Create QI Request via ASN Package-Based Receipt

In the purchase order process, the usual point of creating a QI request in 'QI Request. Open' (QMS300) is at the goods receipt of the stock. For example, in 'Purchase Order. Receive Goods' (PPS300). This timing is different in the context where PO lines are connected to an advanced shipping notice (ASN) and where the parameter '147 Package based receipt' is enabled in 'Goods Receiving Method' (PPS345/E).

For QMS enabled items where lot number is used, it is mandatory that the real lot number is specified and created at the same point of QI request creation, whether defined manually or from an auto-sequence. Since ASN package-based receipts result in a lot number which is a temporary placeholder, the request creation is placed instead at the event of the purchase order put-away, where the real lot number can be inherited.

Limitations

  • QI requests are only created at the put-away when the PO line is connected to an ASN, receipt is package-based, and when a temporary lot number is retrieved from the purchase order goods receipt.
  • QI requests created via put-away are only supported for specific goods receiving methods.
    Note: Changing the goods receiving method on certain lines within a purchase order will at best trigger different points of QI request creation, and at worst not create any request for the line if they are advised against the same delivery note number.
  • Only the following methods are supported:
    • Goods receipt/Put-away/Quality-inspection (GR-PA-QI)
    • Goods receipt/Put-away (GR-PA)

Outcome

  • A purchase order is created and advised against a delivery note.
  • The purchase order is set to goods received from the delivery note functionality with a temporary lot number.
  • The purchased goods are put-away to stock.
  • Quality request is created for the package, and test results are reported in the QMS module.
  • The goods are quality inspected and approved in the purchase order process.
  • This table shows the tables that are updated:
Table Program
MPLINE 'Purchase Order. Open Lines' (PPS201)
PDNHEA 'Supplier Delivery Note. Open' (PPS360)
PDNLIN 'Delivery Note. Update Item' (PPS361)
MITLOC 'Balance Identity. Open Toolbox' (MWS068)
QMSRQH 'QI Request. Open' (QMS300)
QMSTST 'QI Test Results. Open' (QMS400)

Before you start

Define item, supplier, goods receiving method, purchase order type, quality plan, tests, and specifications.

Program ID/Panel Field The field indicates...
(PPS095/K) 730 Automatic delivery note generation

… whether the delivery note data for (PPS360) should be automatically generated when a purchase order is advised for shipment via (PPS220) or (PPS260).

In the workflow example, the check box is enabled.
(CRS624/F) Shipment advice … which method the supplier will use to send a shipment advice.

Alternatives are:

0 = Reported manually via (PPS260) or (PPS220)

1 = Received via EDI (MHS850)

2 = Reported manually via (PPS220) or (PPS260). A delivery note is automatically updated in (PPS360) per delivery note number and delivery note date. Parameter 730 must be selected in (PPS095).

In the workflow example, option 2 is used.
(PPS345/E) 010 Direct put-away … if put-away is to be reported directly.

In the workflow example and for running this particular flow, the check box must always be disabled.

(PPS345/E) 020 Inspection point … when the quality inspection (QI) is to be reported.

In the workflow example, alternative 4 is used (After put-away) to enable GR-PA-QI flow.
(PPS345/E) 040 QI reporting … whether quality inspection reporting should be performed and whether it should be done dynamically according to user-defined rules.

In the workflow example, alternative 2 is used (Always perform, mandatory) to enable GR-PA-QI flow.
(PPS345/E) 080 Create lot number during goods receipt … where, in the goods receiving process, manual lot numbers are entered.

Alternatives are:

0 = At put-away on a location

1 = At goods receipt

2 = At quality inspection.

The workflow example requires setup of alternative 0.
(PPS345/F) 147 Package-based receipt … whether to enable package-based receipt.

The check box must be enabled to create the QI request from put-away.
(MMS002/G) Container mgt … how containers are managed. Container management is used to account for items in inventory using a container ID, such as a pallet number.

