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18.11.2025

Quality certificates in goods receipt with synchronous goods posting

Beitragsbild Quality Certificates mit 5 Sternen
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Why smart processes such as quality certificates in goods receipt with synchronous goods posting in SAP are doubly worthwhile

When everything runs smoothly in goods receipt, the whole company is happy. But in reality? Sometimes a test certificate is missing, the goods are booked anyway, quality problems arise later, and suddenly the big search for the cause begins. Sounds familiar? Then Quality Certificates in conjunction with synchronous goods booking is the right topic for you!

Why are quality certificates so important in goods receipt?

Quality certificates (e.g., test certificates according to DIN EN 10204 such as 2.2 or 3.1) serve as proof that the goods meet certain quality requirements.

Ideally, they should be available before or at the latest upon receipt of goods. In practice, this means:

✅ Faster release of goods
✅ Fewer manual checks
✅ Traceability and compliance
✅ Better supplier management

If the certificate is missing, the goods are either blocked or booked “on spec”—many companies book them “somehow” first and clarify the rest later. Both cost time and nerves and lead to:

❌ Duplication of work
❌ Unclear inventories
❌ Stress with finance and QA

Book synchronously + check certificate = efficiency

SAP offers the option of posting goods receipts synchronously – i.e., including all relevant quality data. The process can be designed so that the system automatically checks whether a valid certificate has been stored. This is how it could look:

  1. Supplier sends certificate in advance (e.g., via portal, EDI, API).
  2. SAP stores and links the certificate to the purchase order.
  3. Goods receipt is posted (only if certificate is available or has been checked).
  4. In case of discrepancies → automatic block or workflow to QA.
  5. Transparent history for audits and supplier evaluation.

The result: No subsequent search for slips of paper, less manual rework, and clear processes. Posting, certificate, and, if applicable, quality batch end up together in the system. This ensures:

✅ Real-time transparency
✅ Stable inventory levels
✅ Clean data for MRP & controlling
✅ Faster throughput times

Technical implementation? Flexible!

Depending on the system landscape, there are different ways to address this issue:

  • SAP QM with certificate verification and quality lots
  • SAP S/4HANA Fiori apps for intuitive goods receipts
  • Inbound workflows (SAP BTP / Workflow Management)
  • Supplier Portal / Fiori App for suppliers
  • Integration via EDI / API (e.g., test certificates as PDF or structured data)
  • Important: Process + technology must be considered together.

Our Conclusion

Quality certificates in goods receipt with synchronous goods posting in SAP ensure less chaos, higher quality, and better data.

With the right setup, a “tedious mandatory step” becomes a real competitive advantage: automated, transparent, audit-proof, and supplier-friendly.

Want to learn more? We are happy to help you with process and system design.
From analysis and integration to supplier onboarding. Feel free to contact us!