Performing Quality Inspection (QI) Requests for Received Purchased Goods in 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.

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 system proceeds to receive the inventory on 'Purchase Order. Receive' (PPS300). The QI request(s) for the balance ID (warehouse/item/lot/location/container) created for this PO remains as is. The new PO receipt inherits the test results from the previous receipt. The lot status of the balance ID is unchanged. Inventory merges into the existing lot/location. No additional quality testing for the new PO receipt is performed.

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

• The system proceeds to receive the inventory as usual. Because the status is 'Rejected', the QI request origin changes to '1 - Retest of lot' at the balance ID level during the put-away process on 'Purchase Order. Inspect Goods' (PPS310) . For all subsequent receipts, the QI request(s) for the balance ID created for this PO will require a retest. In addition, the system enables the Reset from standard check box on panel E of 'QI Request. Open' (QMS300).

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

• This option forces the receipt of an item that is from the same lot into a different location. The system displays an error message on 'Purchase Order. Receive' (PPS300) indicating that the approved status for the location is not valid and therefore needs to be placed in a new location. The receipt is not allowed because the balance ID in inventory and the current item being received have different statuses. Instead, you must receive the new receipt quantity into a separate location to create a different balance ID. Once the new receipt has been inspected and test results have been reported, the lot can be approved or rejected. The lot must be reclassified manually at the time of put-away.

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

• This option requires the receipt of an item that is from the same lot into a different location. The system displays an error message on 'Purchase Order. Receive' (PPS300). The receipt is not allowed because the balance ID in inventory and the current item being received have different statuses. Instead, you must receive the new receipt quantity into a separate location to create a different balance ID. When items are received in 'Purchase Order. Inspect Goods' (PPS310) and the status is 'Rejected', the item-lot is updated to have a location level QI request with a QI request origin of '1 - Retest of lot'. In addition, the Reset from standard check box on panel E of 'QI Request. Open' (QMS300) is enabled by the system.

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.

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

• Maintenance order (AMOINF) table
• Job command (CJBCMD) table
• Start values/parameters file (CSYSTR)
• Serial number (MILOIN) table
• Lot (MILOMA) table
• Balance identity (MITLOC) table
• Item/Supplier (MITVEN) table
• Connect Item (MITVEQ) table
• Purchase order (MPHEAD) table
• Purchase order line transactions (MPLIND) table
• Purchase order line (MPLINE) table
• Purchase order, line repair (MPLIRE) table
• Purchase order, line split (MPP302) table
• Quality data for control activities (MPQDCA) table
• Purchase repair order (MPWORE) table
• Selected locations (MSELOC) table
• Customer order (CO) line file (OOLINE) table
• Individual items (SINDIV) table
• Sales order line (SSLINE) table

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:

• The POQIReqCreation operation calculates the test frequencies and determines the number of QI requests and test sequences that are necessary based on the item’s Quality plan values.
  Note: If the order specification does not exist in the QI request, the system will copy the order specification and only those tests that have the 'Include test in QI request' (ITQR) setting enabled.

  Based on the 'Test Frequency Basis for PO' (QIFR) value in the Item’s Quality plan, three alternatives could occur:

  • The test frequency is inherited from the Goods Receiving Method (PTFB).
  • A new test sequence will be created on an existing QI request.
  • A new QI request will be created when a test frequency needs to be generated.