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BOOKSIMG_OLQZ - BOOKSIMG OLQZ

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The section 'Quality Certificates' is a part of the Implementation Guide for the QM (Quality Management) component.

Quality certificates (or certificates as they are commonly called) apply to certain materials; they can be created for different objects in the SAP system:

• In the QM (Quality Management) component for the inspection lot

• In the MM (Materials Management) component for a batch

• In the SD (Sales and Distribution) component for a delivery

The integration of the certificates in the SD component means that the settings in QM to a great extent, overlap with the settings in the SD componnte. Since you have to coordinate some of the settings in the QM module with those in the SD module, access certain tables in the SD component and have appropriate skills in this area, it may be advisable to have an SD expert make these settings.

Important: The function for creating certificates is not active in the standard system! To activate the function, you must:

• Maintain an output determination procedure

• Assign this output determination procedure to the relevant delivery item categories

You can design the certificate layouts with considerable flexibility and thereby fulfill a variety of requirements; from simple quality certificates (without reference to quality characteristics) to certificates of specification (with reference to general values of quality characteristics) and inspection certificates (with references to values of quality characteristics, that are determined for a specific batch). You can combine the elements of these basic certificate types in any combination and you can design the certificate forms freely, allowing you to satisfy all requirements in terms of form and content.

You can tailor the layout and content of the certificates to the needs of the partner for whom the corresponding delivery item is intended.

Finally, you can also flexibly define the printing and dispatch parameters for the certificates.

Before you make any changes to the default settings, test the function for creating certificates using the settings and sample data contained in the standard system. Follow the instructions described below:

1. Make sure the following conditions have been fulfilled:

• Create a certificate profile; in the profile, assign the sample form QM_CERT_01 (contained in the standard system) to the profile.

• Create a material and make sure all of the data that is required by the certificate is available for the material (for example, the characteristic results).

• Set the print control parameters.

1. Release the certificate profile and assign it to the material.
2. Define the output dispatch:
   Define an explicit certificate recipient ('goods receipt' function). Use the output type 'LQCA' and set the dispatch time to '3.'
3. Create a delivery for the material.

• Create a customer order in the SD component (type 'TA').

• Create a delivery with an item for the material in question.

• Post the goods issue.

1. Check the delivery item to see if the system created an output.
2. Trigger the certificate dispatch for this delivery item and check whether a print job was created for the required certificate.

1. Did you find an output for the delivery item?
   
   Transaction: change delivery (Logistics -> Sales/distribution -> Shipping -> Delivery -> Change).
   Select the appropriate item on the fast entry screen and then select Item -> Output, to call up the fast entry screen for the item outputs. Does an entry exist that corresponds to a quality certificate in your system (for example, output type 'LQCA' or 'LQCB')?
1. If an entry does not exist: no output was found yet.
   Select Goto -> Determination analysis to display a log for the output determination. Double-click the mouse (F2) to display several levels of detailed information.
   If a log is not available, check the following items in the Customizing application:
   - Is a suitable output determination procedure available?
   - Is the procedure assigned to the delivery item category?
   Explanatory information is provided below.
   The log indicates which data the system used to try to find an output.
   
2. If you find a line associated with the expected output that contains the message 'Condition ... not fulfilled,' a specified condition must be fulfilled (for example, 'picking for delivery carried out' or 'goods issue has been posted') before the system can find the output automatically. This requirement is predefined in the Customizing application. In this case, the system responded properly by indicating that it had not yet found the output. If you still want to create a certificate, you have to enter the desired output type manually (for example, 'LQCA' or 'LQCB'); the system then proposes various data automatically (which you can still change, if necessary).
   

• If you find a line associated with the expected output that contains the message 'Output not found,' the system could not find a recipient (condition record). The detail function (F2 or double-click) shows which keys the system used to try to find a recipient. In a new session (select System -> Create session), you can determine whether a recipient record exists for this key. To verify this, select Logistics -> Quality management -> Quality certificates -> Certificate recipient -> Display; enter the output type (for example, 'LQCA') and choose any key combination after you select 'Enter.' The system then displays a selection screen that contains the function 'Condition info.' If you select this function (and, if necessary, specify an output type again), the system displays another selection screen. If you select the function 'Execute' (F8), the system displays a list of certificate recipients that meet your selection criteria.
  
  If you do not find the desired recipient in the list, create a corresponding data record by selecting Certificate recipient -> Create.
  
  If the recipient is contained in the list, check the following items in the Customizing application:
  - Is the condition table entered in the access sequence?
  - Is the access sequence assigned to the output type?
  - Is the output type contained in the profile?
  - Is the profile assigned to the delivery item category?
  Explanatory information is provided below.

1. If an entry does not exist: an output was found.
   What status does the output have? (The 'Status' field is located to the left of the 'Language' field.) The statuses have the following significance:
   0 = Not processed
   1 = Successfully processed
   2 = Unsuccessfully processed
   

• If the output has the status 0, it has not been processed yet. Mark the output. Select the function 'Additional details' to display detailed information about the processing activities. The field 'Dispatch time' defines when the output should be processed. The certificate will be printed or displayed after this time has passed.
  

• If the output has the status 1, it has been successfully processed by the output processing system. Check whether problems exist with the output devices (System -> Services -> Print requests; transaction SP01). It is possible that the printer or telefax server cannot be reached.
  

