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Update UD Code date while doing usage decision for physical samples

Dear Experts,

We need to do inspections and make usage decision for backlog physical samples.

Since we are doing this today, system is taking current date as UD code date (QAVE-VDATUM) while doing Usage decision.

Is there a way to do back dated usage decision ? As our billing logic is based on UD Code date of physical samples.

Note: we are not doing any stock posting. just need to update the UD code date.

Regards,

Himanshu Arora

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4 Answers

  • Best Answer
    Posted on Jun 28, 2019 at 02:34 PM

    After thinking of this more I think I would recommend you create an additional tab for your physical samples instead.

    Please look at that BADi info in config.

    Quality Management-->Environment-->Tools-->Business Add-Ins-->Quality Inspection-->Business Add-In for Processing of Data on Sample Tab Page

    This is an SAP Badi that allows you to create an additional tab for your samples. Then add an additional field on to the tab by creating a customer-specific append structure to the QPRS_ADDON structure.

    I'd add on a field called "BILLING DATE"

    This can be manually updated or you could use other user exits to update it and maintain it, such as QPRS0003. Or a follow-up action from a UD code. Or a user exit that is triggered when the inspection lot for the sample is triggered. Any of them could be used to update the custom physical sample field.

    This process than could be a standard process for you in case this happens again. Normally you populate it with the UD Code date from a follow-up action but if for some reason you would need to change it, you can do so via QPR2. That could then be updated by an LSMW if you had a need to do a whole bunch of them.

    Classification of the inspection lot could still work but I think it might be more involved. This should be pretty easy to implement.

    Craig

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  • Posted on Jun 27, 2019 at 02:17 PM

    No, Back dating a UD is not allowed under standard SAP. I do not believe it would meet GMP/GLP.

    I could theoretically create an inspection lot and backdate the UD to show material approvals when the material wasn't even made yet. While it would allow me to correct some things and maybe make my life easier, it could also allow a less than scrupulous lab, or lab person to falsely document product releases.

    I'd ask one: Is there a better process to base billing logic on to start with?

    Two: if billing date is based on UD code date I'm guessing there is a contractual reason for that. I guess it would depend on the reason why you need to back date these. Was the work actually done then and the lab is behind on paperwork (SAP work)? Are these batch managed samples, (i.e. materials)? If that case maybe a separate date characteristic can be added to the batch which can be updated when needed. Then change the billing logic to first look at the batch characteristic for an "override" date. If that is null, use the UD Code date.

    Another option is to set up classification of inspection lots or the UD in the classification system. Then create and add a characteristic "Billing Date" to the class. Then when making the UD this date can be updated. A follow-up action can be incorporated to do this as well. I.e. if null, update with UD current date, else keep existing date.

    Craig

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  • Posted on Jun 28, 2019 at 09:41 AM

    Hi Craig,

    Thanks for your suggestions.

    Just to brief you about business process and to answer your questions:

    Yes, these are batch managed samples. which are going to be created at project area where actual work take place.

    These samples will be sent to lab for inspection and based on clients requirement they will be inspected in particular month. Billing will take place only for those samples which will be inspected in the particular month irrespective of sent date or creation date.

    We have done go-live in April and due to huge amount of previous FY pending data at lab user is lagging behind the backlog and still in a phase to record the inspection of samples which were actually inspected in April or May and billing was done in that particular month using their legacy system. So if i inspect them today based on current logic (check UD code date) it will come in current month billing. which is wrong!

    As per my understanding, we can only transfer numeric and character characteristic data from inspection to batch characteristics so including date characteristic in batch wont work i guess. Also, in this case, i have to change all MIC's.

    Could you please shed some light about the last suggestion proposed by you ? set up classification of inspection lots or the UD in the classification system. Did you mean, creation of 005 class and assigning it to MIC classification ? and enter the result in Additional info ?

    As this is one time activity, i am planning to maintain a Z-table with all the inspection lots which were billed and skip them during latest billing or another way is to add a date field in result recording/UD and make a validation based on that. Is this sounds good to you?

    Regards,

    Himanshu Arora

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  • Posted on Jul 01, 2019 at 07:39 AM

    Hi Craig,

    Thanks for your valuable suggestion.

    I haven't got the chance to check this BADI yet. I will check this out today.

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