Data Entry and Usage Decision (QA32) Instructions

In normal operations, data entry for production batches will be done using LIMS. If the SAP-LIMS
interface is not functioning, SAP transaction QA32 is the most convenient means of performing data
entry.

QA32 actually combines two functions, namely recording results for Inspection Lots (QE02), and batch
Usage Decisions (QA11). As with many SAP transactions (or T-codes), QA33 is the Display version, and
QA32 is the Update version.

Data Entry

Type QA32 (not case-sensitive) in the command box and press Enter.

Initial Screen

Enter the plant number (if different than your plant) and select “Select only inspection lots without a
usage decision” radio button. Also, SAP uses a default date range (minus 1 month to plus 10 days).

You can also enter details in the Material and Batch fields, but let’s leave them blank.
Press Execute.

Noteworthy items:

1. The upper left box shows glasses and a pencil. Pencil is change mode, and the glasses are
display mode.
2. The Results option (blue box) is brings up the data entry screen. The pencil shows we are in
change mode.
3. Each row represents a separate Inspection Lot.
4. The Status Monitor uses a traffic signal to show if the items related to an inspection lot are
finished (Data Entry and Usage Decision).
5. The Batch is highlighted for clarity.

Select the row for Batch C21100101 and click the Results option
Record Results: Characteristic Overview Screen

Begin data entry by typing in the value for each property, followed by Enter. As an example, IV of 0.9
DL/g is entered.

After Enter is pressed, SAP does a Valuation of the entered value against the specification listed to the
right of the property description.

After completion:
Press the Save icon to save the data.
This will bring you back to the previous screen (Worklist) and show a save message at the lower right
portion of the screen

Data Entry for this Inspection Lot is complete. Now onto Usage Decision…
Usage Decision

The purpose of the Usage Decision is to determine the stock status of a production batch. This status is
either Unrestricted Stock of QI Stock. If the product meets the material specifications listed in the
Inspection Plan, the batch will go to Unrestricted stock. The product may still not be acceptable for
customers with tighter specifications than the standard material. If the product batch fails one or more
specifications, it will remain in QI Stock.

We have a background SAP program performs an Automatic Usage Decision on batches with completed
Inspection Lots. This programs usually runs every 10-15 minutes. Successful batches will then be
transferred from QI Stock to Unrestricted Stock. If a batch fails one or more specifications, it will remain
in QI Stock.

When a Usage Decision is performed, the data in the Inspection Lot is copied over to the product batch.

Prior to this, the batch only contains the railcar number. See below.

We’ll show this same batch after the Usage Decision (UD, for short) is performed.
Select the row for our batch and click the Usage Decision button, shown below.

Record Usage Decision: Characteristic Overview screen

If there is any property that fails specification, it will be prominently listed on the Characteristics Tab.
The are two highlighted fields above. The one with the right arrow head is an on-off toggle that shows
the results for the inspection lot (labeled Charact. Relevant for usage …). The default position is off.
Clicking the arrow:

Let’s turn our attention to the bottom highlighted field, the UD Code.

When you put the pointer in the open box, a magnifying glass appears to the right of the field (common
in SAP). Clicking on the magnifying glass shows several options.
Only options 001 thru 004 are used in our SAP configuration.

1. Option 001: This is used to pass a product batch to Unrestricted Stock.

2. Option 002: This is used by the automatic usage decision background task that runs every 15
minutes (described above). It also passes the product batch to Unrestricted Stock.
3. Option 003: This option is used to pass a product batch (to Unrestricted Stock) that has one or
more properties that are out of specification.
4. Option 004: This is used to regrade the product batch to a separate material. An example is
1230P_K to its wide spec version, 1230P_S.

Option 001 (Pass – Unrestricted)

Since the results for this batch pass all specifications, we will choose code 001. To do this, either
double-click on the green 001 or single click on it and click Choose (see below).

Once done, the following appears in the Usage Decision section.

Click Save (Disk icon at top of screen).

SAP will then prompt you to update the Batch Status.

Since we choose Option 001, the radio button is on the “Unrestr.” Option. Click the green check mark.

The following appears.

This screen looks complicated, but since we choose Option 001 (PASS), click the Proposal button. This
will put all of the batch stock in the “To unrestricted use” category.

The only other category we will use is “To new material” which will be covered in the Option 004
discussion below.

Click Save. Once done, the following message will appear at the bottom-left of the screen.

If you press Refresh on the upper-left , the Monitor will change to green.
If we do a stock overview (MMBE), we will now see that this production batch is now in Unrestricted
Stock.

Since the UD was performed, the inspection lot data is now in the batch.
Option 003 – Pass with Exception

As the name implies, this option generally applies to batches that are “slightly” out of specification
(defined differently at each site!) that we want to pass to Unrestricted Stock so it can be sold to a
customer. For this example, batch C21100102 has an off-spec IV result.

Selecting the row and selecting Usage Decision shows the off-spec property.

Click on the magnifying glass next to the UD Code field.

Double click on 003 – Pass with Exception

UD Code populated – see below.

Click Save.

Batch Status:

Click the green check mark (Enter)

As with Option 001, click the Proposal button – which will put the batch quantity in the “To unrestricted
use” category.

Click Save.

Once again, the message appears at the bottom-right of the screen.

Stock overview (MMBE) shows this batch in unrestricted stock as well.

Option 004 – Batch/Material Substitution

This option is used whenever we wish to convert one material to another. Examples include conversion
of:

 1185 Fitting Grade to Bottle Grade Resin (1185F_K → 1185B_K)

 Pipe Grade to Siding Grade Resin (1230P_K → 1230P_S)
 Pipe Grade to Wide Spec Resin (1230P_K →1230P_S)

For this document, we will choose the third example.

Batch C21100103 is off-spec in contamination. Selecting the row and selecting Usage Decision shows
the off-spec properties.

In this case, choose 004 as the UD Code.

Click Save.

A warning message now appears at the lower-left portion of the screen, suggesting that we change the
batch status to Restricted.

Press Enter. The Batch Status screen shows the suggestion (Restricted).
Change this to Unrestricted by clicking its radio button, and press Enter. This brings up the Record
Usage Decision: Stock screen.

Do not click Proposal! Type in the batch quantity (189,000) in the “To new material” box and press
Enter.
This brings up a new pop-up window labeled “Stock Postings to New Material.” See below.

Enter material number 80009757 in the New material field and batch number C21100103 in the Batch
field. IT IS CRITICAL THAT THE SAME BATCH NUMBER IS USED! The Reason for Movement and Text
fields are optional. Let’s ignore these.

Press Enter.

SAP now asks if you wish to create the new batch for the new product. Click Yes on the pop-up window.
SAP now asks if the new batch be released. Click Yes on this pop-up.

SAP will repeat the warning message seen above.

Press Enter and Click Save.

SAP now lists the usage decision message.

If we refresh the Stock Posting screen, batch C21100103 is no longer visible.

Why? Because we changed the product to wide spec material.

This completes the instructions.