• If the output has the status 2, it was not processed properly. It is possible that the system did not find all of the data. To obtain more information, mark the output and select the function Goto -> Processing log. Using the 'Documentation' function, you can call up the long text for the corresponding program message for each line. Check the individual messages. An explanatory note is contained in item number 2.
  Special note: if the system could not find all of the data for a characteristic that was defined as 'Required' in the certificate profile, the output of all data for the affected batch or the output of the entire certificate (if the item only has one batch or no batches) is suppressed.

1. The output was found; however, since not all data could be found it has the status 'unsuccessfully' processed.
1. No certificate profile was found.
   To be able to create a certificate, the system requires a valid assignment for the certificate profile. Check whether a valid certificate profile assignment exists for the delivery item data (material, customer, ...., output creation date). To do this, select Logistics -> Quality management -> Quality certificates -> Certificate profile -> Display, and then use the search function (F6). On the subsequent selection screen, you can narrow down the selection further. The system will then display a list of profile assignments. By selecting the function 'Choose,' you can call up the respective certificate profile.
   If the system could not find a valid assignment, you must create a valid certificate profile assignment. To do this, select Logistics -> Quality management -> Quality certificates -> Certificate profile -> Assignment -> Change. After narrowing down your selection and executing the program, the system displays a list of assignments that already exist for the key date. You can now make a new assignment.
2. No inspection lot was found.
   The quality inspection was specified as the data origin (for specifications or results) for at least one characteristic in the certificate profile. As a result, the system tries to find an appropriate inspection lot, taking the restrictions for selecting an inspection lot (defined in the certificate profile) into consideration. In addition, the inspection lot must have a usage decision and it must not have been cancelled or marked for cancellation. If the system finds several inspection lots, it selects the lot with the latest inspection and create date (not the date of lot creation). Partial lots are then treated equally.
   Check whether an applicable inspection lot or partial lot exists. Use the information in the certificate profile for this purpose. You can display a list of the possible inspection lots by selecting Logistics -> Quality management -> Quality inspection -> Inspection lot processing -> Usage decision -> Display, and then selecting the function 'Find insp. lot.'
   If the material is maintained in batches, a batch must be specified in the delivery item. (-> Picking). The system then searches for inspection lots and partial lots for the batch specified in the delivery item.
3. Not all data was found for the individual characteristics.
   Two situations can then prevent a certificate from being printed or displayed:

• The indicator 'Required' is set for a characteristic in the certificate profile.
  In this case, the output of data for the batch or for the entire certificate is suppressed. Find out which data is missing. For the characteristic, change the data origin in the certificate profile or make sure that the data can be found.

• The data could not be found completely for any of the characteristics in the certificate profile.
  In this case, the output of data is also suppressed for the batch or the entire certificate. If you want to create a certificate without characteristics, the certificate profile must only contain the header and not any characteristics.

1. Customizing: Check the settings.
1. Output determination
   

• Is an output determination procedure assigned to the delivery item category?
  Check the settings in the Implementation Guide for -> Quality certificates -> Output determination -> Output determination procedure -> Assign output determination procedure to delivery item category. If there is no entry for the delivery item category you are using, assign a suitable output determination procedure to the delivery item category.
  

• Is there a suitable output determination procedure available?
  Check the settings in the Implementation Guide for -> Quality certificates -> Output determination -> Output determination procedure -> Process output determination procedure. Select -> Navigation -> Control to display a list of the output types. At least one output type for quality certificates must be present in the procedure used for the item messages. Also check the specified conditions for these output types. Use the possible entries help (F4) to obtain additional information about the conditions.
  

• Checking the output type(s).
  At least one output type for quality certificates must exist in the Implementation Guide for -> Quality certificates -> Output determination -> Define condition types. In the detail screen (F2), check the following items:
  Is an access sequence entered?
  Should the output be found by accessing a condition?
  Are default values stored for the condition record?
  Have entries been made for the processing program? (Pushbutton 'Processing program'; SAP standard: RQCAAP00; you do not have to specify a form for the certificates.)
  Is there an entry in the printer parameters for the automatic determination of a printer?
  Is the proposed archiving mode (for example, print and archive) correct?
  

• Is the access sequence correct?
  In the Implementation Guide for -> Quality certificates -> Output determination -> Define access sequences, select the access sequence that is entered in the output type. To do this, select -> Navigation -> Accesses. Do the table entries meet your expectations (that is, was the certificate recipient maintained under one of the key combinations specified here)?
  Using the function Navigation -> Fields, for each field you can check how the data for the delivery item is transferred to the key combinations for the condition tables via the communications structure.

1. Output dispatch
   

• Check the output type to determine whether the proper identifier has been entered for the printer parameters. Use the possible entries help (F4) to obtain the explanation (for example, 5 = shipping point).
  

• In the Implementation Guide, select -> Quality certificates -> Output determination -> Set printer parameters. Position the cursor on the entry 'Shipping.' In the list that is displayed, select the the output type(s) that correspond to certificates by double-clicking the mouse. The system displays a fast entry screen in which you can enter the output devices for the affected organizational units (for example, shipping point). Check the entries.

1. Finding Inspection Results
   
   You must define a characteristic filter in order to access characteristic inspection results. Check if view V_TQ78 contains an entry for transaction QC00 and if the control indicator corresponds to the system standard.

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