Purchase User Creating PO Using ME21N

Usage: To create Purchase Order (PO)

Menu Path:

Logistics > Materials Management > Purchasing > Purchase Order > Create >
Vendor Known

Transaction Code:

ME21N / ME22N/ME23N Change/Display

Input Fields

Header Data:

Data pertaining to all the items in the purchase order

Item Overview data:

Item wise details with reference to the procurement aspects will be given as input
here

Item Details data:

Individual item conditions and details can be maintained here.

Vendor - Enter the Vendor name (code)

Document type - NB1- Domestic PO
Purchase Order Date
Purchase Order (PO) - System will generates automatically

Organizational Data:

Purchasing Organization - Enter company Purchasing Org.

Purchasing Group - Enter Purchaser Group code
Company Code - Enter company code

Item Overview

Item category

blank - Standard

K - Consignment
 L - Subcontracting

S - Third Party

Account Assignment

Category

A - Asset

F - order

K Cost Center

P - Project

Material Code - Enter material to be purchase

PO quantity - Enter quantity to buy
Delivery Date - Select the Appropriate delivery date
Plant - Enter plant
Storage Location - Enter material storage location
Material Group - Material grouping category

Item details

Details of individual items with reference to following can be given:

Material data - vendor material no; batch; infoupdate and so on

Qty and Wt
Delivery
Conditions
Texts and so on
Save the document

Result:

After saving the document, PO created under the number xxxxxxxxxx number
will be displayed on status bar.

Self Test Questions:

1) Which of the following exhibit 1: many relationship

a. Business area to plant
b. Plant to Sales organization / distribution channel
c. Plant to shipping points
d. Shipping point to plant
e. Plant to Purchase Organization.

2) Which of the following always exhibit 1:1 relationship

a. Purchase organization to to company code

b. Sales organization to company code
c. Sales organization / distribution channel to plant
e. Storage location to plant
f. Purchasing group to Purchasing organization

Correct Answers:

1) a, b, e

2) a, b

hort Question What is PO / What is WO

What is Purchase Order?

Purchase order (PO)

A legal document to another entity requesting for supply of goods / services for
specific terms and conditions.

The buying entitys request or instruction to a vendor (external supplier) to supply

certain materials or render/perform certain services/works, formalizing a purchase
transaction.

What is Work Order (WO)?

Work Order

This term is used in many places.. In the Production Planning module, Production
orders for assembly is a work order.

In the Plant Maintenance module, internal work orders are used for Maintenance /
Repairs / Installation, modification or removal of equipments

The exact definition varies in different organizations. This is typically a PO for

services to be done within the company premises (Work inside the company -
hence work order).

I have also seen it being used for PO for maintenance orders (for materials and
services).

About the Source List Determination

When we create info & Maintain Quotation, by quota we are determining the
source. Also in Vendor Evaluation, we are evaluationg vendor. When we are
creating PO, from where the vendor will come from? Is it from Quota or
Vendor Evaluation?

You define source list requirements at plant level. If a source list requirement
exists, you must maintain the source list for each material before you can order it.

The source list serves:

To define a source of supply as "fixed". Such sources count as preferred sources

over a certain period of time. For example, the fixed vendor XXXX for material
100XX is ASA Company for the first quarter and BSB Co. for the second quarter
of the year.

Select the plants for which you wish to specify a source list requirement

You use the source list to determine the valid source of supply at a certain point in
time.
The source list contains all the sources of supply defined for a material and the
periods during which procurement from these sources is possible

Following T/Code activities in Material Management module.

Maintain source list - ME01

Display source list - ME03
Display changes to source list - ME04
Analyze source list - ME06
Reorganize source list - ME07
Generate source list - ME05
Display source list for material- ME0M

you make the system settings that are necessary for purchasing operations carried
out using source lists.
Source list requirement for materials, It may be necessary to include possible
vendors of a material in the source list before the material can be ordered.

The Source list requirement field in the purchasing data of the material master
record indicates whether a source list requirement exists for a material.

You can define the Source list requirement at plant level in IMG. Logistics
-->Materials management --> Purchasing --> Source list.

Here you can see the plants for which a source list requirement exists.

Alternatinve Release code for PR or PO

I have release strategy for PR and PO, suppose there is 3 levels of Release, at
second level I want to set an alternative Release code, if either of the employee
releases then it should go to third release.
How to configure for PO (with classifications) and PR (without
classifications).

Sharief

To my knowledge you cannot assign two release code for a release level. But you
can achieve your requirement that either of the employee releaseas and it goes to
third level.

1. In OMGS, under workflow, hope you have assigned S for object and position
ID in Agent ID, if not let me
know your assignments

2. In PPOMA, you can assign both employees under the same position.

3. Both employees have authorization to release at this release code.

4. Workflow automatically completes the release and moves to next level if either
of the employee releases it.

TC Venkatesan

Workflow is not implemented in our organization. Is there any alternative?

Sharief

In this case, I am assuming employees use ME28 or so directly to release.

As long as any employee has authorization to that release code, they can release
using the release code in ME28 or so, right?
Can you explain more about the procedure they try to release?

TC Venkatesan

We are using ME28 to release the POs. But I am trying to minimise the release
codes, if there is any possibility let me know.

Sharief

I will set out an example below:-

If the release group is G1 and release code is 03 for the level you wish to add
alternative releases to then simply get the user who is in control of authorisations
in your organisation to add G1 and 03 to user 1 and the same to user 2.

This will alow any one of them to release, without workflow. If you want this can
also be set for a validity period in authorisations. Sometimes if a user is away from
work and he is the only one to release, then an alternative user may be assigned
these codes for a validity period (during the absence of the other user). The system
will automatically invalidate him when it reaches the set date.

