and ENTER.

d) And now you are able to display QM data of the material though the same screens described in the point “Create (MM01)”.



3 Inspection plan and Inspection Operations.Materials that subject to quality control, regardless of the application or usage of Material (Raw Material, Merchandises or OMPs) are manage and transact with the same QM procedure and have the same QM requirements. The different is how the inspection lot created (according to the inspection type in Material master) when posting goods movement transaction.

This chapter will explain the (Dynamic) master data, and work instruction in quality inspection.

3.1 Material inspection plan

The inspection plans in SAP R/3 have the following structure:

In the different tasks you can have different inspection plans for the same product and different suppliers.


Task 1

Operation 1

Test Characteristic 1

QM-Module / Quality Planning


Test Characteristic...

Operation 2

Operation...

Task 2

Task...


Inspection plan product 1

Inspection plan product 2

Inspection plan product…


In the different operations you can group the similar Master Inspection characteristics in one operation. It also possible to arrange them according to the Inspection method, or testing steps, or others.

3.1.1 Create Inspection plan (QP01)

To create an inspection plan the following steps must be followed:

a) Go to the transaction QP01 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP01 – Create). The following screen appears:

b) To create inspection plan for material. Type in Material number in the field

“material” If you don’t know the Material number you can use the assistant to search it.

c) Type your plant code and ENTER. The screen with the header details appears. Continue with point “Input the header data”.



0.1.1.1 Input the header data

a) Leave the field “group counter” and plan text (with the product name) as defaulted. The “group counter” identifies each inspection plan.

b) In field “Usage” always “5”. To indicated this is the Quality Inspection Task

c) In field “Status” type “4” if you want create the plan directly with status “active”. You can type “N” if you want create the plan in plan with status “Not Released” , this Inspection plan will not active and cannot use in the inspection lot creation, this is useful when you plan to revise this inspection plan again and again until it is suitable to use, then you can release it by changing the Status code.



d) In the box Parameters for Dynamic modification /Inspection points, enter the inspection point description as for your plant, IF you decide not to use Inspection point, leave this field Blank,

e) In conjunction with the inspection point, enter the correct Sample Drawing procedure as assign to the Inspection point/Plant combination.

f) Select the dynamic modification level and Dynamic modification rule as required in your plant inspection requirement.

g) Click the button “Operations”. The following screen with the operation overview appears:

There is no limitation to the number of operation. It is possible to group several similar Inspection characteristics in the same operation.

Anyhow for easy maintenance, and where possible it is advisable to have just 1 operation.

h) Put in the field “Work centre” of the first line your corresponding work centre code (see the point: “General master data \ Main lists and tables \ work centers”).

i) Type in the field “plant” your plant code.

j) Type in the field “Control key” always “QM01”.

k) Type in the field “Description“ to identify the purpose of the operation.

l) Continue with the point “Input the Master Inspection characteristics”.

0.1.1.2 Input the Master Inspection characteristics

a) Select the operation. Click the button “Inspection characteristics” to go to the “Characteristic Overview”:



There are 2 types of characteristics:

Quantitative characteristics: A numerical value is expected as the result.

Qualitative characteristics: A code is expected as a result, which can be selected from selected set catalogue.

b) Click the assistant button in the field “Master insp. Charac” of the first line of the characteristic overview.

c) Select the plant “AANN” Your Plant code, in the assistant and click .

d) Select the desired characteristic from the list that appears and click .

Important: If one Inspection characteristic is assigned to more than one test method, the search will list same characteristic code for each method. In this case you must select the characteristic with suitable method.

There is possibility that the Inspection characteristic has more than 1 version, always select the highest version.

0.1.1.2.1 Input the quantitative test characteristics

a) Select the Master Inspection Characteristic that just created.

b) Click “Control indicators”: this screen appears. Details of the Master inspection characteristic will appear as per how you set it up.



This screen contains the default setting in the Master inspection characteristic, we need to change some indicator here, and these indicators are only valid only for this inspection plan

c) In the box “Type” you must to select which kind of specification limits combination for the characteristic in this inspection plan,+ The following table shows what kind of inspection results expected and what combination of tick to select, examples:

Inspection results is Lower specif. limit Upper specif. limit Check target value

min. 98%

> 98 %

max. 0,05 %

< 0,05 %

230 ± 10 mg KOH/g

20 – 24 s

1300 mPa*s



d) Box Sample, Always tick the Sampling Procedures

e) The box “Results confirmation” must have the following settings:

Important remarks of the control indicators:

“Required char.” this setting indicated that without recording the result of this characteristic in the inspection lot, we cannot approve this inspection lot.

Only in a few cases we can select “Optional char.” (For example when we want to measure this characteristic to make a statistical but it is no necessary for the approval of the inspection lot).

f) Click the button . The second screen of the control indicators appears. The following settings must be selected:

g) Click and you will see this other screen:


The setting in this screen is defaulted from the Master inspection characteristic

If you change any indicator here, this different setting is valid only for this Inspection plan.


h) Under “decimal places” key in the number of decimal places to record the results of Master inspection characteristic. If you leave free this field, the number of decimal places will be the number default from the master inspection characteristic.

i) The “unit of measure” here can be changed, but must not changed. The test characteristics are created with their normal unit.

j) Input the following specification limits as per the Limitation combination required:

Target value : The value of a quantitative characteristic from which the actual value of the inspection characteristic should deviate as little as possible.

Lower limit : Lower specification limit. This limit doesn’t appear if you didn’t select “Lower specif. limit” in the “control indicators”.

Upper limit : Upper specification limit. This limit doesn’t appear if you didn’t select “Upper specif. limit” in the “control indicators”.


Note: With this text we can see if we have chose a

qualitative or quantitative characteristic.


k) Input the sampling Procedure in the tab Sample

Sample unit of measure and Base sample Quantity will default from the Sampling procedure

0.1.1.2.2 Input the qualitative test characteristics

a) In the characteristic overview, double click over the created characteristic. For the Characteristic details. Select the relevant code group/selected set from the catalog type 1 (Characteristic attributes)

b) Click “Control indicators”:


Note: With this text we can see if we have chose a

qualitative or quantitative characteristic.


c) In the box “Type” you see the tick in the field “Charac. Attribute” when it corresponds with a qualitative characteristic with recording.

d) Box Sample, Always tick the Sampling Procedures

e) The box “Results confirmation” must have the following settings (like in the quantitative characteristics):

Important remark of the control indicators:

“Required char.” this setting indicated that without recording the result of this characteristic in the inspection lot we cannot approve this inspection lot.


