Controlling Goods Receipt

Objectives

After completing this lesson, you will be able to:

Control Goods Receipt.
Prepare Goods Receipt.

Goods Receipt Control

With the goods receipt control, you can block goods receipt from a vendor, or for a certain product from a vendor, for quality reasons. On product-master data level, you can fine-tune the behavior of goods receipt control during goods receipt posting, that is, ignore a vendor block, or receive a warning or an error message for a blocked vendor and material.

Flowchart with four decision points: Vendor block, Product block, I-Rule block, and Acceptance of samples (open/rejected); each followed by End if answered negatively.

Integration with Quality Management in SAP ERP

Goods receipt control is integrated with quality management (QM) in SAP ERP as follows:

The transfer of the vendor block to SAP Extended Warehouse Management (SAP EWM)
The transfer of the goods receipt block and indicator for quality management (QM) in procurement
The transfer of the quality info record data from goods receipt control to SAP EWM

Goods Receipt Control by Blocking the Vendor and the Material

You can block a vendor master record and a material or product master record. These settings are available for SAP EWM, with or without the integration with QM in SAP ERP, but the details depend on your SAP EWM version.

When posting the goods receipt of an inbound delivery item for this vendor and material combination, you see either an error or a warning, depending on the warehouse product master data.

Vendor Block

For the vendor block in an SCM-based EWM, you choose the Status tab of the business partner in the business partner role BBP000. In the section EWM Quality Management the field Vend. Blck can be set to blank (no block) or 1 (block).

This block is also transferred when you use the function to set a block in SAP ERP, if this block includes the goods receipt. Other blocks, like quote request or purchase order, have no effect. These block functions are defined in Customizing for ERP, under Quality Management → QM in Logistics → QM in Procurement → Define Delivery Block.

For an SAP S/4HANA based EWM the block works differently. You set the vendor block on the Vendor: General Data tab page of the business partner master data for the business partner role FLVN01. For embedded EWM this would be the only place to set it. The classic blocking transactions in SAP ERP, like MK05, are diverted to the business partner maintenance transaction in SAP S/4HANA.

For a decentralized EWM, based on SAP S/4HANA, the block would be transferred from the ERP back end by IDoc. This means that the block functions have to be defined the same in the ERP system as well as in the EWM system.

Material / Warehouse Product Block

In the warehouse product, on the Whse Data tab, in the Quality Inspection section, you can find the field Goods Receipt Block. This field can have the following entries:

(blank) - goods receipt is allowed
1 - goods receipt is allowed with warning
2 - goods receipt is not allowed

Up to SAP EWM 9.5 (that means in an SCM-based EWM) you could set this field directly in the warehouse product. This is not possible anymore in a SAP S/4HANA based EWM. In this case, the entry is always derived from the material master, independently if it is embedded or decentralized EWM.

The entry of this field is set based on the following combination of entries in the material master:

There is an inspection setup with an EWM relevant inspection type (for decentralized EWM this means the inspection type must have the inspection lot origin 17).
The checkbox for QM proc. active is set.
The QM Control Key has a Message mode either set to Warning or Error. In an SCM-based EMW this information is send by CIF and sets the entry accordingly. In an SAP S/4HANA based EWM, you define the same QM control keys in both system, transfer the material master, and inside the SAP S/4HANA system the key is determined according the settings in this system.

Goods Receipt Control by Quality Info Record

The use of a Quality Info Record is only available with integration to QM in SAP ERP.

In the SAP ERP system, set the block function to Block Goods Receipt in the quality info record for the material and vendor. In SAP EWM, the system automatically creates an inspection rule with the Product, Partner (Vendor), and Entitled to Dispose (Plant) properties, without inspection procedures, and marks it as being created from an external system. After the initial data transfer, relevant changes in the quality info record are automatically transferred to SAP EWM.

Diagram showing transfer of Quality Info Record from ERP system to Quality Inspection Rule in EWM system.