Shynee

Procedure to Define Both Currency USD and

EURO
I am new to SAP MM. Pls help me. I have one question regarding vendor in
purchasing.
We are purchasing export item, export item currency is USD. Some time
same vendor send item with different currency like EURO. I'm facing
problem when we pay to vendor.
In my Vendor Master Currency is defined as USD. I can pay in USD.
If I want to pay in EURO, again I have to go vendor master and change USD
to Euro vice versa.
Everytime I am changing.
Is there any procedure to define both currency USD and EURO.
According to situation I can select currency.
My local currency is different i.e SAR (Saudi Riyal).

This is a common problem in almost all factories in our group. To simply the
matters let me explain the method we use with some numbers.

1) Lets say we raise a PO as follows:

2 items @ $10 = $ 20

2) GRN is raised as per PO

3) Invoice comes from the vendor as
2 items @ Euro 0.80 = Euro 1.60

4) What we do is that we check with our purchasing people whether the Euro to $
convertion from the supplier is beneficial to us, if not it is within our tolerance
levels.
Then we process the payment for $ but mention the correct EURO amount in
narration. Bank instructions goes for EURO and there will be a Exchange diff entry
to the bank rec at the month end.

5) As far as I know you can't maintain multi currency in the vendor master.

6) Another effective method we are adopting is to have two vendor accounts for
different currencies.

Charaka

EURX Conversion Exchange Rate Calculation

User raised a question on the exchange rate calculation when creating
purchase order when 3 currencies were involved.
Vendor Master EUR
Purchase Info Record USD
Material Master SGD

Answer

It had taken me sometime to figure out this with some discussion with the SAP
FICO Consultant for PO creation that was using currency EUR in Vendor Master
and Purchase Order using USD.

As you can see from the PO, it is not using the Exchange rate provided in the
Header. For normal cases, it should be converted to local currency then to vendor
master currency.

PIR (USD) -> Local Currency -> Vendor Master (EUR)

The first check was transaction OBBS in order to know whether any Alt. ERT was
used.

SPRO -> SAP NetWeaver -> General Settings -> Currencies -> Define Translation
Ratios for Currency Translation

Once you know that Alt. ERT was being used, you can now calculate the PO price.
For example USD to EUR conversion in Purchase Order
Vendor Master (EUR)
Purchase Info Record (USD) 4.56
Purchase Order Item Condition price = 4.56 / 1.5 = 3.04 EUR
You just need to directly convert it using the EUR rate provided for USD which is
1.50000

Tcode: OB08

SPRO -> SAP NetWeaver -> General Settings -> Currencies -> Enter Exchange
Rates
 Language Error when creating Purchase Order

This happens when the language in Material Master (MM02 - Purchase Order
Text) and Vendor Master (XD02 - Address - Communication - Language) does not
matched.

In the Purchase Order, you can see the language in PO Header - Communications
data - Language.

If the Purchase Order have been saved before you change the Vendor Master
Language, the PO need to be closed as the language in the PO Header cannot be
changed.

This is the SAP Language Error that will appear when creating PO with language
mis-matched:

No short text maintained in language CS (please re-maintain material

ABCDEFGHIJK)
Message no. ME 095

Diagnosis
No material short text (short description) has been maintained in language CS.

System Response
No short text can be adopted from the material master record.

Procedure
If a material is to be procured from a vendor in a different language, the material
short text must first be maintained in this language.

Maintain the short texts in the material master record in those languages in which
procurement is normally carried out. In this case, you should at least maintain the
short text in language CS.

Handling differences in Purchase Order, Goods Receipts and Vendor Invoice

Prices
What is the procedure to adopt in case of the following situations when they
arise? (FOR SAP 4.6C version)

First situation
1)
a) PO LINE ITEM NET PRICE = US$100

b) The item is goods receipted with a price of US$110. Assume the difference
of US$10 is because of tax caluculated by the system (for example)

c) Vendors sends an Invoice for this item at the price of US$85 (US$80 PO line
item price + US$5 tax).

So in this case, the Invoice price is lower than the PO net price which is
US$100.
So for this type of situation what is the procedure to adopt to post the invoice
in the system.
Is it that the first the goods receipt needs to be reversed and then change or
update the PO line item net price with US$80(for example) and then do the
goods receipts and then do the invoice receipt?

If this procedure is correct and what happens if vendors invoice price is lower
than the origianl PO line item net price (as described in this case), whether the
system blocks the invoice in this case or not?

Or is it that the goods receipt need not be reversed and just post the invoice
with the new price and change the PO price with the new vendor invocied
price?

When is that the price in the info record needs to be changed?

Second situation
2) What is the procedure to adopt when the vendor's invoice price is greater
than PO line item price?

Basically, I am just looking for the correct procedures to adopt in both of

these cases like in what sequences,(like what is the first step and what is the
second step) with what steps to follow.

What to do procedurally - how to post an invoice with differing value than PO

and/or GR and what to do if an invoice blocks, etc in both the cases like when
the vendor invoice price is less than the PO price (line item net price plus tax)
and one more, I need to know is in this case will the invoice gets blocked upon
invoice posting when the vendor price is low.
Similarly in the second case what to do procedurally when the invoice price is
more than the PO price (Line item net price +tax)?

Whatever tolerances you have set for over or under invoice will determine if any
blocks occur (this covers both your first and second examples). (Transaction
code: OMR6)

When the clerk enters the invoice the system will note that the invoice is going to
block but will not stop it from being posted. (Transaction: MIRO)

Procedurally, the buyer checks blocked invoices and resolves the block be either:

1. Changing the PO price to match the invoice and then the invoice should unblock
(either automatically if you have it set up that way, or the buyer can release the
block) or

2. Buyer can dump the block without changing the PO price (info record price
history is not updated in this case because PO price wasn't changed).

In either case, if you have your materials being valuated at GR and then at IR, the
invoice will revalue the material so there is not really a need to reverse the GR to
change the PO price and then reenter the GR.

The transaction code for viewing blocked invoices (and releasing them) is MRBR.

Steps for MM Pricing Procedures

Can anyone please help me on the Pricing Procedures?
I have read it many times but fail to understand.

