Creating Deviation Reports

On the role center Sales Order Processor you will see an action called + Deviation Report. Select it to begin the process of creating the deviation report.

This will open a new page where you can register information pertaining to the deviation:

Fields

Use the following fields to register information relevant to the deviation/incident that you are reporting.

Reporting

No.

The number of the deviation is automatically generated. The number series is set in the Deviation Management Setup.

Registered By

Select your name from the options in the Registered By field. This field is based on the salesperson/purchaser-tables. So if your name does not appear in the list it will need to be registered there first.

Created At

The date is automatically set to todays date.

Location

Select the location at which the deviation/incident occurred.

Equipment Involved

Equipment Category Code

Select the Equipment Category Code for the equipment related to the deviation. The choices are selected from the Equipment Catergories-list.

Equipment Code

Select the code for the equipment in the given equipment category. The choices are from the equipments registered in the equipment category codes from the field above.

Internal Process

Select the internal process in which the deviation occurred in the field Internal Process. The choices are from the Internal Processes-list.

Internal Deviation

Use this field to specify whether the deviation/incident is the result of an internal mistake. That will say whether the error that caused the deviation occurred within your company.

Error Code

Select the relevant Error Code form the field Error Code. The choices are from the Deviation Error Codes-list.

Description

Write a description of the deviation (no character limit).

Item

Select the Item that was affected by the deviation if applicable from the dropdown list in the field Affected Item.

If the Item is set up for Item Tracking with Serial Numbers enter the Serial No. of the particular item that was affected by the deviation in the field Serial No..

If the Item is set up for Item Tracking with Lot Numbers enter the Lot No. of the particular item that was affected by the deviation in the field Lot No..

Customer

In the field Sell-to Customer No. select the customer to which the item was (to be) sold. (Please note that if you add a Sales Order under Related Documents this value will be overwritten if the Sell-to Customer is on the sales order is different from what you have entered here).

Use the field Customer Complaint to specify whether the deviation report is a result of a customer complaint.

Vendor

In the field Vendor No. select the vendor from which the item was (to be) purchased. (Please note that if you add a Purchase Order under Related Documents this value will be overwritten if the Buy-from Vendor No. from the purchase order if the value is different from what you have entered here).

Technical Drawings

Add the drawing numbers of any technical drawings to which the deviation is related.

Responsible for Further Processing

Select the person responsible for further processing of the deviation report.

Item Disposition

Specify what happened to the item/s affected by the deviation, the options are:

Used - the item was used despite the deviation,
Scrapped - the item was destroyed
Repaired - the item was repaired
Other - something else

Comment

Enter a comment relating to what happened to the deviation.

Reported to Customer Date

The date on which the deviation was reported to the customer.

Customer Response

Specify whether the customer accepted or rejected the resolution for the deviation report.

NCR Number

The Non Compliance Report No. related to the Devaiation Report.

Cause Code

Select the Cause Code related to the deviation. The choices are from the Deviation Error Codes-list.

Cause Description

The description related to the Cause Code in the field above.

Cause Details

A free field for more detailed or specific information about the cause (no character limit).

Severity

Select the number value of the severity. Based on your choices in the Deviation Management Setup the Color and Classification automatically fill in.

Financial Impact

Enter the amount that the deviation has cost the company in the field Financial Loss and add a breakdown of the financial loss in the field Breakdown.

Execution

Select the user that is responsible for the execution of the item disposition in the field Responsible for Execution select a date for when the execution will have to have been carried out in the field Execution Deadline.

Once the execution of the item dispostion has been carried out enter the date on which it took place in the field Execution Date.

Corrective Measures

Enter the corrective action to be carried out for the deviation in the field Corrective Action.

Select the person that should carry out the corrective action in the field Responsible for Corrective Action and the date by which the corrective action needs to have been carried out in the field Corrective Action Deadline.

Once the corrective action has been carried out enter the date on which it took place in the field Corrective Action Date.

Conclusion

Enter a summary of the follow up for the deviation in the field Follow Up.

Select a person that should be responsible for the Quality Assurance of the follow up in the field Responsible for Quality Assurance and select the current date in the field Date Assigned.