In the material master in SAP ERP, you select the QM Proc. Active checkbox and in QM Control Key field, you define how the SAP EWM system reacts when posting goods receipt for the material, as follows:

Goods receipt is not allowed
Goods receipt is allowed with a warning
Goods receipt is allowed

When posting the goods receipt of an inbound delivery item for the vendor and material combination, the system reacts based on the material master setting either with no quality inspection, a goods receipt block warning, or a goods receipt block error.

The transfer of Q-info records is done through the report RQBAAEXT. You need to trigger the report once manually to transfer the available data from the Q-info records. After that, the report is called automatically when new Q-info records are created, when changes to an existing Q-info record are made (which includes setting a deletion flag), or when the QM Procurement Active indicator or the QM Control Key in the material master is changed.

Acceptance Sampling

Acceptance sampling is used for externally procured goods. Inspections can start before the goods receipt posting. Goods receipt is blocked until the usage decision for the externally procured goods is made.

Goods receipt is controlled based on the result of the usage decision. Goods receipt can be allowed without restriction, allowed with restriction, or forbidden (blocked with error message). If you allow a restricted goods receipt, you can define the stock category for the goods receipt posting, for example, post to blocked stock, using the configuration of the follow-up action.

Flowchart comparing ERP and EWM processes: purchase order to goods receipt. ERP involves inbound delivery, inspection, usage decision. EWM involves receipt decision step before goods receipt/putaway.

You can also combine acceptance sampling with inspection control after goods receipt. For example, you can decide on a restricted goods receipt into blocked stock based on the acceptance sample result, and do a more detailed inspection after goods receipt. To combine acceptance sampling with inspection control after goods receipt, you must maintain an inspection rule for acceptance sampling and a second inspection rule for inspections after goods receipt.

Note

In this case the inspection document for the inspection after goods receipt would always be created - but it would automatically be canceled when the acceptance sampling inspection is decided with a positive result.

Depending on your settings for the Inspection Object Type 4, Acceptance Sampling is either only in SAP EWM or integrated in SAP ERP. If the IOT 4 is set up use an external system for the quality inspection, then also the acceptance sampling is to be done in the external system.

After the creation, the inspection document is stored on the item level of the inbound delivery as reference document, with a new Reference Document Category.

Pre-sampling from Production

Pre-sampling is used for internally produced goods. Inspections can start before the goods receipt posting from production to the warehouse stock in SAP Extended Warehouse Management (SAP EWM). Therefore, result recording and usage decision can start as early as possible.

You can create the inspection document directly by the release of the manufacturing order in SAP ERP. The result recording and usage decision can be completed even before the inbound delivery is created in SAP EWM.

Flowchart showing ERP process: Manufacturing order initiates inspection document in EWM; inspection lot and usage decision update inspection document. ERP and EWM interaction is highlighted.

You can also create the inspection document together with the inbound delivery activation in SAP EWM, and also make the usage decision before posting the goods receipt.

Flowchart showing steps in ERP: creating and releasing order, inbound delivery, inspection lot, usage decision, and goods receipt; linking with EWM's inbound delivery, inspection doc, and goods receipt.

Goods receipt is controlled based on the result of the usage decision. You can define the location-independent stock type for the goods receipt posting. For example, post to blocked stock, using the settings in the inspection rule and the configuration of the internal follow-up action.

Note

In contrast to acceptance sampling for externally procured goods (see Acceptance Sampling), you cannot block the goods receipt completely by an error message.

Quality flowchart: Goods undergo usage decision. Rejected goods lead to inspection documents. Accepted goods proceed to goods receipt based on stock type settings.

The order data will be transferred to SAP EWM to trigger the inspection planning in the following cases:

The order has been released.
A storage location, which is EWM managed, is set for goods receipt.
An inspection type with origin 17 (external Inspection) is active in the material master.

Note

The transfer is triggered by the report RQBPPEXT in SAP ERP. The report is only relevant with the standard Inspection Type 1704. For the determination of a different inspection type, the BAdI BADI_QPLEXT_PROCESS_EXT can be used. Details are described in the documentation to this report.

Changes in the order data, such as the quantity or the unit of measurement, or the deletion of the manufacturing order, is also transferred to SAP EWM. The information about a batch change in the manufacturing order, after the order release, is transferred to SAP EWM, but not updated in the created inspection document.

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