Pricing Procedure :

In MM module, pricing procedure is used during RFQ and PO creation. Total value
of material based on all addition and subtraction like discount, surcharge, tax,
freight, etc. In this we are defining pricing procedure and linking to vendor and
purchase department through the virtual schemas.

Following steps for pricing procedure as,

1. Define conditions.
2. Define pricing procedure.
3. Define virtual purchase organization and vendor.
4. Info Record.
Customization for Pricing Procedure :
1. Definition of Conditions :
/NMEK0---condition typecondition types--- definition (define for basic price,
net price, discount, surcharge, tax etc.)

2. Defining pricing procedure :

/NMEK0--- calculation schema---calculation schemasNew entries (Define
procedure and put the conditions like formula so that final price will be net price /
total value as per company requirement)

3. Linking pricing procedure to independent condition types.

/NMEK0---condition typecondition types--- definition for position for defined
conditions (Enter the defined pricing procedure in the each independent conditions
Pricing Procedure box)

4. Defining Schema group for Vendor :

/NMEK0--- calculation schema---schema groupsvendorNew Entries.

5. Defining Schema group for Purchase Organization--- New entries.

/NMEK0--- calculation schema--- schema groups---- purchasing organization---
new entries.

6. Linking Virtual Purchase Organization to actual Purchase Organization.

/NMEK0--- calculation schema--- schema groups----- Assign P.Org. (in actual
P.Org, enter virtual P.Org)

7. Linking Pricing procedure to virtual P.Org and virtual vendor :

/NMEK0--- calculation schema--- Determine Schema--- -Standard --- New entries
(Enter virtual schema and P.Org. along with pricing procedure)

8. Linking virtual vendor to actual vendor-- /NXK02 then enter schema group
vendor in Purchasing Data )

9. Info Records (/NME11)---- click on Purch. Org. data1 and enter condition
types and pricing procedure

Anand

What are the steps in pricing determination in MM? Condition, Access

sequence and schema.

In the SAP MM Pricing is more important. Just yesterday I have completed the
Pricing as I am doing the SAPMM now. I can give some light on this Topic, not
100%. After 2 days definitely some more I can share.
The Basic thing is Condition Technique. In which there are
1. Access Sequence 2. Condition Record 3. Condition Type 4. Condition Table.

A Access Sequence access a Condition Record of a Condition Type in a Condition

Table is a Condition Technique.This is a simple logic

Here the Condition Type is very important like PB00, PBXX,RA01 etc.

In the background every Condition Type has its own defition means the purpose of
the Condition Type like, is it for Pricing or Percentage, Quntity base, Accrual
Feilds etc is to be defined to work this functions.

Normally we use the existing ones without any risk. But some cases, we have to
Create a New Condition Types as per the organisation requirement.

The Pricing Schema is useful to minimise condition types while mention prices for
Vendor on the basis of Pricing Schema which we defined according to organisation
requirement.

The Pricing Schema means the calculations procedure of Condition Type.

Ex. RA01 - Discoount % is caclulated on PB00 - Gross Price means

RA01 is based on PB00 like that we have to define in the Pricing Schema
which makes easy to use in realtime.
Here PB00 has the Access Sequence - 0002.
But RA01 does not have the Access Sequence.Why because it is a dependent on
PB00. But both are Condition Types.

In the system, by default some standard Scheme will be there at Vendor Schema
Group in the Vendor Master Screen means the standard one is assigned which is
very lengthy which may fullfil our requirement. But some cases which may not
fullfil our requirement, in such we have to define.

For the configuration, I may not able to explain properly through here but will give
some Idea.

Configuration: SPRO-IMG-Material Management- Purchasing- Conditions-Define

Price Deternmination Process
1. Define Access Sequence
2. Define Condition Type
3. Defince Calculation Schema:- Here you have to define the Schema
Define Schema group
1. Define Schema Group vendor
2. Define Pricing Schema group
3. Schema group for Purchase Organisation
4. Assign Schema group to Purchase Organisation

Define Schema determination

1.define calculation schema for Standard purchase organisation

After completion of the Schema Group, we have to assign it to Vendors.

Then whenever we use any transaction with this Vendor, the concerned Schema
will work as configured by us.

I think this will help you. Actually the Pricing is a vast. Becuase each Condition
have its own importance and each Access Sequence have its own importance. So
you need not bother about this. First you learn how to define the Calculation
Schema through the above.

Here we can create many Calculation Schemas which can assign one schema to
Local vendors
another schema to out side vendor one more schema to foreign vendors like that we
can classify.

Pricing Procedure In Purchase Order

Explain the pricing procedure used in purchase order?

By Thomas

We use the pricing procedure to define condition supplement for the material price.
The condition supplement specifies the:

- discount,
- surcharge,
- freight etc that we want a system every time to access material price condition
records.

The total value of the material is calculated or based on all addition and subtraction
i.e. discounts, surcharge, tax freight etc.

Condition Table

This table defines the structure of condition record key.

Condition Record

This data record store conditions or condition supplements, i.e. condition like,
discount, freight, and surcharge, Tax etc.

Condition Type

This has different functions. In Pricing the condition types leads you to
differentiate different types of discounts, in output determination, batch
determination, difference between two output types, such as delivery note or order
confirmation, between different strategy types

Access Sequence

This specifies the order in which system searches or access the condition records
from condition table.

Calculation Schema

The provide the framework of steps for the price determination process to specify
the discounts, surcharge, freight rebate etc.

It also determines the sequence of conditions that are to be followed and in which
sequence.

Schema Group Vendor

This is to identify or to pick the right process and conditions for a particular
vendor.

Schema Group Purchasing Organization

This the key that determines which calculation schema (pricing procedure) is to be
used in purchasing documents assigned to the relevant purchasing organization.

Schema Group

This allows you to group together the purchasing organizations, which uses the
same calculation schema.