The setting in this screen is defaulted from the Master inspection characteristic

If you change any indicator here, this different setting is valid only for this Inspection plan.


Only in a few cases we can select “Optional char.” (For example when we want to measure this characteristic to make a statistical but it is no necessary for the approval of the inspection lot).

Click the button . The second screen of the control indicators appears. The following settings must be selected:

f) Click again and you will return to the characteristic overview.

0.1.1.3 Input the particularities and saving the inspection plan

The particularities are the Long text that Possible to appear (Depend on the setting) in the inspection lots to inform the tester about any particular test conditions.

To enter these particularities you must to continue as following:

a) Go back to the header details with the button (from the characteristic overview you must to click this button two times).

b) Click the button . A screen to write one long text appears. At first of this field appears the name of the product. Leave this name and continue entering your desired text.


Here appear the settings that are selected in the master data for the test characteristic.

If you change here any indicator, this different setting for the characteristic will be only valid for this control plan.


c) After click to return to the header details.

d) Click the button to save all of your entries. The system goes out the transaction and shows the message “Inspection plan with plan group X for material Y is saved”.

e) If during your entries you go out from the transaction, system will ask you whether you want to save the changes.

3.1.1.1.1 3.1.1.3.1 Input the specific Vendor/Customer specifications

In case that there is Vendor/Customer specific specification, then we must create this specifications in the same inspection plan with different material assignment. Proceed as follows:

a) Go to Task list Overview of the inspection plan.

b) Click the button “Material assignment”. The following screen appears:



In the first line of this list SAP put automatically the corresponding assignment.

c) For each different customer with different specific requirements for this product you must to create one line. In each line you must to type the following:

“Group counter”: the same group counter as the first line.

“Material”: the same material number as the first line.

“Plant”: the same plant as the first line (AANN).

“Customer”: the corresponding customer number (go to the assistant if you don’t know this number).

“Vendor”: the corresponding vendor number (go to the assistant if you don’t know this number).

d) Click the button to confirm.



e) Click the button “Operations” to go to the operation overview.

f) Select the operation and click the button “Inspection characteristics” to go to the characteristics overview.

g) Select the characteristic, which have customer/Vendor specific specification, and click the button “Dependent characteristics specs”. The following screen appears:

h) Click the button . The following screen appears with the list of assignments we did in the step C:

i) Put the cursor in any field of the line with the customer/vendor with specific specification and click “Choose”.

j) Select the line created in the screen “Dependent Characteristic Specifications” and click the button “Quant. data”.



k) Click the button to import the generic quantitative data that you have entered for this characteristic.

l) Then change the values of the fields “Lower limit” and “Upper limit” for the specific customer specifications.

m) Click the button to confirm and the button to come back to the characteristics overview.

n) The characteristic is still marked. If you click the button “Quant. Data” you can check that the normal specifications that you have entered are remaining. And if you click the button “Dependent characteristics specs”, select the line of the assignment and click the button “Quant. Data” you can check that here the “ Lower limit” and the “Upper limit” are different.

0.1.1.4 Create an inspection plan using a copy model

Sometimes you want create an inspection plan for a product that have very similar characteristic as the inspection plan for another product. In this case you can use the inspection plan of other product as a reference:

a) Go to the transaction QP01 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP01 – Create).


These values must be changed for the

specific customer specifications

This show that you are editing the

Customer specific Specification, Notice the

customer number


b) Type in the field “Material” Type in Material number of the material you wish to cre-ate inspection plan.

c) Type in the field “Plant” the plant code.

d) Click the button . The following screen appears:

e) Select the option “Inspection Plan” and clicks ENTER. This other screen appears:

f) In the field “Material” Type in material number of the material, which you want to use as a reference.

g) Select in the field “Plant” the plant code, where is saved the inspection plan to copy.

h) Click .



i) The “Header details” screen appears. You can continue as it is described in the above points to change the header details, operations, characteristics, values, etc.

3.1.2 Change Inspection plan (QP02)

If you want to change content in inspection plan of material in your plant, using transaction QP02 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP02 – Change) and:

a) Introduce the Material number.

b) Type your plant code and clicks ENTER.

c) Instead of go to header details, system goes directly to the operation overview.

d) Now you are able to change the content with the same screens described in the point “Create (QP01)”.

3.1.3 Display Inspection plan (QP03).

If you only want display contents of inspection plan of material in your plant, go to the transaction QP03 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP03 – Display) and:

a) Introduce the Material number.

b) Type your plant code and click ENTERS.

c) Instead of go to header details, system goes directly to the operation overview.

Now you are able to see all contents in the inspection plan without changing through the same screens described in the point “Create (QP01)”.

3.1.4 Display changes in Inspection Plan (QP60).

If you want see the history of changes of one inspection plan you must to go to the transaction QP60 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP60 – Display changes) and:

a) In the field “Task list Type” enter “Q”. For Inspection plan

b) Key in Material number.

c) Key in your plant code and click . A screen with the changes history will appear.



3.1.5 Print Inspection plan (QP05, QP08)

If you want to print a list of inspection plans, go to the transaction QP05 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QP05 – Print) and:



a) Introduce one Material number or an interval.

b) Introduce your plant code or an interval.

c) Click the button .

d) You can print the obtained list with the button .

If you want to do the same but only for one product you can also chose the transaction QP08.



3.1.6 Delete Inspection plan (QSR6)

Before deleting the inspection plan you must be sure that the inspection is no longer valid and not in used.

To delete one inspection plan, go to the transaction QSR6 ( SAP menu Logistics Quality Management Quality Planning Inspection Planning Inspection plan QSR6 – Delete):

a) Introduce the Material number in the field “material number”.

b) Type your plant code in the field “Plant for materials”.

c) Click the button . The following screen appears:



d) Click the button “Continue”. The following list appears:

e) The plan is already deleted. You must only to click the button to go out to the transaction.



3.2 Inspection lot for Goods Receive from Purchase order

The inspection lots can be created in SAP R/3 manually or automatically. In case of Cosmos the inspection lot of goods receive activity is automatically created:

When posting of the goods receive form purchase order is done (transaction MIGO). Inspection lot created automatically.

Material Document of the Goods receive activity show the Inspection lot

Click on the icon , to go to inspection lot details,



The inspection lot origin is “01”. “Goods receive”

You can see the description of the different inspection lot origins in the point “Processing (Create QA01, Change QA02, Display QA03)” of this chapter.

SAP R/3 cannot create an inspection lot, if the Material master of the material missing the QM-View with the corresponding inspection type.

During the process of creation SAP R/3 assigns a number to the inspection lot. For incoming goods it is a running number from 1 to 199999999999.