In the workflow example, alternative 7 = Container for packages, is used.

Example workflow

Create a purchase order line

  1. Start 'Purchase Order. Open' (PPS200/A). Specify the facility, warehouse, and supplier pointing towards your delivery note settings. Set the requested delivery date to today, specify an order type with a goods receiving method having Goods receipt/Put-away/Quality inspection, and additional settings, and set the panel sequence to 1. Click Create to start 'Purchase Order. Open Lines' (PPS201/B).
  2. On (PPS201/B), specify the required QMS configured item with an ordered quantity of 5. Before pressing Enter, set the panel sequence to EF.
  3. On (PPS201/E), press Enter to start (PPS201/F).
  4. On (PPS201/F), if not defaulted, change the goods receiving method to one setup for GR-PA-QI and any additional parameters.
  5. Press Enter on (PPS201/F). Save your PO number then close (PPS201).

Perform advise shipment of the purchase order line

  1. Start 'Purchase Order. Advise Shipment' (PPS260/B). Enter the PO number and press Enter.
  2. On the PO line displaying in the subfile, use option 2 (Change) to display (PPS260/E).
  3. On (PPS260/E), specify the quantity to advise (5), delivery note number, package number, and packaging. Press Enter to display (PPS260/B).
  4. Save the delivery note number and close (PPS260).

Report goods receipt on the created delivery note

  1. Start 'Supplier Delivery Note. Open' (PPS360/B). Filter on the supplier and delivery note number to list the record in the subfile.
  2. If manual lot number method is used, use related option 13='Items/Package' and then use option 2 on the item in 'Delivery Note. Update Items Per Package' (PPS363/B) to specify the lot number on (PPS363/E).
  3. On the listed delivery note record in (PPS360/B), if staging is enabled, use related option 17='Stage dely note' to prepare for goods receipt. The delivery note status will change to 48.
  4. Perform related option 14='Goods receipt' on the delivery note record. The goods are now received with delivery note status 50. This event creates a balance ID with a temporary lot number. Note that no QI request is created as a result.

Report put-away of the delivery note package

  1. Open 'Purchase Order. Put Away Goods' (PPS320/A) and specify the delivery note number, supplier, and delivery note date. Press Enter.
  2. The packages will be displayed on (PPS320/H) on the delivery note header. It is also possible to report individual packages with additional packing information provided on (PPS320/A) before pressing Enter.
  3. On (PPS320/H), specify the desired location for put-away and press F14='Confirm update'. This triggers the put-away of the PO line, creates the balance ID record for including packages with their respective lot number, and creates x amount of QI requests depending on packages reported.
Note: Reporting several packages against the same lot number creates only one active QI request. The other request will have ‘QI request status’ (4), all replaced by the active one.

Report test results in QMS module

  1. Open 'QI request. Open' (QMS300/B) and select sorting option 2. Filter on the item, facility, and QI request date. Press Enter.
  2. Find the QI request listed for the put-away event and use related option 16='QI Test Results. Open' to open (QMS400/B).
  3. On (QMS400/B), report your configured tests with the outcome of setting the request to status approved.
  4. Press F12 to return to (QMS300/B). The QI request will have the following statuses at this point: ‘QI request status’ (3) & ‘QI request approval status’ (1).

Report quality inspection of the delivery note package

  1. Open 'Purchase Order. Inspect Goods' (PPS310/A) and specify the required information for delivery note number, supplier, and delivery note date. Press Enter to open (PPS310/H).
  2. On (PPS310/H), the package available for quality inspection is listed in the subfile. Specify the desired location for quality inspection and quality inspection result 1 (Fully approved). Press F14 as for (PPS320/H) to report purchase order quality inspection.
Note: x number of packages may be excluded from the (PPS310/H) subfile depending on inadequate QI test results in the QMS module. The related package QI request must have a ‘QI request status’ of 3 in order for reporting to be done in this program. An information message is displayed in the event to highlight this.
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