Steps to perform: -

1. Create Access sequence

2. Create condition types

3. Create pricing procedure or calculation schema

4. Link pricing procedure & access sequence to condition type

5. Create schema group for vendor

6. Create schema group for purchase organization

7. Assign schema group vendor-to-vendor master record in purchasing data view

8. Assign schema group purchase organization to our purchase organization

9. In inforecord purchase organization data enter condition types and pricing or

calculation procedure

Customize Setup:

SPRO -> IMG -> MM -> Purchasing -> Conditions -> Define Price Determination
Process

Goods Receipts for PO does not contain any items

When you try to post a GR against any PO it says that the PO does not contain any
items.
But when you display the PO it shows the items in it.

There have been several reasons which can be attributable to this problem -

1) This PO is subject to release strategy and since the final release was not made,
this PO is considered as 'blocked'.

2) You have been using the confirmation control category where in respect of the
last confirmation category key, the GR assignment checkbox is flagged. In this
particular case, GR is only be posted if the confirmation is not maintained.

3) Early delivery date ie. the GR date is coming earlier than the PO delivery date.

One other nasty thing might have happened (mostly in MIGO):

You have accidently changed your default movement type from 101 to 102 during
your last movement.
You will experienced this in some cases before installing hotpackage which shows
the movement type on the MIGO screen.
Purchase Order Account Assignment For Service Items
Can someone please explain on how the account assignment is done for service
items which are "texts" unlike materials?

The concept of account assignment remains same whether for materials with Mat.
No. Or only text.

If you are purchasing a particular service for a cost center. then you can assign the
PO item to Cost Center & so on.....

Use the following Customizing Path:

Material Management
-> Purchasing
-> Material Master
-> Entry Aids For Items Without a Material Master.

Create the Material Groups and the Valuation Classes you are going to assign to the
'text services'. In the moment of a Purchase order, put the text services and assign
them the material groups which you created for them. In that moment, the account
assignment that you customized will appear into the purchase order.

How to make systematic service purchase order?

1. First you need to create a PO with Item category as 'D' -- T Code: ME21N

2. You need to create the Service Master Record T Code: AC03

3. In the PO, Services tab, you need to mention the Services you are expecting
from the vendor, quantity, price.

4. Need to mention the Validity start and end period in the PO Header.

5. Once after accepting ther services from the vendor, based on the Vendor invoice
you need to enter the service entry sheet aganist the PO. T code: ML81N

6. Invoice Verification based on the PO. (this will pick information from the
Service entry sheet)

7. Payment Processing

Purchase Order Account Assignment

Category
Concept of account assignment category for direct usage for particular purposes or
consumption.

You specify which account assignment object is to be charged via the account
assignment category such as (cost center, sales order, and so on) Which accounts
are to be charged when the incoming invoice or goods receipt is posted & which
account assignment data you must provide. Account assignment category is used at
the time of creation of a purchase order. For normal PO no AAC is used.

If the posting is directly to a cost center(K) or Asset(A) we need this AAC. You can
see this at ME21n under item overview.

Path:SPRO--->Materials Management--->Purchasing--->Account Assignment---

>Maintain Account assignment categories .

Activities

1. Check the attributes of the account assignment categories

2. Maintain the account assignment categories to suit your requirements

Now click on new entries as per your business requirement you may define the
same

For automatic account determination in Account assigned Purchase order for a

material.

You need to maintain the Following

Valuation Class for the material in Material master accounting view.

If you have maintained the Valuation grouping code for the Plant in OMWD,
please use the same in G/L account determination

Goto OBYC,

Click on transaction key BSX.

Enter the Valuation grouping code , Valuation class & The G/L account

Click on transaction key GBB

Enter the Valuation grouping code, General modifier VBR, Valuation class & the
G/L Account.

Purchase Order Fields Relevant to Printouts of Changes

You can define whether and in which purchasing documents a field is relevant to
printouts of changes or which texts are included in change notices.

The text output can be controlled via a text number (direct assignment) or a routine
(indirect assignment).

This is done in transaction SM30 - T166C

Text number define in transaction OMF6

If you wish to define further fields as relevant to change notices, you must carry
out the following activities:

1. Enter the table and field names

2. Select the document categories for which the field is to be relevant to change
notices.

3. Assign a text number or routine

If you have specified your own routine, you can evaluate it in the user exit
EXIT_SAPLMEDRUCK_001.

No output on PO changes
-----Original Message-----
Subject: No output on PO changes
From: Norman Chan

Hi,

Anyone can advise how to make no output after changing PO. On SAP standard,
whenever we change the PO, the change output will be created. However, we don't
need that changes output, and we cannot find out how to customize it in IMG. Any
suggestion? Thanks.

Thanks.

-----Reply Message-----
Subject: Re: No output on PO changes - Reply
From: Norman Chan
Yes, but the consequent problem is the system will give you the warning message
that there is message come out ' No message record could be found for output of
message.' The condition table is 'order type/purchasing org.'.

Thanks.

Norman

-----Reply Message-----
Subject: No output on PO changes - Reply
From: Ron Greenfield

Transaction OMQN, "Fine-Tuned Message Control, Purchasing". Delete the entry

for operation "2" (Change) for your purchase order condition type.

Type of Changes Generally After Release of

PO
What is an Amendment in PO and how it is done?

What type of changes generally comes after release of a PO?

Once a purchase order is released, the vendor is required to execute the order as per
terms of order as defined in it.

However at times it is seen that there could be changes which might have taken
place after the PO was released. This could be both from from Vendor side as well
as the buyer side. Some typical changes could be :

Buyer side :

1. The qty ordered need to be increased.

2. The buyer need the material earlier than the delivery date specified.
3. The payment term need changes as buyer is not able to provide certain
documents.
4. Buyer would like to add some more conditions.
5. The description need some additional information etc.

Vendor side :

1. The price no more valid as the order was released after the quotation validity
expired.
2. The vendor is facing shortage of raw material and he wants the delivery
schedule to be changed.
3. Vendor is offering some alternate materials or different make.
4. The payment term is no more acceptable as the prices have been revised. etc,
etc...

