Retrieving an Archived Certificate with ArchiveLink

You can display a certificate that was archived with ArchiveLink. This is possible for certificates that were created for a delivery item or an inspection lot.

To display an archived certificate for a delivery item or an inspection lot, proceed as follows:

1. From the Quality Certificates screen, select one of the following menu options, depending on whether you want to display a certificate for a delivery item or an inspection lot:

Certificate creation ® Display archive ® For delivery

Certificate creation ® Display archive ® For inspection lot

The system displays the screen for searching for incoming and outgoing documents.

The system proposes the object type (LIPS for a certificate for a delivery item or BUS2045 for a certificate for an inspection lot) and the document type (QMOCERT). If necessary, narrow down your search further.

You can also call up this function from the main menu by selecting Office ® Optical archiving ® Display original. You must enter the object type and document type as described above.

2. To start the selection process, select Find.

The system displays a dialog box for specifying a delivery and a delivery item or an inspection lot.

3. You can leave these fields blank or enter values. To continue, select OK.

The system displays a hit list of originals in a dialog box that corresponds to the criteria you entered.

4. From this dialog box, you can display administrative information, such as the archive status, archive date, and expiration date of the archived certificate. First choose the certificate for which you want the information and then select Admin. information.

5. To display the archived certificate, choose the certificate and then select Display originals.

Additional Ways of Displaying Archived Certificates

You can use the following additional methods to display archived certificates:

· Within the transactions for processing a delivery

To display archived certificates when you are processing a delivery, proceed as follows:

1. On the Quality Certificates screen, select Application area ® Delivery ® Change or Display.

The system displays the request screen for processing the delivery.

2. Enter the delivery number and select Enter. Then choose the desired item and select Item ® Output.

3. Choose the desired output(s) and then select Edit ® Display originals.

The system displays a dialog box for selecting object links.

4. Mark the entry Archived documents and select Continue.

The system displays the archived document. If the system cannot find a data record in the optical archive, it issues an error message.

· Within the list of deliveries

To display archived certificates in the list of deliveries, proceed as follows:

1. On the Quality Certificates screen, select Environment ® Sales/distribution ® Shipping.

The system displays the initial screen for shipping functions.

2. Select Delivery ® List.

The system displays the initial screen for the list of deliveries.

3. Enter the selection criteria (for example, material, ship-to party and a time period for the goods issue date) and select Enter.

4. Position the cursor on a delivery and select Environment ® Display originals.

The system displays the dialog box for object links.

5. Select Archived documents.

If only one certificate was archived for the delivery item, the certificate is displayed immediately.

If several certificates were created for the delivery item, the system displays a dialog box with a hit list. Choose one or more entries and then select Display originals. The system then displays the archived certificates.

If the system cannot find a data record in the optical archive, it issues an error message.

· Within the transactions for inspection lot processing

To display archived certificates for an inspection lot while processing inspection lots, proceed as follows:

1. From the main menu, select Logistics ® Quality management ® Quality inspection.

The system displays the initial screen for the quality inspection functions.

2. On the Quality Inspection screen, select one of the following options:

– Insp.lot processing ® Inspection lot ® Display or Change

– Insp.lot processing ® Usage decision ® Display or Change

You are now in a transaction for processing an inspection lot.

3. Call up an inspection lot by entering the necessary data in the initial screen.

4. Select Environment ® Object links from the menu bar.

The system displays a dialog box from which you can select the object links.

5. Mark the entry Archived documents and select Continue.

If only one certificate was archived for the delivery item, the certificate is displayed immediately.

If several certificates were created for the delivery item, the system displays a dialog box with a hit list. Choose one or more entries and then select Display originals. The system then displays the archived certificates.

If the system cannot find a data record in the optical archive, it issues an error message.

You can also use functions in SD to retrieve an archived certificate. For more information see Finding Out What Happened During Certificate Generation.