SAP QM Certificate of Analysis Profile Template
Chemical, food and pharma customers ask for a certificate with every shipment, and the SAP certificate profile is where that rule lives. This template writes down what the certificate must contain before anyone configures it.
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SAP QM Certificate of Analysis Profile Template
Certificate of analysis Profile Requirements
Issuer: Acme Specialty Chemicals Ltd Customer: Northwind Coatings Trigger: On delivery The certificate profile defines which characteristics print, from which inspection lot and on what condition. Define the profile once per customer or per customer group.
Certificate header (print layout)
Material: RES-2210 Epoxy resin Batch: B2610-15 Manufacturing date: 2026-10-08 Expiry: 2027-10-07 Delivery reference: 80001234 / PO 45009876
Characteristics to print
| Characteristic | Specification | Method | Result | Print for customer (Y/N) |
|---|---|---|---|---|
| Viscosity at 25 C | Y | |||
| Epoxide equivalent | Y | |||
| Color | Y | |||
| Water content | Y | |||
| In-house only test | N |
Remarks and statements
Material complies with the agreed customer specification at the time of release.
Data rules to agree
State which results are taken from the usage-decided inspection lot, how multiple lots per batch are shown, and whether the batch class characteristics are printed from batch classification or from QM results.
Approvals
A requirements aid, not a regulated certificate. Regulated industries must align the wording with their own quality system and customer agreement.
Check your certificate data
Optional review of how batch and inspection data feed your certificates.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in a sample batch with real header data, choose the certificate type and the trigger, and complete the characteristics table with one row for each line the customer expects. Share the exported document with the customer to agree the content, then use it as the specification for the profile and form layout.
- Agree customer specification values with the customer in writing
- Mark internal-only tests so they never print
- Define which date formats and languages are needed
- Test with a real delivery before go-live
How certificates work in SAP QM
Quality certificates in SAP QM are produced from a certificate profile that selects data from inspection results, batch classification or the delivery. The profile defines what is included and the form controls the layout. Certificates can be created in the delivery process or on request and are often sent with the shipment documents. A certificate recipient and the output determination control who receives it.
Content that customers check
Customers check batch number, specification limits, test method, results with unit, the shelf life or retest date and a statement of conformance. They also check that the results come from the batch shipped, not from a typical value. Cases where the lot has several partial inspections need a rule on which result is reported.
Common mistakes
Printing specification limits from the plan when the customer has agreed tighter limits. Allowing a certificate to be created before the usage decision. Mixing languages on one certificate. Not handling a re-inspected batch, which may have more than one lot.
Frequently Asked Questions
Is a certificate of analysis the same as a certificate of conformance?
No. A certificate of analysis lists measured results for a batch, while a certificate of conformance states that the product meets a specification and may list no results. Many customers accept either, but the contract decides.
Where is the certificate profile maintained?
In SAP QM the profile is maintained in the certificate profile transaction for the quality management certificate function. Names differ per release, so confirm with your QM configuration team.
Can one profile serve all customers?
It can when customers accept the same content. Most companies keep a standard profile and a few customer-specific profiles for customers who need different characteristics or languages.
Does this meet regulatory requirements?
It is only a content template. Pharma, food and aerospace each have their own rules for certificates and record retention, so align the final wording with your quality system.
If your certificate data is spread across lots and batches, Netray can help validate it before it goes to the customer.
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