In all such cases fresh communications are exchanged between the two parties and
changes are made as per mutually agreed terms. In SAP the changes like qty, price,
delivery date, payment term, pricing conditions etc can be tracked as changes in
the document.

SAP does not have PO amendment but some companies are developing different
layout for their orders based on above changes.

Steps to take in order to force-close PO

There are two ways to force close a PO:

1. You can set Delivery Completed Indicator in Purchase Order or at time of doing
goods receipt. That simply means you cannot do further GR for that item. You can
still process Open Invoices .

2. You can block material at purchase order level which means, you will not be
able to do any GR , Invoice against that specific item in PO.

The recommended is the first option though.

Second option is used in case of : -

1. to cancel an item
2. An item is closed and can be archived

Get Last PO Price / Default PR Price

Prompt the last Purchase Order Price for the Material

If you want the system to take the price from the last Purchase Order, then do not
maintain the conditions in the info record because it has precedence over the last
PO. This means that the netprice field in the info record should be left blank.

In the case when you have already maintained the conditions in the info record (or
netprice), try to delete them or make them invalid by changing the validity date.

Even though no price was maintained, the info record will still keep track of the
Order price history.

To check the Order price history, go into the material info record and
click Environment -> Order price history
Contributed by : SAP Hints and Tips on Configuration and Abap/4 Programming

If we want the system to take price from Purchase Requisition, what need to
be done?

System can default PR price to PO. Please do the following steps.

1). System setting. Click System --> User profile --> Own Data.
Click Parameters tab.
Key in EFB and hit Enter.
Then Save.

2). To Customize Personal setting in PR so that the PR net price will be populated
to PO whenever a PO is created.
A). Run tcode ME51N.
Click Personal Setting.
B). Click Default Values tab.
Click more fields button.
C). Highlight Purchase Order Price on the right box and click left single arrow.
D). Click copy at bottom screen.
E). At default values tab the PO price field, pull down the list and click 2 As net
price.
Click save at bottom screen.

Problem printing your Purchase Order

If you got this printing log message :-

No print-relevant changes to document 9912345678 exist

Message no. ME 140

Execute this program RSNAST0F in SA38 to do the printing.

Object key : Your Purchase Order Number

Output type : NEU

Transmission medium : 1

Output application : EF

What is Purchasing Value Key

What is the function of PURCHASING VALUVE KEY in PURCHASE
ORDER?

Purchasing Value Key is useful for setting reminder for the material you can find in
material master in Purchasing view.

Purchasing value key determines the following things:

1) Reminders keys- There are 3 keys which determine in how many days before or
after the vendor has to be reminded or urging letters for the material procurement.

2) Over and under deliveries tolerances.

3) Order acknowlegdement requirements in PO.

It gives all the conditons in which the procurement is made. You can have
different purchasing value keys which has to be customized in IMG - MM -
Purchasing - MM - Define Purchasing Value Keys.

To make it much more clear, Purchasing value key decides the following fields:

Control Sender Address when Sending PO

PO by e-mail: how to control sender address
My PO's are now being send by e-mail. Unfortuntely, it seems impossible to
control the sender of the e-mail; When the timing is on '4', the sender will be
the employee who did the final release, when on '1', the sender will be the user
who schedules the RSNASTOO job. I want the user who created the PO to be
the sender of the PO.

The following may help you solve your problem.

I am using the following in my PO Sapscript

/: DEFINE &W_USER_EMAIL& = ' '

/: PERFORM GET_USER_EMAIL IN PROGRAM ZVENDOR_FAX_EMAIL
/: USING &EKKO-ERNAM&
/: CHANGING &W_USER_EMAIL&
/: ENDPERFORM
= ,,,,<h> &'Created by: 'W_USER_EMAIL&</>

and the following in PROGRAM ZVENDOR_FAX_EMAIL

FORM GET_USER_EMAIL TABLES IN_TAB STRUCTURE ITCSY

out_tab structure itcsy.

data: L_user like USR21-BNAME.

data: L_persno like usr21-persnumber.
data: L_user_email like ADR6-SMTP_ADDR.

* gets User name

READ TABLE IN_TAB WITH KEY 'EKKO-ERNAM'.
IF SY-SUBRC EQ 0.
CLEAR: L_USER, L_USER_EMAIL, L_persno.
L_user = IN_TAB-value.

* read user master

Select single PERSNUMBER from usr21 into L_persno
where bname EQ L_user.
*e-mail found
if sy-subrc eq 0 and L_persno ne space.
select smtp_addr from adr6 into L_user_email
up to 1 rows
where persnumber eq L_persno
and date_from le sy-datum.
endselect.
if sy-subrc eq 0 and L_user_email ne space.

read table out_tab with key 'W_USER_EMAIL'.

if sy-subrc eq 0.
move L_user_email to out_tab-value.
modify out_tab index sy-tabix.
endif.
endif.
endif.
endif.
endform. "GET_USER_EMAIL
External Send - Sending PO by email
In order to send PO, your Basis team must configure the system first so that
external email can be send out from SAP. If it is not configured, no settings you do
on MM will work.
1. You must maintain email address in vendor master data.

2. The same applies to your user master data. For the output type for default
values, a communication strategy needs
to be maintained in the Customizing that supports the e-mail. You can find the
definition of the communication strategy in the
Customizing via the following path:

(SPRO -> IMG -> SAP Web Application Server -> Basic Services -> Message
Control -> Define Communication Strategy).

As a default, communication strategy CS01 is delivered. This already contains the

necessary entry for the external communication. Bear in mind that without a
suitable communication strategy it is not possible to communicate with a partner
via Medium 5 (external sending).

3. Use the standard SAP environment (program 'SAPFM06P', FORM routine

'ENTRY_NEU' and form 'MEDRUCK') as the processing routines.

4. In the condition records for the output type (for example, Transaction MN04),
use medium '5' (External send).

5. You can use Transaction SCOT to trigger the output manually. The prerequisite
for a correct sending is that the node is set correctly. This is not described here, but
it must have already been carried out.