3.3 Inspection lot for Goods Receive from Production order

The inspection lots can be created in SAP R/3 manually or automatically. In case of Cosmos the inspection lot of goods receive activity is automatically created:

When posting of the goods receive form Production order is done (transaction MIGO). Inspection lot created automatically.

Material Document of the Goods receive activity show the Inspection lot



Click on the icon , to go to inspection lot details,

The inspection lot origin is “04”. “Goods receive from Production”




SAP R/3 cannot create an inspection lot, if the Material lacks the QM-View with the corresponding inspection type.


3.4 Inspection lots during production processing.

The Inspection lot will be created automatically when Production order released

At the assignment tab in Production order you will see the Inspection lot number cre-ated for Inspection during production process.

Recommended to create the batch number at the production order creation stage, so the batch number will copy over to the inspection lot and Goods receive.



Details of Inspection lot during Production process

The inspection lot origin is “03”. “Production”


SAP R/3 cannot create an inspection lot, if the Material lacks the QM-View with the corresponding inspection type.




3.5 Inspection lots for refilled products and special cases

These 4 situations are considered special case:

1) Raw material that also can be sold as merchandise (without any manipulation or only changing the packaging).

2) Finished products that come from a storage tank (mix of different batches).

3) Different charges of one finished product that are mixed in the delivery tank.

4) Finished products that change their packaging type.

It is no necessary for all cases (like case 1) to create an inspection lot, only in those cases that it is necessary to do an extra inspection due to a customer requirement.

0.1.1.5 Finished products from a storage tank

These are the products that are produced in mixing vessels and after are sent to a storage tanks. In the storage tanks you find a mixing of different batches.

The situation can be represented for the following picture:

The product is normally send to a storage tank where is mixed with other batches and afterwards this mix is delivered (batch in the picture). But it is also the possibil-ity to produce the same product in the mixing vessel and send it directly to the cus-tomer (batch ß in the picture). The red points in the picture are representing the in-spection after the production and before sending the product to the storage tank. The green points are representing the inspection before the delivery to the customer.


Batch

Batch ß


Case of batch :

2 inspection lots will be created

First, 1 inspection lot each is created with the Goods receive of production orders for batches 1, 2, 3 in the picture, these inspection lots is automatically created (inspec-tion type: 04).

Second, for the batch (Which is the mix of batch 1, 2 and 3), an inspection lot has to be manually created (inspection type: 89).

Case of batch ß: Which is either batch 1, or 2 or 3

With the goods receive of the production order for the batches 1, 2, 3, inspection lot is automatically created (inspection type: 04).

0.1.1.6 Finished products with change of packaging type

This is depended on the process of the company,

Company that using the Packing Production order, inspection lot will automatically created upon the Goods receive of Production order. (Inspection type:04)

Company that Using Material-to-Material transfer, an inspection lot has to be manu-ally created for the new material (inspection type: 89).



3.6 Inspection Lot Processing (Create QA01, Change QA02, Display QA03)

As it is explained before, for Cosmos the inspection lot of incoming goods is automatically created when the booking of the incoming goods is done. But here will explained how to manually create an inspection lot:

a) Go to the transaction QA01 ( SAP menu Logistics Quality Management Quality Inspection Processing QA01 – Create). The following screen appears:

b) In the field “Material” type in material number.

c) In the field “Plant” type in your plant code.

d) The “Insp.lot origin” contains the origin inspection lot. All inspection lots have an inspection lot origin, independent whether inspection lot is created manually or automatically. According to the inspection types, following inspection lot origin codes are available for Cosmos:



Logistic Process Inspection type Examination type

Goods Receive from Purchase order

Merchandises,

Raw materials

01 Automatic inspection lot create during Goods

receive Process.

Goods receive from Production order 04 Automatically inspection lot create during goods receive from production order

During Production process

In-process inspection

03 Automatic inspection lot created together when release production order

Manual Inspection 89 For Miscellaneous Inspection

For the automatically created inspection lots, system assigns the inspection lot origin accordingly to the Logistic Process type.

In this case you are creating a manually inspection lot, then in the field “Insp.lot origin” you must type “89”.

e) Clicks ENTER. The following screen appears:



f) In the field “Batch”, the batch number of incoming goods must be entered.

g) In the field “Insp.lot qty” key in quantity of the controlled batch.

h) Type in the field “Vendor” the corresponding supplier number. (If it is raw material, Merchandise, otherwise left it blank)

i) Introduce in the field “Purchasing org.” your purchasing organisation code. (If it is raw material, merchandise, otherwise left it blank)

j) Click Enter, Sample Drawing Instruction will printed automatically, Message “The sample drawing instruction is printed when you leave the transaction”. Will appear at the status bar



Example of Sample drawing instruction (SAP standard)

k) Click the button to create the inspection lot. The program goes out the transaction and shows the message “Inspection lot XXXX YYYYYYYYYYYY was created” (XXXX is the plant code and YYYYYYYYYYYY is the inspection lot number”.

To change the inspection lot you must to go to the transaction QA02 ( SAP menu Logistics Quality Management Quality Inspection Processing QA02 – Change) and introduce the inspection lot number.

To display inspection lot without changing you can go to the to the transaction QA03 ( SAP menu Logistics Quality Management Quality Inspection Processing QA03 – Display) and introduce the inspection lot number.

3.6.1 Assigning an inspection plan to an inspection lot

If the inspection plan is not created during the inspection lot creation, the system status "CRTD – Created" and "CHCR – Characteristics must be created" is set for the inspection lot.

For inspection lots with this status neither results recording nor making a usage de-cision is possible. Inspection plan has to be assigned manually to the inspection lot using transaction "QA02 – Change inspection lot".

b) Go to the transaction QA02 ( SAP menu Logistics Quality Management Quality Inspection Processing QA02 – Change) introduce the inspection lot number and click ENTER. The following screen appears:



c) Go to the tab "Insp. specifications".



d) Click to the Button "Task list/spec." The system searches for an inspection plan that is valid at the "key date" indicated in the inspection lot. This key date is set to the creation date of the inspection lot. If the inspection plan is created at a date later than the "key date" the inspection plan is not assigned. In this case change the key date in the inspection lot to be the same or later than the creation date of inspection plan.

The following message should appear: “The inspection plan XXXXXX was as-signed to the inspection lot”, where XXXXXX is the plan group counter.

e) After assigning the inspection plan, the sample size has to be calculated. Click to the tab "Sample":



f) Click to the Button "Smpl.". The sample size is automatically calculated and ap-pears the message: “The sample drawing instruction is printed when you leave the transaction”.

g) Click the button .

h) After this procedure results can be recorded and the usage decision is possible.

