Performing Quality Inspection (QI) Requests for Received Purchased Goods in the Quality Management System (QMS)

This document explains how QI requests are processed for received purchased goods using the Quality Management System (QMS).

Outcome

The 'Purchase Order. Receive Goods' (PPS300) program includes a system check to determine if QMS is being used in the respective division. The QI request is used for testing a purchased item upon receipt from a supplier. The quality tests performed in the QI request are not performed by the supplier.

However, if, the 'Include in QI Request' (ITQR) setting = '1' in the Order Specification Test (QMSOTS) table, then the results of the supplier tests are to be included in the QI request as part of the approval process for the item or item/lot. The order tests are copied into the QI request. Upon generation of the QI request, the results must be entered manually in the QI request.

The item on the purchase order (PO) line has associated setup which includes the Inspection code and Lot control method as well as the quality settings specific to procurement. Once the PO line has been received and the related transaction tables have been updated, the Add/Update QI Request (QMS800Fnc) function program will be executed.

The system refers to the Quality Plan (QMS009) program, specifically the setting of the Replace PO QI request (QIRP) field, to determine how to handle inventory processing when there are multiple purchase order receipt transactions for the same lot but with different balance identities (i.e. inventory status). For more information on setting up the Quality plan, refer to Quality Approval Rules and Process.

Note: For items that are not lot-controlled, a new QI request will be created in every instance.

In addition, these scenarios describe the processing of QI requests for PO receipts based on the Replace PO QI Request (QIRP) setting:

The Replace PO QI Request (QIRP) field is set to '0 - Use the last QI request recorded' and the QI request is approved

The Replace PO QI Request (QIRP) field is set to '0 - Use the last QI request recorded' and the QI request is rejected

The Replace PO QI Request (QIRP) field is set to '1- Use different location' and the QI request is approved

The Replace PO QI Request (QIRP) field is set to '1- Use different location' and the QI request is rejected

There is a function program (QMS800Fnc) that creates a QI request for the item on each PO line based on the item’s Quality plan values or the Goods Receiving Method associated with the item on the PO line. This function program is called after the lot number is entered manually or generated automatically. The related tables are updated during the PO receipt process.

The QMS800Fnc program calculates the number of test sequences in the test results for an existing QI request or a new QI request and sequences will be generated per receipt. The 'QI Test Results. Open' (QMS400) program allows you to view the tests/sequences for each QI request.

Note: If the Quality Plan does not have the Maximum Quantity and corresponding Unit of Measure (U/M) defined, the QMS800Fnc program will use the Reported Quantity and U/M as the maximum quantity. This quantity value is used to determine whether the creation of a new QI request is required.

The Goods Receiving transaction updates these tables and then passes information to the 'QI Request' (QMS800Fnc) program:

Before you start

The setup conditions outlined in Managing Quality Control must be met.

In addition, it is imperative to complete the QMS setup specific to procurement, as explained in Quality Management System (QMS) Setup and QMS Transactions for Procurement.

Process for adding/updating a QI request

The QMS800Fnc function program has these operations:

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