SAP x Quality: Make ERP Your Ally

SAP knows your inventory. Quality knows your compliance risk. If the two systems

are not connected, release decisions lag and records fall out of sync.

This playbook integrates ERP and QA processes. You will align change objects,

connect release status, link deviations, and govern integrations so everyone sees

the same truth.

Why ERP-quality alignment matters

Release speed: Automated synchronization eliminates phone calls and manual

spreadsheet updates during batch release.

Compliance: Inspectors expect a single version of the truth. Discrepancies

invite findings.

Efficiency: Teams spend less time reconciling data and more time resolving

real issues.

Scalability: Integrated processes support global operations and complex

product portfolios.

Step 1: Map change objects end to end

Align quality change records (QMS) with SAP change objects—material master

updates, BOM changes, recipes, production versions.

Document required data fields, approvals, and implementation steps.
Configure integration so approved quality changes trigger SAP change objects and

vice versa.

Maintain audit trails linking change rationale, risk assessment, and ERP

updates.

Step 2: Synchronize release status

Define release states in both systems (e.g., QA Hold, Ready for Release,

Released).

Implement middleware or API calls to update SAP batch status automatically after

QA approval.

Block shipment in SAP until QA release is received; notify QA when inventory

moves.

Monitor integration logs for failures and alert both teams instantly.

Step 3: Link deviations, CAPAs, and lot data

Connect deviations and CAPAs to affected SAP batches, materials, and orders.
Use the linkage to place automatic holds and prevent unauthorized shipments.
Enable reporting dashboards showing open deviations by product and inventory

impact.

Provide inspectors with quick navigation between ERP transactions and quality

records.

Step 4: Harmonize master data and governance

Ensure material masters, plant codes, and product hierarchies match across

systems before integration.

Establish joint governance meetings for ERP and QA leaders to review metrics,

integration health, and upcoming changes.

Document SOPs covering exception handling, manual overrides, and escalation

paths.

Step 5: Train and support users

Educate QA, manufacturing, and supply chain teams on the new workflow.
Provide quick-reference guides explaining how status changes propagate.
Monitor adoption and address manual workarounds promptly.

Metrics that prove success

Time from QA release to ERP status change.
Number of manual overrides or emergency shipments.
Volume of discrepancies between QMS and SAP data.
Integration uptime and incident resolution time.

45-day roadmap

Days 1-10: Identify pain points where ERP and QA data disagree; gather

examples and quantify impact.

Days 11-20: Define change-object mapping and release status rules with

stakeholders; configure integration prototypes.

Days 21-30: Pilot automated status updates for one product line, train

users, and monitor results.

Days 31-45: Expand integration, launch governance cadence, and publish

metrics dashboards.

Frequently asked questions

Who owns the integration? Joint IT and QA ownership with business process

leads driving requirements.

What about legacy plants? Start with high-impact sites; provide manual

fallback procedures while migrating others.

How do we handle failures? Monitor integration logs, alert owners, and

document corrective actions in both systems.

Can this support advanced analytics? Yes—integrated data powers release

dashboards, cycle-time analysis, and predictive maintenance.

Sustain the win

Monitor integration health dashboards, run joint ERP-QA governance meetings, and

train new staff on the connected process. Celebrate release cycles that executed

without manual intervention—proof that ERP is now your ally.