Lesson 3 of 5
Results and usage decisions
9 min
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Once the sample is pulled, a quality technician records results for each characteristic, and a quality engineer makes the usage decision (UD). The usage decision reduces the whole inspection to a yes or no and, for stock-relevant lots, moves the stock out of quality inspection.
Recording results and defects
Results are recorded per characteristic, in SAP GUI typically through the results recording worklist (QE51N) or in the Fiori results recording apps. For a quantitative characteristic the technician enters measured values; the system compares them with the tolerances and valuates the characteristic as accepted or rejected. For a qualitative one, the technician enters a code or pass/fail. Defects that are not modeled as characteristics, such as a scratched housing nobody planned to check, are recorded as defects with a defect code.
- Lot 01 for 500 rotorsSample: 5 for resistance and diameter, 50 for slip ring surface
- Record resultsResistance 5/5 in tolerance; diameter 5/5; slip ring 47 pass, 3 fail
- ValuationSlip ring surface characteristic rejected; others accepted
- Defect recordedDefect code for slip ring scoring, quantity 3
- Ready for decisionLot status shows results recorded; engineer reviews
Before results are recorded, a technician can still reset the sample or re-read the plan if the lot picked up the wrong plan or sample size. After inspection has started, that is no longer possible: the lot must be cancelled and created again. That is one more reason to check the plan and sample on a new lot before anyone starts measuring, and a useful negative test for key users.
Making the usage decision
The engineer opens the lot (for example with QA11 or the Fiori usage decision app), reviews results and defects and picks a UD code from a catalog maintained by the quality planner: typically accept, accept with minor deviations, or reject. The system calculates a quality score, an integer from 1 (worst) to 100 (best), which feeds supplier quality analytics and supplier evaluation.
| UD code (example) | Meaning | Typical quality score | Typical stock posting |
|---|---|---|---|
| A1 | Accepted | 100 | Quality inspection stock → unrestricted use |
| A2 | Accepted with minor deviations | 80 | Quality inspection stock → unrestricted use |
| R1 | Rejected | 1 | Quality inspection stock → blocked stock |
Example UD codes. Codes, scores and default postings are set by your QM configuration.
Partial decisions on the quantity
The UD code says what the lot is worth; the stock posting says where each piece goes. In the inspection lot stock screen the engineer can split the lot quantity: for example 497 rotors to unrestricted use, 3 to blocked stock or scrap. The next lesson goes deeper into these postings.
- Are all characteristics accepted and no defects recorded?Yes → accept (A1), post all to unrestricted · No → next question
- Are deviations minor and approved for use?Yes → accept with deviation (A2), document why · No → next question
- Is part of the lot usable?Yes → reject with split posting: usable to unrestricted, rest to blocked · No → reject (R1), all to blocked and start a supplier complaint
Some companies use an automatic usage decision for lots with no characteristics or where no results are recorded after a set time, for example for low-risk materials. If your company does this, it is a control to test: which lots qualify, after how long, and which code is applied.
What would you do?
Three of 50 sampled rotors fail the slip ring check. The engineer wants to reject only the bad pieces and keep the rest of the 500. What is the best approach?
- Technicians record results per characteristic; the system valuates them against specifications.
- Defects outside the plan are recorded with defect codes.
- The usage decision picks a UD code and produces a quality score from 1 to 100.
- Stock can be split across destinations in the UD; a saved UD is not simply reversible.
Check your understanding · not graded
Lesson check
1. What range does the quality score from a usage decision use?
2. Which role usually makes the usage decision?
3. A defect is observed that no characteristic covers. What does the technician do?
4. Who makes the usage decision in Contoso's QM roles?