6. To be able to display, for example, the e-mail in Outlook, enter PDF as the
format in the node.

Tips by : Ravi Mittal

GR-Non Valuated Indicator for SAP Purchasing

If this indicator is ticked in the Purchase Order, then no financial posting is made at
the time of posting a Goods
Receipt.

The only posting would occur on Invoice Receipt.

It is commonly used for purchasing of fixed assets, because in most countries you
do not post
the acquisition until you have the legal back-up in the form of the supplier's
invoice.
Also, it is not desirable to post an estimated value (based on the GR) plus a
correction
(based on the IR).

Whether should you used non-valuated Goods Receipts or not would certainly
depends on your
company's financial policies.

GR Based IV Tick Control

How to make GR Based IV tick mandatory while creating Info record?

For the material/vendor combination, Info record has priority.

Transaction screen: ME12

But whenever you use the vendor for a stock material, then it will be defaulted
from Vendor Master Record (If info record is not there).

Transaction screen: XK02

When you will create the PO next time, then GR based IV info. will flow from
automatically created Purchase info. records from previous PO.

Notes:

You can set GR Based IV tick as Mandatory field on purchase order document type
level in the IMG configuration.

For change of field status you can go with below mention path: -

SPRO -> Materials Management -> Purchasing -> Purchase Order -> Define
Screen Layout at Document Level.

Select document type of purchase order and change field status as per your
requirement.

Restrict GR before Delivery Date

I want to restrict that vendor supplies goods before the delivery date written
on PO .i.e. system should give some error if goods are supplied before the
scheduled delivery date mentioned in PO.

One way is to check data at your MIGO entry, is through SAP enhancments (Tcode
: cmod).
I have implemented numerous checks for my end users (posting dates, movement
types vs material types, mandatory fields under specific conditions, posting date
deviation from today, total consumption per order etc).

Try enhancment MBCF0002 and component EXIT_SAPMM07M_001.

Through tcode SMOD you can find the available enhancments and function
modules, go through the documentation and choose one. For MM inventory
management the package is MB.

My system (4.7) returns the following list:

Exit name Short text

MB_CF001 Customer Function Exit in the Case of Updating a Mat. D
MBCF0002 Customer function exit: Segment text in material doc. i
MBCF0005 Material document item for goods receipt/issue slip
MBCF0006 Customer function for WBS element
MBCF0007 Customer function exit: Updating a reservation
MBCF0009 Filling the storage location field
MBCF0010 Customer exit: Create reservation BAPI_RESERVATION_CREA
MBCF0011 Read from RESB and RKPF for print list in MB26

With tcode CMOD create a project "Zxxx" and insert the choosen enhancement.
Automatically its components will be added to your project.

Press the "Compoents" button and double click the function exit that you will
change.

Now you should be looking at the source code of the function (abap editor). Take a
look of the available internal tables that are imported.

Double click on the include ZX....... which does not exist and it will be created by
you.

Add the source code needed to cover your validations.

Save and activate your project

Execute MIGO and check your enhancement.

MM - Accounting Entries for a Subcontract Order
You check an invoice for a subcontract order in the same way as for a standard
purchase order.

Additional account postings do, however, occur if a price variance has occurred.
These postings are shown in the following example :-

Postings for a Subcontract Order

In this example, a subcontract order was created for the end product "ASSEM-1".
The components COMP-1 and COMP-2 were provided to the subcontractor.

Purchase Order
50 pieces of material ASSEM-1 were ordered. The subcontract price is $10/piece
(total value = $500).

The following components were provided to the subcontractor:

15 kg of the component COMP-1

5 pcs of the component COMP-2

Good Receipt
The subcontractor delivers 50 pieces of material ASSEM-1.
At goods receipt a consumption posting for the components provided to the
subcontractor is automatically made. It is valuated at the price from the material
master record, for example:

15 kg of the component COMP-1 at $20/kg = $300

5 pcs of the component COMP-2 at $30/pc = $150

The goods receipt is valuated with $950. This is calculated as follows:

the subcontract price (50 pcs * $10/pc = $500) and
value of the components ($300 + $150).

Invoice Receipt
The vendor (subcontractor) sends you an invoice for the subcontract work.
However, the price is $10.50/pc. The invoice is, therefore, 50 pieces ASSEM-1 *
$10.50/pc = $525.

Posting Schema for Moving Average Price Control

In this example, the following postings are made at goods receipt and invoice
receipt, if the material (end product) is valuated at moving average price:
Postings
At goods receipt
At invoice receipt

Vendor account
525 -

GR/IR clearing account

500 -
500 +

External service account

500 +
25 +

Stock account: end product

950 +
25 +

Stock change
950 -
25 -

Stock account: comp.

450 -

Consumption account
450 +

Posting Schema for Standard Price Control Without Price Differences

For materials (end products) with standard price control also note that no price
differences are posted if the total of the external service value (for example, $500)
plus the "material to be provided" value (for example, $450) varies from the value
at standard price (for example, $1000). Posting of a price difference is not required
because each posting line has its own
offsetting entry.

No posting lines are created on the stock account or on the stock change account
when an invoice is received.

In the above example, the following postings are made for a material with a
standard price of $20:
Postings
At goods receipt
At invoice receipt

Vendor account
525 -

GR/IR clearing account

500 -
500 +

External service account

500 +
25 +

Stock account: end product

1000 +

Stock change
1000 -

Stock account: comp.

450 -

Consumption account
450 +

Posting Schema for Standard Price Control With Price Differences.

However, if you wish to generate a price difference posting in those cases where
the manufactured material is managed at standard price and the standard price
varies from the receipt value (externally performed service + value of components
+ delivery costs), you can configure this in the Customizing system of Inventory
Management.

