How to do Result Recording

Step 1) From SAP Easy access menu, open Transaction code QA32.
Here, we will inspect the material and record the results against inspection
specification.
1.
2.

3.

Enter Plant Code.

Enter inspection lot origin as "01" which is standard SAP inspection
type used for raw material inspection.
Press Execute to display the list of inspection lot.

Step 2) In this SAP screen,

1.

You can see the inspection lot generated in earlier steps along with
material

2.

Check the SAP system status as REL CALC SPRQ which indicates that
Inspection plan is copied in inspection lot, sample size calculated and
stock posting required from quality stock to unrestricted or any other
stock category.

3.

Press "Results" button and move to next SAP screen to do results

recording.

Step 3) In this SAP screen, you will see the result of inspection lots
1.

You can see the short text of the Master Inspection characteristics
along with specifications like length, surface, visual, etc.

2.

You can see a sample size of 5 calculated automatically by the system

if sampling procedure is assigned in the inspection plan.

3.

Enter your actual results against the inspection specifications.

Press save button to save the inspection results.

How to do usage decision

Step 1) From SAP Easy access screen open same Transaction QA32 with
which we have done results recording in the previous step.
Here, we will do usage decision against inspection lot whether the lot is
accepted or rejected and move the stock from quality inspection.
1.

Enter Plant Code in this SAP Screen.

2.

Enter inspection lot origin as "01" which is a standard SAP inspection

type used for raw material inspection.

3.

Press execute button to display the list of inspection lot along with lot
quantity.

Step 2) In this SAP screen,

1.

Press usage decision button to move to next SAP screen

Step 3) In this SAP screen,

1.

2.

Select UD code as "A" for acceptance of the lot and you can see the
quality score as "100" based on Usage Decision code.
Select Inspection lot stock TAB to do stock posting in next SAP screen.

Step 4) In this SAP screen, we will do stock posting from quality stock to any
other stock category.
1.

We can move the quality stock of 200 to unrestricted stock (ready for
use stock) if the quality results are within expected specifications, which
hits movement type 321 in the background. (Movement Type 321 indicates
the movement of quality stock to unrestricted stock).

Press save button to save the usage decision.

Thus, the stock movement from quality inspection to unrestricted stock, as
shown above, indicates the completion of Raw Material Inspection.
In the next SAP QM tutorial, we will see how to perform "Inprocess
Inspection".
Troubleshooting

Inspection plan must be copied to inspection lot, without which we will

not be able to do result recording and usage decision.
If inspection plan is created after inspection lot, then inspection lot will
get CRTD status. We need to manually assign inspection plan to change
status from created (CRTD) to released (REL). After Inspection lot is
released, then we can perform result recording and usage decision.
The sampling procedure must be assigned in the inspection plan to do
any result recording and usage decision else manually we need to
calculate the sample in the inspection lot.

Inprocess Inspection in SAP QM

In-process inspection (time-based) is used for recording the result for an inprocess quality check for the intermediate and finished product during the
production process.

For example, inspection in every two hours, inspection per shift, etc. We will
be discussing this moving forward.
The "Inprocess inspection" lot will have a reference/ link to a production
order in SAP system.
The routing operation will contain the inspection characteristics which are
needed to be inspected during the in-process checks.
Inspection lot will be generated at the time of production order release. The
inspection type for in-process inspection is '03'.
NOTE: This type of inspection will not control the inventory, but control the
production process.
In-process inspection has following process steps, like
Creation of inspection lots at process Order release
Inspection lot creation in SAP system will be generated automatically at the
time of production order release.

Listing of Inspection lot

To list Inspection lots, you may use the transaction code QA33. The search
criteria can be,

1. Material (s)
2. Inspection lot creation date
3. Inspection dates
4. Plant
5. Inspection type 03
Assign Task list to inspection lot
Task list will be automatically assigned from the routing of material.

Sample calculation
If sampling procedure is attached with the characteristics in the quality
operation of the master recipe, the SAP system will automatically calculate
the sample during the time of lot creation / plant assignment in case of
multiple plans available for a material.

