Quality Management System (QMS) and Its Impact on Distribution Order Processing

Distribution orders (DO) may require quality specifications to ensure an item meets a determined level of quality.

By calling the QMS701Fnc function program, QMS will automatically attach specifications, tests, and quality controlled attributes to an order line whenever an item requiring specifications is added to an order based on Specification Entities.

Tests added as specification tests must have an association with a quality controlled (QC) attribute in order to be an allocation attribute. These QC attributes are also used by order specification tests in 'Order Specification Test. Open' (QMS501).

For more details on allocation attributes, see Create Attribute Model.

In the circumstances where a distribution order (DO) is created to satisfy a specific customer order, the quality specifications and tests demanded by the customer are passed to the DO. The specifications and tests for the item on the customer order are automatically attached to the distribution order that is generated to meet the demand for the item. This has the same logic that is followed for a manufacturing order and purchase order when they are created to directly satisfy a customer demand.

Outcome

For the item on each DO line, quality specifications may be auto-attached through a function program (QMS701Fnc), as described in Auto-attaching Specifications to Orders.

Based on the quality controlled attribute linked to the attached specification test, the DO line will have attributes that will filter the lots at the time of allocation and picking. Only those lots that match the test requirements will be available for selection, ensuring the degree of quality requested at the time of order entry.

If the transaction date of a DO changes, the required specifications may change as well. In the scenario where the transaction date changes for an order line, the system automatically removes existing specifications, upon calling the QMS701Fnc program, and it attaches any of the specifications, tests, and quality controlled attributes that are applicable for the current requirements of the order line.

When the system automatically removes the line's existing specifications and tests (that either automatically or manually had been added), the 'Order Specification. Open' (QMS500) program allows you to reapply manual changes to specifications that are attached to a DO line. It is imperative that these manual changes are done after the QMS701Fnc program has been called to automatically attach specifications.

Before you start

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

The setup of an item includes specifications and tests, as detailed in the document Quality Tests, Sets and Specifications. These tests are defined with an expected range of values or target values which are copied to become a local set of quality requirements for the order.

In addition, quality controlled attributes must be set up, as outlined in the document Quality Management System (QMS) Setup for Attributes.

Note: There is the assumption that the DO is created in a facility whose division has the '407 Quality Management' field set to enable QMS.

Follow these steps

Process a Distribution Order with QMS functionality

  1. Adding/updating a DO line:

    1. Open 'Req/Distr Order. Open Line' (MMS101).

      Refer to the document Handling Requisition Order for more details on MMS101.

    2. Specify the item details for the order line.

      Note: When a DO line with a quality controlled item is added/updated, the QMS701Fnc function program is called to automatically attach any QC specifications. The AutoAttachSpecs operation of QMS701Fnc attaches order specifications, order specification tests, and order quality controlled attributes based on all valid specification entities for the item and its bulk item when inheritance is established.
    3. Save your changes.

    4. To add, maintain or review the quality specifications, highlight the desired line and select Related > Order Specification to access 'Order Specification. Open' (QMS500).

    5. If you want to add/maintain the order tests, navigate to 'Order Specification Test. Open' (QMS501) from the 'Order Specification. Open' (QMS500) program.

    6. If the Test at pre-shipment setting was enabled in 'Order Specification. Open' (QMS500), select the Allocation attribute check box (assuming the specification test has an attribute) only if test results have been specified prior to allocation.

      Note: If the Allocation attribute check box is not enabled, the allocation process is bypassed when the item is being tested shortly prior to shipment.
    7. Save your changes.

  2. Delete specifications and/or tests upon deletion of DO lines:

    • When a DO line is deleted for a QMS-managed item and then removed from the Order Line (MGLINE) table, the system gathers all of the data for the AutoDeleteSpec operation of the QMS701Fnc program. If specifications and tests are found, the Order Specifications (QMSOSP) table, Order Specification Tests (QMSOTS) table and Order Attribute (MOATTR) table are all cleared for the DO item.
  3. Complete quality-related steps during DO fulfillment:

    1. Use the quality controlled attributes of the DO items to match the order specification tests with existing lots.

    2. To generate a QI request for pre-shipment tests, launch 'QI Request. Open' (QMS300). Refer to the document, Setup of Quality Inspection (QI) Requests for the procedural steps.

    3. Report test results in 'QI Test Results. Open' (QMS400). The QI request is approved or rejected automatically based on the results.

    4. Generate shipping documents, such as the bill of lading, using 'Loading Platform. Define Outbound' (MWS140).

    5. Print the Certificate of Analysis (COA) from 'Certificate of Analysis. Print' (QMS600).

    6. Issue goods from stock using 'Picking List. Report Lines' (MWS422).

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