Defects Recording

Purpose

Defects Recording

When you process an inspection lot, you can record the results for the inspection in the form of
characteristic values or defects.

Definition
A defect is any property or attribute of a material, product or process that does not
meet the inspection characteristic specifications. You record the defects with the help of
predefined defect codes maintained in the inspection catalogs.
Defect records can be created in the following ways:
The system can create defect records automatically during results recording.
You can create defect records manually using the defects recording function.

Information in a Defect Record

A defect record may contain all or part of the following information:
Defect type
Defect location
Defect cause
Corrective action taken
Defect valuation

Defect Recording Levels

The availability or absence of an inspection plan or material specification determines the level at
which you will be able to record defects. You can record defects on three levels. At the level of
the:
Inspection lot
Inspection operation
Inspection characteristic

Recording Defects without an Inspection Plan or a Material

Specification
If neither an inspection plan nor a material specification is available, you can only record
defects for the inspection lot.

Recording defects with an Inspection Plan,

If the inspection is carried out using an inspection plan, you can record defects for an inspection
lot, inspection operation, or inspection characteristic.

Recording Defects with a Material Specification

If an inspection plan is not available, you can use the material specification in place of the
inspection plan. The material specification contains assignments to characteristics. If the
system creates an inspection lot for a material that has a material specification, you can record
defects for these characteristics.

Recording Defect Records Manually

You can record defects manually using the following functions in QM:
Results recording
Defects recording
Usage decision (before you make the usage decision)
Depending on which function you use, the following applies:
During defects recording or results recording, you can record defects for an inspection
lot, inspection operation or inspection characteristic.
When you make a usage decision, you can only record defects for an inspection lot.
If you record defects while recording inspection results for inspection points (inspection
points in production, equipment, functional locations, or physical samples), you can:
o Record or change the defect records for the inspection point or sample you are
currently processing.
o Display any defect record (for example, for other inspection points or samples)
using the function for displaying the defect structure.

Recording Defects Using the Defects Recording

Procedure
1. Access transaction by:
SAP Menu

Choose Logistics Quality management Quality inspection

Defects Create.

Transaction Code

QF011, QF021 and QF031

To:
Record defects for an inspection lot
Record defects for an operation
Record defects for a characteristic

Choose:
Record for inspection lot QF011
Record for operation = QF021
Record for characteristic = QF031

2. Enter an inspection lot on the initial screen.

3. Enter the required Report type.
4. Choose Goto Defect data.
5. Copy the desired defect codes in the defects overview section of the screen into the defects
recording screen. To do this, proceed as follows:
a) Use the possible entries help for the code group to copy several codes simultaneously.
If you only want to copy a single code, use the possible entries help for the code. The
system automatically displays the dialog box for the multiple selection of codes or the
screen for catalog selection.
b) If necessary, expand the code groups in the dialog box to display the available codes.
c) Select the desired codes and copy them. The system copies the selected codes and
short texts into the recording screen.
6. If you want to record additional information for a defect item, select the desired item on the
defects overview screen, and then choose Goto Detail.
A dialog box appears in which you can enter additional information for the defect (for example,
short text, defect location, and assembly).
If you enter additional information for a defect, indicator D is selected for the defect item.
7. Save the defect data.

Manually Recording Defects During Results Recording

During results recording, you can manually record defects for an inspection lot, inspection
operation, or inspection characteristic.

Recording Defects Before Making the Usage Decision

You can manually record defects for the inspection lot before you make a usage decision for a
lot.

Processing Defect Records

If a defect record was created automatically or manually, it is initially inactive. The system
stores this inactive defect record as a quality notification with the following status:
DEFR (outstanding defect record)
OSNO (outstanding quality notification)
Critical defects must be processed further as quality notifications while critical defects are only
documented.

Activating Quality Notifications

If you confirm a defect of a critical or serious nature while recording defects, you must initiate
corrective tasks and follow-up actions to eliminate the defect cause and prevent it from
reoccurring. The quality notification allows you to process problem-related defects efficiently.
Several quality notification types have been defined in the standard system for defects
recording.

You can activate a quality notification from an inactive defect record in the following ways:
Defect records are automatically activated if you switch to the quality notification
functions from defects recording and:
o Create tasks for a defect item.
o Change the priority.
o Change the coding of the subject.
o Change the partner.
o Change the short text for the notification.
You can activate the defect record manually.
The system can activate the defect record automatically based on the defect class.

Activating Quality Notifications Manually

You can manually activate an inactive defect record as a quality notification directly in the
functions for:
Results recording
Defects recording
Usage decisions

Procedure
Choose Extras Activate Q-notification.

Result
The status of the quality notification is changed from an inactive defect record to a quality notification.

Activating Quality Notifications Automatically

Prerequisites
For the system to be able to activate a defect record as a quality notification automatically, your
system administrator must first activate the corresponding defect classes for a Workflow link or
for the automatic activation of a quality notification in the Customizing application. You must
then assign the desired defect codes to the defect classes.

Completing Inactive Defect Records

Any defects that you confirm during an inspection that are non-critical and that do not need to
be activated as a quality notification remain inactive. When you make the usage decision for the
inspection lot, the system automatically completes all inactive defect records by changing the
status of the quality notification to NOCO (notification completed). The quality notification is
then no longer available for processing using the Quality Notifications component.
If an inactive defect record has a defect class assigned to it and the defect class was activated
for a workflow link in the Customizing application, a workflow task is automatically triggered
when the defect record is initially saved.

Quality Notification Types

You can use quality notification types to distinguish different types of problems on the basis of
the inspection lot origin. Three quality notification types are defined in the standard system for
defects recording:
Quality notification type for inspections for delivery (type F1)
Quality notification type for goods receipt inspections (type F2)
Quality notification type for production inspections (type F3)
Your system administrator can define additional quality notification types in Customizing (for
example, for customer returns or audit inspections).