Result recording
Result recording will be done against the inspection lot created against the
production order.

All the characteristics will be shown in the SAP recording screen for input.
The SAP system will give an f4 search for getting code values for attribute
inspection.
For quantitative data, based on tolerance limit (upper and lower), the SAP
system will propose the valuation. In both cases, the inspector can accept or
reject the proposal (Manually).
Usage Decision
When we make the usage decision, you decide whether to accept or reject
the goods in the inspection lot based on the results of the inspection. Once
you have made the usage decision, the inspection is completed. Stock
posting is restricted to the in-process inspection.

In this SAP QM tutorial, you will learn

How to create and release production Order

How to do Result Recording

How to do usage decision

How to create and release production

Order
In this SAP transaction, we will create and release production order, which
will trigger quality inspection lot in SAP system.
Step 1) From SAP Easy access menu, open Transaction code CO01, and enter
the following details.
1.

Input the material code for which production order needs to be

created.

2.

Input production plant in SAP screen.

3.

Enter your production Order type.

After filling in all the fields, click

screen.

or press Enter to go to the next SAP

Step 2) In the next SAP screen enter following details.

1.

Input the production quantity in SAP screen.

2.

Select "Current date" from the drop down box.

3.

Press "release" button to release the order.

Now, we will check if inspection lot has been generated by clicking

"Assignment" tab and moved to the next SAP screen.
Step 3) In this SAP screen,
1.

You can see the inspection lot triggered on the release of production
Order.

After checking the inspection lot, save the order by clicking save button.

How to do Result Recording

Step 1) From SAP Easy access menu, open Transaction code QA32.
Here, we will do in process inspection of the material and record the results
against inspection specification.
1.
2.

3.

Enter Plant Code in SAP screen.

Enter inspection lot origin as "03" which is standard SAP inspection
type used for in-process inspection.
Press Execute to display the list of inspection lot.

Step 2) In this SAP screen,

1.

You can see the inspection lot generated in earlier steps along with
material

2.

Check the SAP system status as REL CALC which indicates that
inspection specifications are copied in inspection lot and the sample size is
calculated. We cannot see SPRQ status (Stock Posting) here, as it is not
applicable/required to transfer quality stock to any unrestricted or other
stock category for in process inspection.

3.

Press "Results" button and move to next SAP screen to do results

recording.

Step 3) In this SAP screen, you will see the result of inspection lot is
generated.
1.

You can see the short text of the qualitative Master Inspection
characteristics like "Visual."

2.

You can see a sample size of "5" calculated automatically by the SAP
system if sampling procedure is assigned in the inspection plan.

3.

Enter your actual results manually against the inspection

specifications.

Press save button to save the inspection results.

How to do usage decision

Step 1) From SAP Easy access screen, open same Transaction QA32 with
which we have done results recording in the previous step.
Here, we will do usage decision against inspection lot, and the decision is
taken whether inspection lot should be accepted or rejected.
Follow the following steps in SAP screen,
1.

Enter Plant Code.

2.

Enter inspection lot origin as "03" which is a standard SAP inspection

type used for in process inspection.

3.

Press execute button to display the list of inspection lot along with lot
quantity.

Step 2) In this SAP screen,

1.

Press usage decision button to move to next screen

Step 3) In this SAP screen,

1.

Select UD code as "A" for acceptance of the lot and you can see the
quality score as "100" based on Usage Decision code. You can see that
there is no "Inspection lot stock" tab to do any stock posting as we saw in
the raw material inspection.

Press save button to save the usage decision and hence in process inspection
is completed.
In next SAP QM tutorial, we will see how to perform final Inspection after
production.
Troubleshooting

Inspection characteristics from routing data must be copied to

inspection lot, without which we will not be able to do result recording and
usage decision.
If inspection characteristics are added in routing after inspection lot,
then inspection lot will get CRTD status. In such case, we need to manually
assign inspection specifications to change status from created (CRTD) to
released (REL). After Inspection lot is released, then we can perform result
recording and usage decision.

