Executing Defects Recording Using the Inspection Lot for the Production Order

When you process an inspection lot, you can record the results for the inspection in the form of defects. However, since defect recording corresponds to a simplified form of inspection processing, you only create a defect in case of a quality problem. If the entire production process runs within the specification limits, you do not record any defect. Without having to use inspection characteristics, you can create defect records manually using the defects recording function. Depending on your business requirements, you record the defect against:

• an inspection characteristic (if available in the routing or master recipe)
• an operation
• the inspection lot
• a combination of all three items

For each observed defect (for example, scratches, out of specifications, process deviations, and so on), you create a defect and you document data using codes (which can be easily evaluated later) and free text information (more flexible, but hard to evaluate). Depending on the availability of additional information, you can also enter a defect location code and/or a cause (if already known) to the defect.

Later, you can determine what corrective action is necessary to rectify the defect and which preventive action is required for each cause in order to prevent the defect from recurring (for example, in case of major defects or if required by industry regulations such as when you manufacture medical devices, automotive components, and so on). However, note that it is not mandatory to process a defect, especially for minor defects. It is sufficient to only capture relevant data for analysis purposes without comprehensive follow-up processing.

In the SAP S/4HANA system, a defect record is saved in the system as a quality notification which can be used, for example, to define and execute correction tasks, root cause analysis, preventive tasks, and so on.

If you have activated a quality notification, you must process the notification, for example, by executing a defect analysis, repair, and preventive actions (depending on you business process). A defect record can also be the starting point for a formal deviation process such as 8D or CAPA.

In order to determine which data must be captured for the defect, you can define a report type and a confirmation profile in customizing:

• In the confirmation profile, you specify which fields are to appear on the screens when you record defects and whether the user must enter data in these fields.
• In the report type, you can assign a catalog profile in order to limit the code groups and codes which are available to the user.