3.6.2 Inspection Instruction sheet

SAP R/3 possible to automatically print an inspection instruction sheet at the moment of inspection lot creation. This feature must be activated in inspection types.



Independent to the setting in the inspection types, an inspection instruction sheet can be printed manually:

a) Go to the transaction QA02 to change your inspection lot ( SAP menu Logistics Quality Management Quality Inspection Processing QA02 – Change) in-troduce the inspection lot number and clicks ENTER.

b) Click the button or click on the menu “Extras \ Print \ In-spection instruction

c) Click the button .

The standard layout of the Inspection instruction is the following:

3.7 Test Results recording for Inspection lot (QE51N)

Using Transaction QE51N to record the test results of Inspection characteristics in the inspection lot. this transaction allows the user to enter and identify separately different results for different samples/Inspection point in the same inspection lot.



a) Go to the to the transaction QE51N ( SAP menu Logistics Quality Management Quality Inspection Inspection Result QE51N – Results Recording work list). The following screen appears:

b) In the box “Inspection lot selection” enter the criteria to find the desired inspection lot or a list of inspection lots (for example: all the inspection lots in one plants, all inspection lots for one product, or all that are opened, etc.).


Screen description:


1

2


1) Inspection lots list: In this area you see a list with the different inspection lots that fulfil the selection criteria. Symbols:

: Clicking here you can expand or collapse the details display of the inspection lot list.

: Clicking in the right side of this button and selecting “change layout” you can change the display layout of all lines in this list.

: With this button you can change the sorting sequence of the information in the list.

: With this button you can refresh the list with the same selection criteria from the beginning of the selection, or possible do a new selection criteria.

: This symbol identifies the line of each inspection lot.

: This symbol identifies the line of each operation.

: This symbol identifies the line of each sample or inspection point.

: This symbol identifies the line of each characteristic.

2) Screen of data recording: The main buttons of this area are:

: With this button you go to details view of only one single characteristic. To go back to the characteristic overview you can click the button or F5.

: Select all characteristics.

: Delete all selections.

: Create an additional characteristic.

: Make the valuation and close the selected characteristics.

: Close and open the selected characteristics. To enter the results the characteristics must be opened.

The main columns of the area of data recording are:

“Valuation”: In this column appears the valuation of each single value according with the specification limits. The symbol means that the single value agrees with the specification and the symbol means that doesn’t agree with the specification

“Accepted”: a tick will appear here automatically in front of the Inspection characteristic, after closing the results with the button , (Depended on the setting, system may do the automatic closing), if the results agree with the specification.

“Rejected”: a tick will appear here automatically in front of the Inspection characteristic, after closing the results with the button (Depended on the



setting, system may do the automatic closing), if the results don’t agree with the specification.

“Short text for the inspection char.” short text of the test characteristic.

“Specifications”: Specifications for the test characteristics.

“Inspected”: Quantity of valid single values.

“Results”: Column to enter the results.

“Attribute”: In this column you possible to select the different attribute as additional information for each characteristic, it is an optional entry, the impact of each attributes and possible entries are as follow:

“Invalid”: If the value is invalid value and it must not be considered in the average of results for the characteristic. You can select this option as attribute.

“Adjustment”. : This attribute to be assigned in the line of the characteristic with adjustment of the samples before the final adjustments, in order to not consider this result for the final average for the certificate of analysis.

“Not verifiable”: the single value is not verifiable but it is considered in the average of results for the characteristic.

“Not determinable (valid)”: the single value is not determinable but it is valid and then it is considered in the average of results for the characteristic.

“Less than or equal to”: the result can be equal or less than the single value.

“Greater than or equal to”: the result can be equal or less than the single value.

“Estimated”: the single value is estimated.

“Outlier (invalid)”: this attribute is used for invalidate the single values but you can mark with this that you have observed everything is normal in the measurement.

“Insp. descriptn”: Short text to make a remark about the single result.

“LT insp.des. For charac.” Clicking the button you can enter the long text to make a remark about the single result. A screen for the edition of texts appears. The long text must be entered in the second line.

“InspMethodLText”: Clicking the button you can see the long and short text for the inspection method of each test characteristic.

d) Enter the inspection in the inspection lot, Example of how to enter the inspection results:



Quantitative results: Key in the results directly In the field result

Qualitative results: Select the results from the selected set using the button to obtain the list

e) After enter all the results, Click ENTER or . The Valuation Screen will appears, system will automatic valuate the results you entered against the Specification limit in the inspection characteristics. However you possible to change the valuation or Click ENTER or to accept the propose valuation.

Repeated this for all the inspection characteristics

Note: # Depended on your setting in the Inspection plan of material, this MANUAL Characteristic valuation screen in this section (e) may be suppressed. And the Characteristic valuation is then automatically done when you hit enter after entering the inspection results for each characteristic.



Setting in Inspection plan,

In the Create (QP01) or Change (QP02) inspection plan, go to Operation.

Select the operation, and at the operation overview screen, click Operation

details button

At the operation details screen, scroll down to the box, Quality Management: Inspection point.

Select Option 3 Automatic Valuation based on Inspection point definition

And the Inspection characteristic must have the correspond Sampling Procedure to enable Automatic characteristic valuation.#

f) If you need to add the additional inspection characteristic, which was not planned

in the inspection plan, click the button . The next window pop up

Clicks ENTER or . The list of Inspection characteristics will appear. (You cannot add the In completed Copy Model inspection characteristic, only the Inspection characteristic type 1. Complete copy model or X Reference Characteristics are available for adding)



Select the desired characteristics, as a rule if there are several versions listed, select the highest version, Clicks ENTER or . The following screen appears:

Note: it is not possible to change the setting of what kind of specification type in the added inspection characteristic, only the default setting in the Master Inspection Characteristic is possible.

Change the specification limit to the value of material or inspection plan

Clicks . The new Inspection characteristic appears at the end of the list in the characteristic overview.

Repeat the results recording procedure as above

Overview screen when you finished input all the test results.



g) Click the button to save all the results

h) In the List of inspection lots you can select another inspection lot to enter results, or go out the transaction with the button , or double click in the line of inspection lot, that we have already record the results, to go directly to the usage decision record transaction.

3.8 Usage decision for inspection lot

3.8.1 Record Usage decision (QA11)

a) Go to the transaction QA11 ( SAP menu Logistics Quality Management Quality Inspection Inspection Lot Usage decision QA11 – Record). The following screen appears:

Note: Alternatively, at the Results recording screen (QE51N), double click on the Completed (Results recorded) Inspection lot in the list will bring you to the same Usage decision-recording screen.

