How the QM Interface Process Works - SAP WM

The Warehouse Management (WM) application interface to the Quality Management (QM) component allows warehouse administrators to manage and track inspection lots that are stored in the warehouse.

How the QM Interface Process Works

The primary processes in the interface between WM and QM function as follows:

  1. Based on the inspection data in the QM view of the material master, the system can create an inspection lot when you post a goods receipt in the Inventory Management (IM) component. The QM inspection data also determines whether an inspection lot is to be inspected with an inspection plan and determines the quantity of the material that is to be selected as an inspection sample.
  2. In WM, the normal process takes place for the goods receipt posting in IM — the system creates a quant in the interim storage area and, depending upon the system definition, a transfer requirement in WM. An inspection lot number is noted in the quant in the interim storage area and in the transfer requirement. The system stores the interim storage bin coordinates in the inspection lot itself.
  3. If a usage decision has not yet been made for the inspection lot, the system displays a dialog box to inform you that a sample quantity exists when you process the transfer requirement for the goods receipt in WM. (This dialog box can also be processed in the background.)
  4. In QM, a usage decision is made after the inspection has been completed. The resulting postings are passed on via the IM component to WM and there they initiate stock removals or posting changes. For more detailed information, refer to the section Examples: Making a Usage Decision.

Making Stock Placements Using the QM Interface

Making Stock Placements Using the QM Interface

Purpose
Once materials have been inspected, a usage decision must be made in the QM component. How transfer requirements are handled varies depending on the situation. For stock placements based on transfer requirements that contain an inspection lot, two different situations exist:

  • The usage decision in QM has not yet been made.
  • The usage decision in QM has already been made.

For each of these situations, how you process the transfer requirement is described below.

Process Flow

  1. The usage decision in QM has not yet been made.
    When you create the transfer order for the transfer requirement, the system displays a dialog box with information about the inspection sample quantity calculated by QM. You can decide at this point what to do with the sample quantity in WM.
  2. The entries required in the dialog box can be preset in Customizing. Using an additional switch, you can control whether the dialog box is to be processed in the background or in the foreground with the values from Customizing.

    If all the required entries exist in Customizing, this makes it possible to process such transfer requirements via direct or automatic transfer order creation.

    The following options are available in the dialog box:

    1. Sample quantity remains in the goods receipt area
      This means that the sample quantity is deducted from the quantity to be placed into stock. Standard stock placement transfer orders are created for the remaining quantity.
    2. In the inspection lot, the system records that the inspection sample quantity has been retained at the goods receipt area. In the transfer requirement, this quantity is kept as the open quantity. Further processing of this open transfer requirement quantity is only possible after the usage decision has been made.

    3. Transfer inspection sample quantity to the inspection sample storage bin
      At this point, you can either enter the storage type and the storage bin manually or you can have these determined by the system based on the defined stock placement strategies. You can overtype the pallet quantities proposed by the system or you can select the option “Round off to full pallets”. The system creates a transfer order item for each pallet. When you create the transfer order, the storage bin determined and the transferred quantity are entered into the inspection lot. If the inspection sample quantity is not supplied in full, the dialog box will be displayed again with the next stock placement for this transfer requirement. The storage type and the storage bin can no longer be changed. The remaining quantity is displayed on the screen.
    4. Place quantity into storage
      This means that the entire transfer requirement quantity is placed into stock. In the inspection lot, the system records that the inspection sample quantity is stored in an unknown storage bin. In the inspection lot, the storage bin entry is deleted.
    5. Skip the transfer requirement item
      This means that no transfer requirement is created for this transfer requirement item. The data in the inspection lot is not updated. This transfer requirement item remains open and can be processed at a later time.

    SAP recommends using option a or b.If IM postings that relate directly to the inspection sample quantity arise from the usage decision in QM (goods issue to inspection sample or goods issue to returns), these postings take place in WM in the storage bin that is noted in the inspection lot so that no additional transfer order is required for this posting. Any open transfer requirements are canceled. Transferring the quantity to an inspection sample storage bin is appropriate if the sample is damaged during the inspection or if the inspection posting is complete. If the goods receipt quantity is always handled in the same way after the inspection has been closed (for example, release the entire quantity or return the entire quantity to the vendor), then you should decide on option a since, in this case, you always have an open transfer requirement that you can use to transfer the inspection sample quantity.