The sampling procedure must be assigned in the inspection plan to do

any result recording while the usage decision is done manually. We need
to calculate the sample in the inspection lot.

Final Inspection after

Production goods receipt in
SAP QM
Inspection against Production GR- this inspection will be
based on production confirmation against a production
order.
The inspection lot (with inspection type 04) will be created
at the time of Good receipt against production order.
The SAP system will generate a unique inspection lot which
will have the information of production order, Inspection
specification and sampling.
A separate lot will be generated for each GR line items
(batch) in the confirmation.
The stock will remain in Quality inspection stock until the
inspection is completed (Usage decision is made).
Final inspection after production has following process
steps in SAP system, like
Creation and Confirmation of Production Order
A good receipt will happen in the procurement process as
a part of purchasing. Good receipt generally occurs against
a purchase order or schedule agreement.

Against each GR line item, the SAP system will

automatically generate one inspection lot which contains
details of the purchase like vendor, date of purchase,
inspection specifications and sampling details.
Listing of Inspection lot
To list Inspection lots, you may use the transaction code
QA33. The search criteria can be,

1. Material (s)
2. Inspection lot creation date
3. Inspection dates
4. Plant
5. Inspection type "04"
6. Batch
Attaching inspection plan and release the
inspection lot
The SAP system automatically assigns the inspection plan
to the material with task list type '05' (Goods receipt
inspection). If more than one inspection plan exists for the
material, we have to

1. Assign the proper inspection plan to the material

2. Calculate the sample
3. Release the lot for inspection processing.
Sample calculation
If sampling procedure is attached with the inspection
plan / material / characteristics, the SAP system will

automatically calculate the sample otherwise manually go

to the lot and calculate the sample.
Result recording
Result recording will be done against the inspection lot
created at the time of Goods Receipt.

All the characteristics will be shown in the SAP recording

screen for input. The SAP system will give an f4 search for
getting code values for attribute inspection.
For quantitative data, based on tolerance limit (upper and
lower), the SAP system will propose the valuation. In both
cases, the inspector can accept or reject the proposal
(Manually).
Usage Decision
When we make the usage decision, you decide whether to
accept or reject the goods in the inspection lot based on
the results of the inspection. Once you have made the
usage decision, the inspection is completed.

Stock posting
In Final inspection after production, inventory
management is in place at the time of usage decision, and
we can transfer the Quality stock into relevant stock
categories like,

1. Unrestricted usage
2. Blocked
3. Scrap
4. Different material
5. Sample

6. Return to vendor
In this SAP QM tutorial, you will learn

How to create and confirm Production Order

How to do Result Recording

How to do usage decision

How to create and confirm

Production Order
In this step, we will create and confirm production order
which will trigger automatic goods receipt and hence
inspection lot would be generated.
Step 1) From SAP easy access menu, open Transaction
code CO01, and enter the following details.
1.

Enter Material Code for which you want to create

production order.

2.

Enter your production plant code.

3.

Enter production order type.

After filling in all the fields, click

the next SAP screen.

or press Enter to go to

Step 2) In this SAP screen, we will create the production

order.
1.
2.
3.
4.

Enter the production order quantity.

Select "current date" from drop down box and press
enter from the keyboard.
Press "Release" button from top to release the order.
Press "Goods Receipt" tab to check if the quality
inspection is activated or not.

If it is activated, you will see "quality inspection" stock will

be populated against stock type in next step.
Step 3) In this SAP screen, we will check quality inspection
flag in the production Order.
1.

You can see stock type as "quality inspection" which

means after confirmation and goods receipt of
production order, inspection lot would be triggered, and
the stock will hit quality inspection stock.

After saving the screen by clicking save button, Production

order will be created.
.

Step 4) From SAP Easy access menu, open Transaction

code CO11N.
Here, we will confirm and post goods receipt against
production order.
Enter below details
1.

Enter the production order number created in the

previous step. After entering order number, all details
would be populated automatically.

2.

Press "Goods Movement" tab to move to next screen,

where we will post goods receipt and goods issue of
components.