Type the inspection lot and clicks ENTER. The following screen with the characteristic overview is displayed:



In this overview screen you see only characteristics relevant for usage decision and their results. These are rejected characteristics during the results recording

(e.g. a single value out of the specifications). Clicking the button you can change to the view to display all characteristics and their results.

b) Click the assistant button of the field “UD code” to display the possible usage decisions and select the corresponding one. For all materials testing there is a standard catalogue of usage decisions.

Usage decision descriptionBatch status1 after

usage decisionTechnical use in SAP

OK Product OK The material can be used without

restrictions

Reject Off spec The material is off-spec

c) Click the button to save this decision.

d) When the Inspection lot was save with the UD Status OK, Stock of material that was in the QI status will automatically post to unrestricted use, this is a feature of an inspection lot was created automatically from the goods movement process. But if the inspection lot is created manually, SAP do not do stock movement automatically. In this case QM stock status must be post manually.

If after the usage decision the material is rejected, system automatically set the batch status to “Restricted use” and if there are decision to move to other material or return to vendor or other batches, and the information is already known, then this material



must be posted Manually, by entering the relevant data in the “inspection lot stock” tab

3.8.2 Change or delete Usage decision (QA12)

To modify the usage decision of one inspection lot you must follow the following steps:

a) Go to the transaction QA12 ( SAP menu Logistics Quality Management Quality Inspection Inspection Lot Usage decision QA12 – Change with History). The following screen appears:

b) Type in the field “Inspection lot” the inspection lot number and click ENTER.

e) The same screen as with the transaction QA11 appears:



f) Then you can change the usage decision in the field “UD code”.

g) Click the button to save the new decision. A text screen appears to enter any possible comments.

h) Enter the comments and click to go out from the transaction.

i) Changing Usage decision is based on the same test results in the inspection lot. In case that you need to change the test results and making the new Usage decision, the Old usage decision need to be deleted, in order to open the inspection lot for



to enable changing in test results, to do this, click the UD delete Button.

, Inspection lot status change to UDRE Usage decision reset.

Please note the change in the UD Box, the code Valuation above the UD Code is disappear.

To enable this UD delete functionality, Table, YQM_UD_DELETE must be maintain, by AS/IS

j) Repeat the step in the section recording inspection results to change the Inspection results and step in recording Usage decision for this inspection lot.

3.8.3 Display Usage decision (QA13)

To display the usage decision without changing:

a) Go to the transaction QA13 ( SAP menu Logistics Quality Management Quality Inspection Inspection Lot Usage decision QA13 – Display). The following screen appears:



b) Type in the field “Inspection lot” the inspection lot number and click ENTER.

c) Then you can see the last usage decision in the field “UD code”.

3.8.4 Test report

The results of one inspection lot can be printed out as a test report through the transaction QGA3:

a) Go to the transaction QGA3 ( SAP menu Logistics Quality Management Quality Inspection Info System Inspection Result QGA3 – Print). The following screen appears:

b) In the field “Inspection lot” Key in the inspection lot number to be printed. If you





d) In the field “Output device”, key in your printer code, if not default from your user master.

e) You can have a preview of your printout clicking the button .



Preview of the test report

f) To print the test report, click the button .



4 Certificate of analysisTo send the certificate of analysis to the customers the following Master data must be created:

A certificate profile

The certificate profile assignment

The corresponding recipient (normally, this is responsibility of business unit)

The following points under this chapter explain how to do these creations.

4.1 Certificate profile (Create QC01, Change QC02, Display QC03)

A certificate profile is a standard format/layout for SAP R/3 to create certificates of analysis. It is not necessary to have individual certificate profile for each product because you can use the same profile for all products in the same product family (Products that have similar Inspection characteristic).

To create a certificate profile go to the transaction QC01, to change this profile to the transaction QC02 and to display it without change QC03. Following is explained how to maintain a certificate profile through QC01, the other transactions have the same screens.

4.1.1 Header data

a) Go to the transaction QC01 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Profile QC01 – Create). The following screen appears:



b) Type in the field “Cert. profile” an alphanumeric code for the certification profile. This code must have maximum 10 digits with the following structure:

YYYYXXXXXX

c) In the field “Certificate Type” select the suitable certificate type. The current setting is Y004 Certificate of Analysis to Customer

d) Click ENTER to go to the header data screen:

e) In the field “Name” This is where the layout set of COA will use, currently using Standard SAP “QM_QCERT_01”, Cosmos will defined the standard COA layout.

f) The option “No PDF” has no functionality.

g) The “Search field” and “Short text” are two required text fields that you can enter free text to enable easy search of your profile.

h) Mark the option “Accepted lots only”.


Number or description that can help you to identify your

profile (free enter).

Plant code


4.1.2 Maintaining characteristics

a) In the Header Data screen of the certificate profile (QC-01 Create or QC-02

Change) click the button . The following screen appears:

b) The characteristics must be created in exact order in which they should appear on the certificate of analysis. If same characteristics with different inspection methods should be display on the certificate, the method name in the box “Inspection methods“ must be entered in the detail screen of the characteristic.

The first 30 letters of the short text of the characteristic will appear on the certificate (for this space reason the short text must have maximum 30 letters).

c) In order to be able to add characteristics later on without too much effort, the characteristics should be numbered with 10, 20, 30, etc.

d) To enter the characteristics you have two options:

Manually enter.

From an inspection plan.

The second option it is recommended.

e) You can select more characteristics than the characteristics that are tested. The not tested characteristics don’t appear in the certificate of analysis. But you must have in the certificate profile at least one characteristic that is tested in your inspection lot, otherwise there will an error when sending certificate of analysis.

4.1.3 Adding characteristics from an inspection plan

a) To add the test characteristics from inspection plan go to the menu point “Extras Characteristics from task list”:



The following screen appears:

b) In the field “Material” type the Material number corresponding to material that in its inspection plan have the characteristics that you want to add.

c) In the field “Plant” put the plant code AANN, because all the inspection plans of finished products are created in this plant.

d) “Task list type” =“Q” for inspection plan.

e) A screen with all characteristics appears. Marked the characteristic that you want to include in the Certificate profile



f) With the button you transfer the marked characteristics to the certificate profile.

g) You can change manually the sequence that the characteristics in the certificate should appear.

h) You can repeat these step as many time with different material as you like, until you get all the desired Inspection characteristic in you COA format

4.1.4 Manually adding characteristics

a) To add the test characteristics manually enter first the number in the column “No” (10, 20, 30, etc.).

b) In the column “Category” you must select “Master inspection characteristic”.

c) In the column “Master insp. charac.” Select the required test characteristic using

the assistant

d) Values of the rest of columns will be entered automatically by SAP.

