Notification_sending Mail Process Flow

Send e-mail alerts about quality

Send Quality Notification Message to Vendor / Supplier Process

1. Introduction to send send Quality messag message e alert alert to Vendor Vendor / Supplier 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. notifications.

2. Proc Process ess Flow Flow for send send Quality Quality messag message e to Vendor Vendor process 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 creating quality quality notifications notifications and take a final final dispositi disposition on decision decision saying whether whether to scrap 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 Inspection

Defect found

No

Move to Stock  location

 Yes

Moved to Blocked stock 

3. Co Conf nfig igur urat atio ion n Ste Steps ps

Create Notification

Disposi tion

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. •

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4. Sending mail process From Creation or Change mode of Quality Notification (QM01 / QM10/ QM02/ IQS2)

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Vendor master EMail address can be maintained here also. Sender should select the required receiver mail ID from here

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Sender should select the “message address” to send mail to vendors/ suppliers

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Sender can write message here about quality related issues and etc.,

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Select the appropriate file from server to

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Select the appropriate file from server to

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Send mail -after Selecting the

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Select

File attached

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Mail received by recipient (vendor )

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.