In the above example, the following postings (including price differences) are
made for a material with a standard price of $20:

Postings
At goods receipt
At invoice receipt

Vendor account
525 -
GR/IR clearing account
500 -
500 +

External service account

500 +
25 +

Stock account: end product

1000 +

Stock change
950 -

Price difference
50 +

Stock account: comp.

450 -

Consumption account
450 +

Increase number of line items in Purchase Order

If you experienced a Purchase Order getting cancelled because the message said it
was too long.

In situation where you need to create a Purchase Order of at least 200 lines, you
need to discuss with your Basis team to look at SM12 and verify
the enque/table_size parameter and increase this value in order to permit more
records in lock situation when you are creating your Purchase Order.

No Multiple Account Assignment for PO

No Multiple Account Assignment for Blanket PO

As of release 4.6x, SAP does not allow multiple account assignment for blanket
Purchase Order on the same Purchase Order line. (Item Category - B - Blanket
item)

To get around the constraints, users could enter a second line item and assign a
different account assignment.
Things might get messy if the person doing the releases selects the wrong line
item

or

if the Goods Receipts was received under the wrong line item.

This becomes a training issue, but it can be done.

Multiple Account Assignment In Purchase Order

I've found something about multiple account assingment. If i have multiple

assignment i can't have valued receipt, but if i desable the flag i have no
message.
-
When you are having the multiple account assignment, then the system will force
you to have GR-non valuated indicator being flagged which results in the fact there
is not any FI document at GR posting stage and this is the standard feature of
SAP.

Can I set a material to force to enable GR indicator and force to disable GR

indicator?
-
No, not at all. The disability of GR indicator can be set in OME9 with account
assignment category.

We have an unusual situation relative to accounts payable invoice entry.

Our users create a requisition and subsequent PO (using requisition release

strategies) with a single account assignment category. They cannot use
multiple account assignment category distribution because they cannot have
non-valuated goods receipts. They purchase services, primarily.

There are multiple occasions when the invoice for the service arrives that they
need to change the account assignment to include either multiple objects
within an account assignment category or distribute the costs among multiple
account assignment categories, as in one or more cost centers and one or more
internal orders. They wish to do this all on the same line item at goods receipt
or invoice entry, rather than modifying the purchase order.
-
Its not possible to do this at goods receipt as the screen layout for goods receipt to
PO cannot be modified. There is account assignment distribution on the invoice
entry screen (MIRO), but the purchase order cannot be referenced in that case.
Has anyone encountered this requirement and, if so, how was it handled?
-
There are two preconditions that must be fulfilled -

1) Go to transaction OME9 and flag on the 'IR changeability' indicator of the

account assignment category 'K' (since this is for services).
2) When maintaining your PO, make sure that the GR-non-valuated indicator is
flagged.

When GR is posted, no accounting document will be generated. This accounting

document will be created during IR posting where A/P can manually modify the
accounting data as their wish.

Is there a way to configure in MM where PO line items can have multiple

account assignments and still create accounting entries when posted during
Goods Receipt in MB01? Currently, I can't assign multiple accounting entries
to PO line item unless indicated as GR non-valuated. If GR non-valuated, no
accounting entries will be created during Goods Receipt, entries will be
created only during IV.
--
In fact, it is possible to maintain multiple account assignment for each and every
PO line item by selecting the 'Multiple Account Assignment' button in the 'Account
Assignment' View of the Item Detail of PO. However, for such multiple account
assignment selection, no accounting document will be generated upon GR
maintenance. This can only be done during IR via LIV process.

From the accounting point of view, for one particular single line item, it is possible
to split into different cost centers or internal orders. For instance, I have ordered 10
pcs of bearings of which 4 will be charged to Cost Center A and the remaining 6
pcs will be posted to cost center B. However, it is of SAP standard feature that
once using the multiple-account assignment, no accounting document will be
generated after GR posting. They will only be posted when IR is maintained.

SAP MM - What is Request for Quotation

1) What is RFQ??

2) What way it helps Industry??

3) How can it be linked to PR?

4) Relevant Transaction codes??

1) RFQ - Request for Quotation.

It is the initial step in a vendor selection process. The business sends out RFQ to
the vendors and the vendors respond back with Quotations with prices. Next step
is quotation evaluation followed by issue of a purchase order for the
material/services needed.

Sometimes in certain business processes - A purchase requisition for new material

services starts the process of RFQ.

Before creating purchasing documents you should ensure that a master record
exists in SAP for both the vendor and delivery address. T/Code ME41 Create an
RFQ.

Before creating an RFQ, you should consider the following:

Vendors: Do you have a list of suitable vendors for the RFQ? The vendor numbers
must be available.

Deadlines: What are the important deadlines for bidding, if any (for example, the
deadline for submission of quotations)?

Number assignment: If your company uses external number assignment, then you
need an RFQ number that falls within the valid number range.

Collective number: We recommend that you assign the RFQ a collective number.
You enter this number once, and the system copies it for each RFQ you create
within a competitive bidding process. The collective number enables you to track
all RFQs for a given competitive bidding process. The number can be
alphanumeric and up to 10 characters long. You enter it in the header data of the
RFQ.

2) This process will help for Industries to choose right Vendor with compare the
prices from all quotations received as a result of a competitive bidding process
using the price comparison list . The comparison list ranks the quotations by item
from lowest to highest price.

3) You can create an RFQ from a requisition automatically. To do so, you must
earmark requisitions for RFQ processing.

4) Relevant transactions:
ME41 SAPMM06E Create Request For Quotation
ME42 SAPMM06E Change Request For Quotation
ME43 SAPMM06E Display Request For Quotation
ME44 SAPMM06E Maintain RFQ Supplement
ME45 RM06EF00 Release RFQ
ME47 SAPMM06E Create Quotation
ME48 SAPMM06E Display Quotation
ME49 RM06EPS0 Price Comparison List

SAP Purchasing Configuration Tips and

Tricks
Goods Receipts/Invoice Receipts for Purchase Order

Transaction OMW1 allows you to set whether the Price Control is a mandatory
"S" or "V".

