Send e-mail alerts about quality

Send Quality Notification Message to Vendor / Supplier Process

1. Introduction to send Quality message alert to Vendor / Supplier Process

The functionality that automates creation of Quality notifications and sending message alert to a vendor
and generates Mail Transfer from the Quality Notifications with a single click action.

- Action Box in the Quality Notification is configured to send mail to vendor / suppliers.
- Configuring the action box in the Quality notification to send mail alert to vendor for rework and etc.,
- Setup up work flow to send emails to all concerned people from Quality notifications.

2. Process Flow for send Quality message to Vendor process

Some Materials procured from External resources might need to go through Quality Inspection to check
that all the specifications are within the allowed tolerance of the Material Specifications.

If any defects are found during Quality Inspection, Quality control department will record these defects by
creating quality notifications and take a final disposition decision saying whether to scrap it, return the
goods to vendor or send the material back to vendor for rework etc.

If the Quality Control department makes a decision to send the material to vendor for rework, they have to
communicate with purchasing department to initiate the rework and etc., and then send the message alert
through SAP Quality notifications or from Work flow message.

Quality Move to
Inspection Defect No Stock
found location

Yes

Moved to Create
Blocked Notification Disposi
stock tion

3. Configuration Steps Send

Message to
Vendor
through QN
or Work flow
Step 1: Configure a Quality Notification type for Defect Recording

A New Quality Notification is configured to record all the details of the defect recorded in the products
which go through Quality Inspection after being received against the Purchase orders/Scheduling
Agreements, Stock Transport orders or contracts etc.

Menu Path: SPRO --> Quality Management --> Quality Notifications --> Notification creation -->
Notification Types --> Define Notification Types

This Quality Notification will have all the details of the defect like Material, Quantity, Tracking ID,
Inspection lot, Description, Defect location, defect type etc.
Tasks will be created and assigned to the concerned people so that they can take action.
Work flow has been set up such that system sends an email to the user responsible for the task thru this
quality notification. The email will contain the task and quality notification details. Once the user
completed the task in Quality notification, work flow will send the task completion notice thru email to the
author of the Quality notification.

Step 2: Configure the Action Box in Quality Notifications

Menu Path: SPRO --> Quality Management --> Quality Notifications --> Notification processing -->
Additional Notification Functions --> Define Action Box

Function defined for Send Paper, Attach documents and etc.,

 • A Function Module is assigned to this function while defining for the Action Box.
This function module enables the user to Send message to Vendor/ Supplier from the Quality Notification.
• It is configured in such a way that when user clicks the button ‘Send Mail to supplier’, system
navigates to a pop up window for selecting the partner functions which is having receiver mail ids.
• It is also supports to attach documents from local drive and servers.

4. Sending mail process

From Creation or Change mode of Quality Notification (QM01 / QM10/ QM02/ IQS2)
• Vendor master E-
Mail address can
be maintained
here also.

• Sender should
select the
required receiver
mail ID from here
to send the mail.
• Sender
should select
the “message
address” to
send mail to
vendors/
suppliers
• Sender can
write
message here
about quality
related
issues and
etc.,
• Select the
appropriate
file from
server to
attach in the
• Select the
appropriate
file from
server to
attach in the
 • File attached
• Send mail
-after
Selecting the
recipient

• Select
Recipient /s
• Mail received by recipient
(vendor )

• (gkshanthamoorthy@gmai
5. Authorization

To enhance the sending mail alert to the external or internal mail addresses, requires SAP user should
have authorized to do this activity.

6. Conclusion

This new enhancement will save lot of time to send mail alerts to vendors and follow up activities
automatically from Quality Notification.