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Author's profile photo Patrick Sekar

Automatic Defect Recording (QM-IM-RR-DEF)


During Quality control, defect arises when a product fails to satisfy certain test procedures or standards. Defect can occur due to faults in design/manufacturing process, human error, poor quality raw material etc. SAP allows detailed entry of defects, initiate necessary actions to resolve and prevent such issues.

This blog will provide steps to setup and execute automatic defect recording, and further process with Quality Notification.

Customizing Parameters

  1. Inspection type – Notification type Assignment

    – During result recording, when defect are raised for inspection lot, then quality notification (QN) is created and update as QN items. Based on inspection type, default QN types can be assigned.

    IMG Path: Under SPRO > Quality Management > Quality Inspection > Inspection Lot Creation > Maintain Inspection Type



  2. Defect Class with Activate QN and Catalog setup.

    – Using Activate Q-notification, QN raised will have OSNO status i.e. QN will remain open after usage decision.
    – When used in Catalog setup, enables automatic QN activation during defect recording.

    IMG Path: Quality Planning > Basic Data > Catalogs

    Setup Catalog,

  3. Catalog Profile

    – Setup Catalog profile and assign in notification type

  4. Confirmation Profile

    – Specify the type of information or confirmation objects that you can record for a defect.
    – For Summarized defects recording, conf. objects include – defect type and defect type text.
    – For Individual defects recording, conf. objects include – defect type, defect type text, defect location, assembly, defect cause, defect cause text, task, activity text, and defect valuation

    IMG Path: Quality Notification > Defect Recording > Define Confirmation Profile

  5. Report type

    – Link with Confirmation Profile & Catalog Profile.
    Setup priority for Catalog profile (1.Material Master > 2.QN type > 3.Record type).

    : With origin option, users will have flexibility over Catalog selection during QN process.

    IMG Path: Quality Notification > Defect Recording > Define Report Type
    Assign Report type to Work Center

    – Setup entries at Work center – Plant level.
    Setup Priority for Report type in customizing (Work center > Plant > Report type).

    Note: With default report type, user can skip ‘Report type’ input dialog option during defect recording.Assign%20Report%20type%20to%20Work%20Center

Defect Recording Types


  1. Manual Defect Recording
  2. Automatic Defect Recording
    Master Data, Tcode: QS23,
    – MIC, control indicator > enable defect recording (for both types).
    – MIC > Setup defect code in case characteristics attribute is ‘Rejected’ (for automatic).Note: When characteristics fails, defect record entry will done automatically. Users can skip ‘Create Defect’ option.

    Transaction Data, Tcode: QA32 / QA02,
    Record Defect > Select defect record > Activate Notification (if defect class with Activate-QN option disabled) > Input necessary data > Continue > Save.
    QN status is changed from ‘OSNO DEFR’ to ‘NOCO’.

Defect Recording Levels

The availability or absence of an inspection plan or material specification determines the assignment level to record defects. Three levels available to record defects.

– Inspection lot
– Inspection operation
– Inspection characteristic

Creation of Defect Records

  • Option1 – During Results recording, Tcode: QA32 / QA02
    Select lot > Create Defect or Select lot > Results > Choose Operation/ Char level > Defects
    On Save, Notification created/changed. Check defects levels in table QMFE.
  • Option2 – Before UD, Tcode: QA32 / QA11
    Record UD screen > Defects (Assignment only at Lot level).
  • Option3 – Using separate screen, with Tcode,
    QF11 – Lot level
    QF21 – Operation level
    QF31 – Characteristics Level

Processing of Defect Records

  • Case1 – Defects are activated (QN status set to OSNO) -> complete UD -> follow further QN process.
  • Case2 – Defects are not activated -> after UD, QN status set to ‘NOCO DEFR’ -> QN completed.

Editing Defect Records

  • Automatically created defect records are deleted by the system automatically if the valuation of an inspection characteristic is changed during results recording.
  • Manually Created Defect Records can be changed or deleted if the inspection has not been completed and the usage decision has not been made.



Using above steps we can setup automatic/manual defect recording and execute further QN process.

SAP Help Reference:


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      Author's profile photo Akshay Yerawar
      Akshay Yerawar

      Hi Patrick,

      Nice blog. Well articulated. Will be helpful for lot of people.



      Author's profile photo Patrick Sekar
      Patrick Sekar
      Blog Post Author

      Hi Akshay,

      Thank you for the appreciation.



      Author's profile photo Rohit Moghe
      Rohit Moghe

      Hi All,

      i am having production of serialize material 4 work centers are there for process. serial numbers are assigned in production order.

      i am facing problem if a production order of 200 lot in first operation 10 products serial numbers got rejected in result recording, it shows again in operation 2nd and 3rd and 4th. where as these serial numbers are not transferred to next operation once rejected in result recording.

      Is there any option configuration setting or customization available to avoid this result recording of rejected products again & again.

      Author's profile photo Sally Xu
      Sally Xu

      Hi Patrick,

      I found this blog extremely help.

      I used it for calibration and found out that the sequence of catalog profile 9 for defect recording is:


      Report type's which originates from QN type takes precedence over that in QN type.


      Before it was working, I only had catalog profile on QN type. On report type, there is no value for defect code.

      After I specified the same catalog profile in report type, the limited codes are only available to choose from.

      I guess only 1 defect code is feasible for auto defect recording.

      Pls advise,