4.1.5 Editing the characteristics area.

After adding the characteristics in the characteristic overview you must edit the char-acteristics area,

The characteristics area is where you can set how and what details of characteristics appear in the certificate of analysis

To edit the characteristic area, select one characteristic or selecting all characterist-

ics, then click the button :

a) Select all characteristics and click the button . The following screen appears:



b) With the buttons you can move you between the different charac-teristics you have selected. You have to change the setting for every characteristic individually despite you have select all the characteristic on the previous step

c) Settings in the box “Data origin”:

Selection in the field “Result origin” always the option “01 Inspection results”

Selection in the field “Short text origin” always the option “01 Short text from master insp. char.”

Selection in the field “Insp. spec. Origin” always the option “01Inspection spe-cification from QM”

Selection in the field “Result selection M” always the option “1 Summary”.

d) Settings in the box “Output control”:

Selection in the field “Output format” always the option “Actual value”.



Selection in the field “Skip strategy” always the option “01 Short text, Func Group text element”.

Leave the field “Unit of measure” as defaulted. The data of the unit comes from the characteristic master data.

In the field “Decimal places” you can define different decimal places as for the Master inspection characteristic, if you want.

A very important setting in this box is the field “Text element”. This setting is to tell the system how to display the inspection results, this setting is independent to the specification type in master inspection characteristic, meaning that, in the master Inspection characteristic, the specification is Lower and upper limit, in COA you may want to display just Lower limit, Only Upper limit or both. Possible setting are

a. The characteristics showed with results as in the Master inspection Characteristic

b. Without results only the Usage decision code

c. With results and specification limits

d. With results, specification limits and marking of special characteristics, etc.

Click the assistant button . The following list appears:

From this list you can select the desired element and click the button . As default and recommended the value that you should select is “0001” (“Value and two limits”).

e) Settings in the box “Texts”:

Selection in the field “Add. Text when not OK” always the option “No”.

Selection in the field “Text for method” always the option “01 Short text”.

f) When you have edited all characteristics click the button to go back to the char-acteristics overview.

g) Save the certificate profile



4.1.6 Releasing and blocking

Certificate profile that created in the above section is not release, so it cannot be used to issue the COA to customer. To activate the certificate profile, we need to release it:

a) Go to transaction QC02 change certificate profile, or during the creation of

Certificate profile. Click the button from the header data screen or from the characteristics overview.

The certificate profile change its status from “CRE” = “created” to “REL” = “released”.

b) Click after the button to save the certificate profile and to go out from the transaction.

If a certificate profile should no longer be used, it must be blocked:

a) Go to the transaction QC02 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Profile QC02 –Change).

b) Select in the field “Cert. profile” the certificate profile to be blocked. If you don’t

know the certificate profile code you ca use the assistant to search it.

c) Click the button “Header data”. Clicks ENTER.

d) Click the button to block the selected profile.

e) Click after the button to save the certificate profile and to go out from the transaction.

4.2 Certificate profile assignment

To use a certificate profile this must be assigned to products and or customers.

Note: In general certificate of analysis is the controlled format applies to all material in the group companies regardless of the customer where the certificate is shipped. A possibility that some customer requesting different certificate of analysis format from BASF standard, in this case the specific certificate format have to be created for the specific customer. Assignment of such certificate is then specific to the ship to party.

4.2.1 Create certificate profile assignment (QC15)

a) Go to the transaction QC15 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Profile Assignment QC15 – Create).

b) In the field “Assignment type” must be selected the option YCA1. Clicks ENTER.



c) There are 3 combinations:

Plant/ Ship-to-party/Material : if you want to assign a specific certificate profile to a specific Ship-to party. This assignment can be on the level of all material to 1 ship to party, 1 material to 1 ship-to party.

Plant/Material : this is the normal assignment where the certificate profile is applies to one or all material in the plant.

Material : this is the assignment where the Certificate profile is applies to all or 1 material in all plants in Asia. This is not the normal assignment, but for the Business unit that want their BU identity throughout the region.

You must decide for the suitable option in your case. Following is explained only the option “Plant /Material”.

d) Select then the option “Plant/Material” and click . The following screen appears:

e) Type in the field “Plant” your plant code.

f) Type in the column “Material” all the Material numbers to assign. If you don’t know

this numbers you can use the assistant to search it.



g) Enter in the column “Profile” the corresponding profile code to be assigned to this product and plant. When you select the profile the columns “CTyp” and “Vers No” are automatically filled.

h) Click the button to save your entries.

The described assignment is at level plant and material, but you possible to do customer specific assignment. In this case you must select the option “Plant/material/Ship to party”.

4.2.2 Change or delete certificate assignment (QC16)

To change a certificate profile assignment or delete it you must use the transaction QC16:

a) Go to the transaction QC16 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Profile Assignment QC16 – Change).

b) In the field “Assignment type” Select YCA1. If not click the button to close the window “Key combination” and change the assignment type to YCA1. Clicks ENTER.

c) Select then the desired “key combination” (here it is explained only the option

“Plant /Material”) and click .

d) The following screen appears:

e) In the field “Material” you can select one material or a range of materials number. If you leave free this field, you will see all the materials.

f) The system will shows all the assignments for this key combination (in this

example: material-plant). Click the button :



g) In this screen you can change the certificate profile assignment.

h) Deleting certificate profile assignment, select the entry you want to delete, Click Edit>Delete and confirm the deletion at the pop up screen

i) Click the button to save your entries.

4.2.3 Display certificate profile assignement (QC17)

To display an assignment without authorization of changing you must use the transaction QC17:

a) Go to the transaction QC17 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Profile Assignment QC17 – Display).

b) In the field “Assignment type” selected YCA1. If not click the button to close the window “Key combination” and change the assignment type to YCA1.

c) If you don’t know with witch key combination it is created the assignment that you

want to view, click the button again, to close the window “Key combination”,

Then click the button . The following screen appears:



Here you can select your searching criteria. If you don’t select anything the systems shows all the assignments. If you select, for example, one plant and one material, then the system shows a list of the assignments for this combination material and plant, etc.

d) Click the button to list the assignments accordingly with the selected searching criteria:

4.3 Certificate recipients (Create VV21, Change VV22, Display VV23)

This is an instruction to request the COA from Sales distribution process, the Coal will print out together with all other delivery document at the specific printer when goods issue posted for delivery order

COA Recipient is actually an output determination record, to enable SAP to determined which delivery order on which condition is requesting for COA and where or what medium the COA is issue.