Step 5) In this SAP screen,

1.

You can see Goods receipt would be posted for

material S-1003 for 20 EA, which would trigger
inspection lot.

Click save button to Save the

Order.
After posting confirmation and Goods receipt against
production order in SAP system, the next step is the
quality result recording.

How to do Result Recording in

SAP System
Step 1) From SAP Easy access menu, open Transaction
code QA32.
Here, we will inspect the material and record the results
against inspection specification.
1.

Enter Plant Code in SAP screen.

2.

Enter inspection lot origin as "04" which is standard

SAP inspection type used for raw material inspection.

3.

Press Execute to display the list of inspection lot.

Step 2) In this SAP screen,

1.

You can see the inspection lot generated in earlier

steps along with material

2.

Check the SAP system status as REL CALC SPRQ. This

status is a confirmation for the activities like,

Inspection plan is copied in inspection lot

Sample size calculated and stock posting required
from quality stock to unrestricted or any other
stock category.
3. Press "Results" button and move to next SAP screen
to do results recording.

Step 3) In this SAP screen, you will see the result of

inspection lots
1.

You can see the short text of the Master Inspection

characteristics along with specifications like length,
surface, visual, etc.

2.

You can see a sample size of 5 calculated

automatically by the system if sampling procedure is
assigned in the inspection plan.

3.

Enter your actual results manually against the

inspection specifications.

Press save button to save the inspection results.

How to do usage decision

Step 1) From SAP Easy access screen open same
Transaction QA32 with which we have done results
recording in the previous step.
Here, we will do usage decision against inspection lot. The
inspection lot is either accepted or rejected if accepted it
will be moved from the quality inspection to stock posting.
1.

Enter Plant Code.

2.

Enter inspection lot origin as "04" which is a standard

SAP inspection type used for a final inspection after
production.

3.

Press execute button to display the list of inspection

lot along with lot quantity.

Step 2) In this SAP screen,

1.

Press usage decision button to move to next screen

Step 3) In this SAP screen,

1.

Select UD code as "A" for acceptance of the lot and

you can see the quality score as "100" based on Usage
Decision code.

2.

Select Inspection lot stock TAB to do stock posting in

next SAP screen.

Step 4) In this SAP screen, we will do stock posting from

quality stock to any other stock category.
1.

We can move the quality stock of 20 to unrestricted

stock (ready for use stock) if the quality results are
within expected specifications, which hits movement
type 321 in the background. (Movement Type 321
indicates the movement of quality stock to unrestricted
stock).

Press save button to save the usage decision.

Thus, the stock movement from quality inspection to the

unrestricted stock category, as shown above, indicates the
completion of Inspection after production.
In next tutorial, we will see how to create quality
notifications.
Troubleshooting

Inspection plan must be copied to inspection lot,

without which we will not be able to do result recording
and usage decision.
If inspection plan is created after inspection lot, then
inspection lot will get CRTD status. We need to manually

assign inspection plan to change status from created

(CRTD) to released (REL). After Inspection lot is released,
then we can perform result recording and usage
decision.
The sampling procedure must be assigned in the
inspection plan to do any result recording and usage
decision in a case where manually you need to calculate
the sample in the inspection lot.

Quality Notification in SAP QM

SAP QM Quality Notification contains functions for capturing and processing
different types of problems or defects which are identified during inspection
(for example, defects resulting from poor-quality goods).
SAP QM Quality notifications
are utilized to analyze the
recorded defects and perform
root cause analysis of these
problems.
In particular, the SAP QM notifications can help you to process internal and
external problems such as:

External Complaints filed by

customers
This is standard SAP quality notification type Q1 that deals with the problem
associated with quality of goods delivered to the customer. This is used to
record customer complaint and take action against the problem reported by
the customer.

External Complaints against vendors

This is standard SAP QM quality notification type Q2 that deals with the
problem associated with quality of goods delivered by the vendor. This is
used to record a complaint against vendor and take action against the
problem identified during an incoming quality inspection of materials.

