Notification_sending Mail Process Flow

8/6/2019 Notification_sending Mail Process Flow

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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 checkthat 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 bycreating quality notifications and take a final disposition decision saying whether to scrap it, return thegoods 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 tocommunicate with purchasing department to initiate the rework and etc., and then send the message alertthrough SAP Quality notifications or from Work flow message.

3. Configuration Steps

Quality

Inspection Defect

found

Move to

Stock

location

No

Moved to

Blocked

stock

Disposi

tion

Yes

Create

Notification

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 productswhich go through Quality Inspection after being received against the Purchase orders/SchedulingAgreements, 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 thisquality 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 theauthor 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’, systemnavigates 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



• Sender

should select

the “messageaddress” to

send mail to

vendors/

suppliers



• Sender can

write

message here

about qualityrelated

issues and

etc.,



• Select the

appropriate

file from

server to



• Select the

appropriate

file from

server to





• File attached

• Select

• Send mail

-after

Selecting the



• Mail received by recipient

(vendor )



5. Authorization

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

6. Conclusion

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

Documents

Notification_sending Mail Process Flow