This COA recipient is the Sales distribution record, which normally maintained from the Sales and distribution menu tree, but also possible to maintain from the QM menu tree.

The certificate recipients are normally maintained by the corresponding business unit but it is also explained how to do that in this handbook.



4.3.1 Create Certificate Recipient (VV21)

a) Go to the transaction VV21 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Recipient VV21 – Create). The following screen appears:

b) The “Output type” specifies the kind and medium of CoA to be produced. There is 1 standard output type for Cosmos, (Company can freely define this for local output Coal)

“ZCOA”: certificates of analysis via printer.

Select the option and click ENTER. The following screen appears:

c) Select “Sales org” and click the button . The following screen appears:

d) In the field “Sales organisation” select your sales organisation code.

e) In the column “PartFl” enter the function AY (Coal recipient, or SH ship to Party).

f) In the column “Medium” select the medium to send the certificate:

Print output.



There are more options but only The Print output is prepared for our transmission mediums.

Click the button “Communication” to indicate the Printer destination (Output device) and how it will print

If you don’t specify the transmission medium then the output device will be:

Defined printer in the customer master data for the certificate of analysis.

Tick Print immediately if you need the COA to print immediately after saving the transaction

g) If you enter no language in the column “Language”, the language is automatically taken from the master data record (Normally EN).

h) Click the button to save your entries.

This setting will instruct the system when the delivery order to customer is created, COA will print together will all other delivery documents

Note: from the example above, meaning that every delivery order in BASF Pakistan will request for COA to be printout, the Material that have COA profile assign will printout COA successfully provided that the batch in the delivery have also the Inspection results.



4.3.2 Change Certificate Recipient (VV22)

To change this recipient data you must use the transaction VV22 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Recipient VV22 – Change) with the same screens as by VV21.

4.3.3 Display Certificate Recipient (VV23)

To display this recipient data without changing any data, you must use the transaction VV23 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Recipient VV23 – Display) with the same screens as by VV21.

.



4.4 Create Certificate of Analysis from QM

This is the process that you can manually create Certificate of analysis from the QM module, there are 3 options on how you created the Coal, depended on the reference document for COA creation.

This process is use when the COA is not automatic printout from the delivery order processing, either from the error in COA determination or setting in the printing of COA. Or in the case that user wants to re-print the COA

4.4.1 Create certificate of analysis for Delivery order (manually from QM, QC20)

a) Go to the transaction QC20 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Creation QC20 – For Delivery). The following screen appears:

b) Select in the field “Output type” the output types “ZCOA”. In order to see all the certificates.

c) Select in the field “Transmission medium” the Medium “1”. For printing

d) Set in the field “Processing mode” one of the following options:



1:“First processing”. If the COA is not print during the goods issue of delivery order due to the setting in the printing mode in COA recipient.

2:“Repeat processing”. If the delivery has already been posted goods issue. COA Printed, but need the repeated copy.

3:“Error processing”. To reprocess the COA that failed to print due to error.

e) Under the box “Shipping point” put in Shipping point where the delivery order been created

f) Under the box “Deliveries” you can put your searching criteria. In the field “Shipping point” you can select the shipping point code.

g) Click the button . You will obtain a list of certificates that fulfil your searching criteria:

h) In this list you can show the delivery date of the product and the GI date. This GI date is the date on which the goods must physically leave the shipping point to reach the customer on time.

i) The column “medium” shows the medium used to send the certificate (1: Printer).

j) Select the delivery to check and click the button “Print Preview” . Important: do

not click the button , because this will trigger the sending of the certificate to the customer.

k) The following screen appears:



In this list, there are different messages to be considered before delivery the certificate. also three different symbols that identifies the type of the message:

: This is an information and/or warning for the user, which doesn’t impede to send the certificate (e.g.: if in the certificate profile there is a characteristic defined that was not test in the inspection lot).

: This is a warning for the user that under some conditions can impede the sending of the certificate.

: This is a failure that blocks the sending of the certificate.

You see here one message with the red symbol, when you click the button the following message appears at the status bar: “Output could not be displayed (if may not be complete)” no further processing until the error is corrected.

If you see all the messages with the green symbol, when you click the button the certificate can be checked. The following screen appears:

- If you click the button “Print” you will Print the selected certificate to the printer indicated in the field “Output device. Not necessary to do this at this moment.

- Click the button “Print preview” to see display the selected certificate on your

screen. After checking the certificate you can click the button to come back to the list of deliveries.



- In the list of deliveries you can click now the button to send the selected certificate to the defined printer in the field “Output device”. After this action a green background appears in the selected line to mark that this certificate was already sent (in this case by printer).

- In the case there are error in the printing process, System will marked the entry with red colour background, select the entry and click Display processing log

, the error log will Pop up.

Process to rectify the problem according to the log and repeat the Create COA from delivery order to printout the COA.

4.4.2 Create certificate of analysis for Inspection lot (QC21)

a) To create certificate of analysis from Inspection lot, you must use the transaction QC21 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Creation QC21 – for Inspection lot)

Enter the inspection lot number that you need to print COA, click execute



b) Pop up Screen to choose the certificate recipient, this certificate recipient is how the text in the COA header appears.

Customer/Vendor number: Customer/Vendor name and address print on the COA header

User definable address, Pop up screen for user to key in Name and address.

No Recipient, Nothing print on the COA header

Click Enter , COA will print.

c) In the case of error, system will give the error message

Rectify the error and repeat the step from beginning.

4.4.3 Create certificate of analysis for batch number (QC22)

a) To create certificate of analysis from Inspection lot, you must use the transaction QC22 ( SAP menu Logistics Quality Management Quality Certificates Outgoing Certificate Creation QC22 – for batch)

Input material number for material that you need to print COA

Input batch number for material that you need to print COA

Input plant for plant that material that you need to print COA



b) Pop up Screen to choose the certificate recipient, this certificate recipient is how the text in the COA header appears.

Customer/Vendor number: Customer/Vendor name and address print on the COA header

User definable address, Pop up screen for user to key in Name and address.

No Recipient, Nothing print on the COA header

Click Enter , COA will print.

In the case of error, system will give the error message

c) Rectify the error and repeat the step from beginning.

