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Quality Testing process

Hi,

What should be the process for the following first question scenario's as we are not following standard SAP system like doing the GRN then inspection lots get generated, recording result and UD ?

First Question - Tanker arrives in our plant, weighment is been done on weigh-bridge and inspection is been done by quality department before GRN of material, if the material passes the quality then material is been GRN and material is been transfer to storage tank or else return back to vendor without doing anything in SAP. Then next tanker comes and same process is been followed.

Second question is that once the tanker has been unloaded in storage tanker then previous results lots get lost as material got mixed, so how to handle this too as there is no batch number system.

Regards,

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6 Answers

  • Best Answer
    Posted on Dec 28, 2013 at 07:25 PM

    As to your second question, yes.. you have a real problem there.

    Since you don't batch manage the material you need to explain to us what you want to do with the testing results and what you are doing with the material.

    If all the material goes into production, then do you need the results for anything else? As long as it always mixed with good material what does it mater at this point?

    If you use the same tank to fill out going tankers or fill other types of containers and you resell the material, well than you have other issues. You would need to take a sample of the tank after mixing and test that. Than what happens to that depends again on what your requirements are. You need to explain more as to what you intend to do with the results.

    Craig

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    • Hi,

      I would like to answer your First Question.

      inspection is been done by quality department before GRN of material, if the material passes the quality then material is been GRN

      This simply looks "Source inspection" scenario to me. Normally source inspection is done at Vendor's end but in your scenario it can be used as inspection is done before GRN.

      Search for "Source Inspection" on this forum, there will be lots of posts.

      Amol.

  • Posted on Dec 28, 2013 at 07:20 PM

    To your first question:

    You should do the GRN for the expected qty of material. The inspection lot is automatically created and results recorded. If the results fail, the truck is sent back. In the stock posting, you post the entire quantity to "Return to Vendor". If you are using standard as delivered SAP and haven't changed the movements for the stock postings, the material is removed from inventory and its as if the GR never happened. The PO remains open for a replacement tanker.

    If they OK the unloading based on the results the tanker is unloaded and the truck is reweighed. The lab is notified of the actual quantity delivered. If the qty received is less than the expected amount, the lab posts the actual quantity to unrestricted stock and the difference to "Return to Vendor".

    If the amount delivered is greater than expected, my preferred process would be for the UD to then be done by the lab. The receivers on the dock unloading the tanker than do an additional GR for the difference. A second lot is created for this difference. The lab can than force close the second lot and make the UD without recording any additional results.

    An alternative to that is to have the lab adjust the inspection lot quantities in the inspection lot. That is not recommended because it might affect invoicing depending on the material and how you pay for it.

    Also, check the SAP Chemical Solutions here: 905 – Quality Management in Procurement

    Look at procurement for tank trucks. In this they recommend you create a manual inspection lot for the material, (89 inspection). It's not clear but I would assume results are recorded. A GR is then done for the actual amount of material delivered. This goes to unrestricted inventory I assume. (the slides are not clear). You then make the UD on the 89. I personally don't like that process and the slide and explanation leaves out a lot of details. You could alternatively have a second 01 inspection lot created at the GR. Then copy the results from the 89 to the 01 manually or via the copy results functionality. Then make the UD and post to stock.

    Craig

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  • Posted on Dec 30, 2013 at 10:18 AM

    Hello Sun Riser

    For the first part I would suggest Craig`s proposal.

    For the second part of the problemm, I would suggest you to use inspection points.

    You can configure the more appropriate fields for tracking your bulk material receipts. eg: vessel/container or truck number, date and time also in case you could receive the same vessel more than once in a day.

    The results recording per inspection point will give the traceability you need with no need for a material batch.

    Gaston


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  • Posted on Dec 28, 2013 at 04:27 AM

    Hi,

    For the first question, I don't think you actually need to do anything in SAP since you don't use it at all. Let the material come, get it inspected by QA inspector. Now,

    • If QA accepts, Do GR and and post it to desired storage location.
    • If QA rejects, return the truck to Vendor.

    Your second question, please clarify which are the results you are talking about if no inspection lots are being generated and result recording/UD is not done. I didn't follow your second question.

    Besides in other way, you can have 01 inspection lots for non batch managed material also and can be tracked on the basis of GRN num (Material document) or PO also. But to achieve this, you would need inspection lot after the GR which you are not doing. I'm bit confused. Pl clear your second point.

    ntn

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  • Posted on Dec 31, 2013 at 03:55 AM

    I'm still not able to understand how would you record the results of different tankers when you do not go for any inspection lots after GRN? Are you looking at manual inspection lots??

    Solutions suggested by Mr Craig and Gaston are very acceptable but, without inspection lots, how would you achieve that??

    Kindly throw some light over this part.

    ntn

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  • Posted on Jan 02, 2014 at 02:56 PM

    You can use source inspections to have an inspection lot created prior to the receipt is done in the system.

    For source inspections you need to maintain quality info record, in which you can specify how many days in advance insp lot should be created.

    When goods arrive physically in the warehouse and are inspected, use the inspection lot to record results. If results are good, then receive in SAP. If not good, then do not receive.

    As mentioned by other contributors, you can use inspection points to differentiate between different receipts.

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