Company-internal problems
This is standard SAP QM quality notification type Q3 that deals with the
problem associated with quality of goods which is originated inside the

company. This is used to record internal problems, which are identified

during in-process quality inspections in the shop floor.
The SAP QM quality notifications contain various features and functions.
In general, SAP quality notification can be used to:
Elaborate a problem and identify the affected reference objects (for
example, material, vendor, manufacturer, and customer)

Record and store the names of all personnel (partners) who are
directly associated with the defect.

Define processing specifications for the SAP QM quality notification

(for example, mentioning a time range within which the defect should be
fixed and allocating a priority to the notification)

Capture individual defect items pertaining to the problem and analyze

the root causes of the defect.

Mention the corrective actions to be taken (for example, tasks that are
executed immediately or corrective activities that are executed after a
deep analysis of the defects)

Track the implementation of corrective actions through status

management features of notification. It has a various status such as
release, put in process and completed.

Capture all activities and tasks that have been carried out for the
problem rectification.

Document the nonconformity costs incurred during analysis and

resolving a problem.

Various types of reports pertaining to the problem can be printed,

faxed and exported.
In this SAP QM tutorial, you will learn

How to record defects and create quality notification

How to release & complete notification

How to record defects and create quality

notification
In this step, we will record the defects when quality results are out of
tolerance limits after doing the analysis in SAP sytem.
Step 1) From SAP Easy access menu, open Transaction code QA32, and enter
the following details.

1.

2.

Select the inspection lot in which results are recorded and have SAP
system status as "RREC."
Press "Defects" button from the top of the SAP screen.

After pressing defects button, we will move to the next SAP screen.
Step 2) In this SAP screen,
1.

Select the code group "Length" and Code "Too Long" which is the
defect we have found after doing the analysis.

Step 3) In this SAP screen,

1.

You can see the material code and inspection lot against which we
have created the defects.

2.

You can see the defect code length which is "too long."

3.

Press "Notification Button" on top to create a quality notification.

You will get the message as "quality notification created".

How to release & complete notification

Step 1) From SAP Easy access screen open Transaction QM02.
Here, we will release and record the tasks & activities to complete the quality
notification.
1.

Enter quality notification number which we have created in the

previous step.

Press Enter button from the keyboard to move to the next SAP screen.
Step 2) In this SAP screen,
1.

You can see the Purchase order number against which we have
received the defective goods.

2.

3.

You can see the inspection lot which is linked with the purchase order
number.
Press "Items" Tab to move to the next SAP screen.

Step 3) In this SAP screen,

1.

2.
3.

You can see the defect code as "too long" which we have entered in
previous steps.
Press release button to release the notification.
Press "causes" button to define the cause of the problem and move to
next SAP sub screen.

Step 4) In this SAP screen, we need to mention the cause of the identified
defect.
1.

Here, select code group "QM" for the cause which means it is a design
fault.
These code groups are configured based upon the business requirements.

2.

Press "Tasks" button to move to the next SAP sub screen.

Step 5) In this SAP screen, we need to mention the tasks to be performed

after identification of a defect.
1.

2.

Here, select code group "QM- G2" for the tasks, which means rework
needs to be done. These code groups are configured based upon the
business requirements.
Press "Activities" tab to move to the next SAP sub screen.

Step 6) In this SAP screen, we need to mention the activities to be performed

after identification of a defect.
1.

2.

Here, select code group "QM- G2" for the activities which means a
special complaint to be filed against the vendor. These code groups are
configured based upon the business requirements.
Press "complete" button to complete the notification process.

Troubleshooting

Inspection plan must be copied to inspection lot, without which we will

not be able to do result recording and usage decision.
If inspection plan is created after inspection lot, then inspection lot will
get CRTD status. And we need to manually assign inspection plan to
change status from created (CRTD) to released (REL) in SAP system. After
Inspection lot is released then only, we can perform result recording and
usage decision.
The sampling procedure must be assigned in the inspection plan to do
any result recording and usage decision or else manually we need to
calculate the sample in the inspection lot.
Code groups and codes need to be configured which depends on the
business needs to process quality notifications.