4.5 Customer-specific sales information (Create QV51, Change QV52, Display QV53)

If required, a customer-specific text can also be put on the certificate. This text is stored in the Q info record Sales and is updated as follows:

4.5.1 Create Customer Quality info –record (QV51)

a) Go to the transaction QV51 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Quality Info Record: SD QV51 – Create). The following screen appears:



b) Type the customer number in the field “Customer”. If you don’t know this number

you can use the assistant to search it.

c) Select in the field “Sales organization” your sales organization code (see point “General \ Main lists and tables \ Purchasing/Sales organisations”).

d) Click ENTER. The following screen appears:

e) Click the button “New info record”:

f) In the field “Material” , Is material number

g) In the box “Quality inspection” select the option “By customer”.

h) Click the button to start the editor of long text. Write your long text and click the

button to come back.

Important: to avoid a blank line on the certificate, the last line should not be completed with “RETURN”.

i) Click the button to save your settings.



4.5.2 Change Customer Quality info –record (QV52)

To change this text you must use the transaction QV52 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Quality Info Record: SD QV52 – Change) with the same screens as by QV51.

4.5.3 Display Customer Quality info –record (QV53)

To display this text without changing data, you must use the transaction QV53 ( SAP menu Logistics Quality Management Quality Planning Logistics Master Data Quality Info Record: SD QV53 – Display) with the same screens as by QV51.

4.6 Sending a certificate of analysis

4.6.1 Method of sending

As it is explained in the point “Certificate recipients (Create VV21, Change VV22, Display VV23)”, the standard COA output is.

“ZCOA”: certificates of analysis via printer.

There are more options but only Printing is a standard transmission medium.

The system looks first if the Printer destination is maintained in the recipient data (transaction VV21). If not, it looks in the customer master data.

4.6.2 Moment of sending

The certificate of analysis is printed at the same moment when the delivery note is printed, which normally after the goods issue was posted in the delivery order.

In this moment SAP looks which setting is select in the field “Time” of the recipient data (transaction VV21) or in the customer master data:

4: “Send immediately”

In this setting, the certificate is automatically sent to the defined printer immediately after saving the post goods issue of delivery order.

4.7 Certificate of Analsysi interface to QZ

For QZ description, please refer to the QZ documentation. In the following intranet website: http://qz.basf-ag.de/oracle/qzforme.py

Interface to QZ is based on the requirement of the company , this have to customized accordingly, insertion of the Interface description will available as insertion for individual company/requirement


http://qz.basf-ag.de/oracle/qzforme.py


4.8 Monitoring and manually output of certificates (QC20)

If there are error from the above mention step, or you decide not to print the COA Immediately (by select the “time” option “3”) for the recipient or customer, this enable you to check the certificates of analysis before their sending to the customer using the transaction QC20. You can also monitor and manually print the certificates with this transaction, refer to the section 4.4 Create Certificate of analysis from QM.



5 Material management (MM)Although the material management is not a topic of QM-Module. But it is important to know some related topics from the material management for better understanding about the linkage and some information related quality management.

5.1 Batch status

The batch status is an identification to identify the inspection status of the batch, de-pended on the setting and process during the usage decision recording of inspection lot for the batch. Batch with the inspection results with in the specification limits and usage decision is set as Accept the batch, Stock posting will move the batch out of Quality inspection stock and set the batch status as Un-restricted use, If the inspec-tion results is out of specification range or out of the control range the user may want to set usage decision as Rejected, and Post the batch out of Quality inspection stock, but with batch status Restricted, or even decide to return the batch to vendor or to production for rework.

5.1.1 Status of Batch

With transaction MSC2N or MSC3N ( SAP menu Logistics Material manage-ment Material master Batch Change: MSC2N, Display: MSC3N) you can change or display the batch status of the batch

Batch Status

DescriptionDefinition

Un restricted Batch free usable in a production order or delivery



Restricted

Batch is not usable or using the batch with some re-stricted conditions. Batch will not determine to pick in the delivery order, usage need to advise by Quality depart-ment.

In the same transaction you possible to display the inspection lot that related to the batch, to do this, Click Environment>Display Inspection lot.

In the case that the batch have 1 Inspection lot, system display the inspection lot di-rectly on the screen,

In the case there are several inspection lots, System list all the inspection lot

Put cursor on the inspection lot that you want to display and click enter to display the inspection lot, after exiting from the inspection lot display screen system bring you back to the list of inspection lot for further selection.



5.2 Batch Traceability (Batch where used list) and Stock Overview

The knowledge about the batch traceability can be helpful for the Quality people in tracking of where the quality deviation comes from.

5.2.1 Batch traceability, Batch where used list (MB56)

Batch traceability is the function to display the relationship of the batch in the logistic chain, where the batch came from and where the batch is issuing to, or how the batch change from one batch number to the other and the batch status itself.

To see the batch traceability, follows the following steps.

a) With transaction MB56 (( SAP menu Logistics Material management In-ventory management Environment Batch where used list Display MB56)

b) Put in the field “Material” the Material number of the article that you want to see the stock.

c) Select your plant code in the field “Plant”.

d) Select the batch number that you need to view where Used list in the filed “Batch”

e) In the Box type of expansion, select

- Top-down analysis in the case that you need to see where the batch in the field Batch comes from

- Bottom-up analsysis, in the case that you need to see where the batch is issued to.



f) Execute the transaction, you will get a list of the batch where used list

Top down analysis view

You will see that the Batch came from a production order 61076094

Bottom up analysis

You will see that the batch is issuing to the Material 52412111, batch KITTICSM1 Via production order 61076095 and the same batch that under production (Via produc-tion order 61076097) is allocated to Material 52410258 batch KITTICSM1 via produc-tion order 61076097.

g) Double click on the production order line, system will bring you to the production order display,

h) Select the production order and Click on the Inspection lot button , system will display the related inspection lot.



5.2.2 Stock Overview (MMBE)

i) With transaction MMBE ( SAP menu Logistics Material management In-ventory management Environment Stock Stock Overview MMBE) you will display the stock of material under a plant code :

j) Put in the field “Material” the Material number of the article that you want to see the stock.

k) Select your plant code in the field “Plant”.

l) Click the button . A list like the following with the stock for the selected material appears:



This list will breakdown into Quantity that kept under the storage location, and batch number, with the stock category, like:

- Unrestricted use, Quantity that can be used for Production or deliv-ery to customer

- Quality Inspection, Quantity still under quality testing, waiting to re-lease from there

- Reserved, Quantity that been reserved for use in production order.

- Sched. to delivery, Quantity and batch that been picked in delivery order waiting for post goods issue,

- Restricted stock, Quantity that possible to use under the conditions

- Blocked, Quantity that cannot use at all.

- Others.


Documents

QM_BASF