  3. The usage decision is already made
    The stock placement transfer requirements are processed as if QM did not exist. The transfer requirement does not receive an inspection lot number and no dialog box is displayed.
  4. Make sure whenever you have inspection stock (and this stock belongs to different inspection lots) that the quants of these materials do not get mixed up in the storage bins. This can happen especially if you are using stock placement strategy “I “ (addition to existing stock), “C” (open storage) or “B“ (bulk storage). In the quant, only one inspection lot can be recorded. If the quant amount of a material belongs to different inspection lots, WM can no longer select the correct quants automatically based on a usage decision (for example, returns to vendors).

Examples: Making a Usage Decision
Based on the usage decision in QM, there can be three different action types in WM:

  1. Posting changes
    For posting changes from quality inspection to unrestricted-use stock, a posting change notice and 2 interim storage quants are created in WM. When you create a transfer order for this posting change notice, WM automatically selects all quants for this inspection lot no matter where the material is located in the warehouse. If a transfer requirement still exists for this inspection lot, the material data in this transfer requirement is changed in accordance with the posting change notice (in this case the stock category is changed from “Q” to “available”). If you decided to retain the inspection sample in the goods receipt area, this transfer requirement remains open and must still be processed.
  2. Picks
    Material is returned to the vendor, or there is a goods issue to scrap or a stock transfer to another storage location. In this case, a negative quant is created in WM in the goods issue interim storage area. If there is still a stock placement transfer requirement for this inspection lot, it is reduced by the stock removal quantity.
  3. Depending on the setting in the movement type, the system creates a transfer requirement for the stock removal. An exception to this is when the interim storage bins in the transfer requirement to be created and in the transfer requirement to be canceled are the same. In this case, the system does not create a stock removal transfer requirement.

    In WM there is no stock placement before the usage decision, that is, the complete goods receipt quantity remains in the GR Area (interim storage area for goods receipts) and the stock placement transfer requirement is completely open. The usage decision triggers off the process “Return to vendor”. Now, if the movement type of the return delivery is set so that the dynamic coordinate “Purchase order number” is used, the interim storage quant is balanced, the stock placement transfer requirement is canceled, and no new transfer requirement is created. Therefore, if the complete GR quantity is to be returned to the vendor, no further actions in WM are required.

    If the goods receipt quantity is already placed into stock and if it has to be removed again on the basis of the usage decision, the system will only select those quants that belong to the respective inspection lot when the stock removal transfer requirement is being converted into a transfer order. If the system cannot automatically select quants for the required stock removal amount, you can display the material stocks without inspection lots from the stock overview during transfer order creation. For this purpose, choose Edit Inspection lot Ignore from the stock overview.

  4. Direct postings from the inspection sample storage bin
    This process is only supported for inspection sample quantities that can be posted from the usage decision for “goods issue to inspection sample” and for “goods issue to returns”.
  5. If the inspection sample quantity for each transfer order is reposted during goods receipt to an inspection sample storage bin, the stock in this storage bin is reduced by the two postings directly from the usage decision. No further action in WM is necessary.

    If the inspection sample quantity remains in the goods receipt area during the goods receipt process, there is also a stock reduction in this storage bin. Also, the open transfer quantity is reduced by the respective quantity. No further actions are required in WM.

Automatic transfer order processing in the background
As a rule, automatic transfer order creation in the background is possible for all processes directly from the usage decision. This can be set in the movement type in the WM Customizing application.

Automatic transfer order creation is prevented internally by the system if more than one IM posting is created for which a transfer order is to be created automatically. The reason is that in this case the automatic quant determination is not possible during transfer order creation. The postings “GI to inspection sample” and “GI to returns” are exceptions if the respective quantity is in the inspection sample storage bin or still in the goods receipt area.

Table: Clarification of Logic

It is understood that for all the movement types involved, the setting “automatic transfer order creation” is defined.

Total Inspection Lot Quantity: 100 pieces

Total Inspection Lot Quantity: 100 pieces

Total Inspection Lot Quantity: 100 piecesTotal Inspection Lot Quantity: 100 pieces


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