V indicate that you want the system to value the stocks with the latest price.
S indicate that you want the system to value the stocks with a fixed price method.

Price Control V - Moving Average Price

Assume Material Master current price is 10

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases

Accounting Document Posting created

o Debit 12345 Inventory 12

o Credit 67890 GR/IR 12

o New Moving Average Price = ( GR value + Total

value ) / ( GR quantity + Total stock )

Invoice Recipts for Purchase Order - MR01

Accounting Document Posting created

o Debit 67890 GR/IR 12

o Debit 12345 Inventory 3

o Credit 45678 Vendor 15

o New Moving Average Price = ( Inventory difference

of 2 + Total value ) / ( Total Stock)
Price Control S - Standard Price
Material and Accounting Document is the same.
The one with the lower value will be posted with a price variance entry.

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases

Accounting Document Posting created

o Debit 12345 Inventory 10

o Debit 23456 Price Variance 2

o Credit 67890 GR/IR 12

o No change in Standard Price

Invoice Recipts for Purchase Order - MR01

Accounting Document Posting created

o Debit 67890 GR/IR 12

o Debit 23456 Price Variance 3

o Credit 45678 Vendor 15

o No change in Standard Price

General Ledger Account Configuration

Transaction OMWB - Automatic posting for inventory
Inventory posting BSX
Goods receipt/inv.receipt clearing acct WRX
Cost (price) differences PRD
Transaction XK03 - Account Payable Vendor Master
Tick Accounting info. and hit the Enter key
Field name Reconcil.acct 45678
Vendor Returns Without PO Reference

You can used Return Purchase Order, transaction code ME21N

At the item details, look for the Return columns and tick it.
MIGO_GR - Goods Receipt for Return Purchase Order
Movement type will be 161 to deduct the stock and 162 for reversal.
During Goods Receipt for Return Purchase Order, you do not have to change the
movement type from 101 to 161 as the system will automatically assign the
movement type to 161 upon saving the postings. However, before saving, check if
there is a tick in the Return Column to ensure that it is a return Purchase Order.

Create a new Purchase Order Number range to differentiate

OMH6 - Define Number Ranges

Create a new Purchase Order Type to differentiate e.g ZB

OMEC - Define Document Type

Changing the PO Layout sets

OMFE - Messages: Output Programs

/: IF &EKKO-BSART& = 'ZB'.
/ RETURNED PURCHASE ORDER
: ELSE.
/ PURCHASE ORDER
/: ENDIF.

Purchasing List for Open Purchase Order, Goods Receipt, Invoices

Open Purchase Order = Open Goods Receipts ( Selection parameters WE101)

This two parameters determined what information is shown:

selection parameter

scope-of-list parameter

The configuation transaction code is OMEM

You can define additonal selection parameter for your users as
well as untick those fields which you does not want it to be
printed.
Your can have the Purchasing Documents by :-

ME2L - Vendor

ME2M - Material
 ML93 - Service

ME2K - Account Assignment

ME2C - Material Group

ME2B - Requirement Tracking Number

ME2N - Purchase Order Number

ME2W - Supplying Plant

Force buyers to create Purchase Order with ref. to a Pur.
Req., Quotation or Pur. Ord.

Transaction OMET

Create a new entry, give it a name and tick :-

o Ref. to PReq

o Ref. to P.O.

o Ref. to quotation

Next, you've got to associate via SU01

o Click Parameters, insert a new parameter id EFB to

the authorization code.

o Type in Parameters value you want e.g. XX

o You have to assign the control for ALL the SAP buyers
via thier SAP users id.

Logoff and login again. Then try to create a Purchase

Order without a reference.
Define default values for buyers

Transaction OMFI

Double click on the default values you want to change.

 Save it.

Next, you've got to associate via SU01

o Click Parameters, insert a new parameter id EVO to

the authorization code.

o Type in Parameters value you want e.g. 01

o You have to assign the control for ALL the SAP buyers
via thier SAP users id.

o Logoff and login again. Then try to create a Purchase

Order and check the default values.

In the Fast Processing button :-

you can choose whether to adopt automatically all the line
items fields in the Purchaes Requisitions

Puchase Order Condition

Suppose you want to calculate the GST and DISCOUNT for a Net
Value of 1000.
Net value 1000
GST 10% of 1000 100
DISCOUNT 10% of 1000 100

Final Net value 900

This is what you do :-

M/08 - Define calculation schema

First check the conditions column Steps e.g. PB00 and PBXX
belongs to step 1.

Next check the last Steps after Actual Price

Now, look at the column Fro To

If you want the DISCOUNT to be calculated based on 1000,

put the Steps number in the column Fro
 The Fro To controls the calculation.
Information Structure

In the SAP standard info structure S012 is updated by the

Purchase Order creation date, not the Goods Receipt date. e.g. a
Purchase Order is created in January and good receipt is in
February and March, S012 will shows the values in period January.

Transaction MC26

Info structure S012 Update group (stats) SAP

Double click on Goods received qty

In the section Date field for period determination

Purchase Order Layout Sets, Message Types

Create a new message types for a different layout of Purchase

Order

M/34 - Maintain message types

o Click the Partner definition button

o Insert the new message type to the Partner

OMQN - Fined-tuned Message Control

o Add a new Printer Operation 1 - New 2 - Change

OMFE - Layout sets for Purchase Order

o Attach the new message type to the new layout sets

M/36 - Maintain message detemination schema :

Purchase Order

OMQS - Assign schema to Purchase Order

OMGF - Assign Output devices to Purchasing Groups

 MN05 - Assign default Message Type to Purchasing Groups
User Defaults for Purchase Order

There are some fields which you can set as defaults for the buyer
in transaction ME21.

Transaction SU01
Input the user name and click Parameters

PID Parameter value

LIF - Vendor number
BES - Purchase Order Number
BSA - Order type
EKG - Purchasing group
EKO - Purchasing organization
WRK - Plant
LAG - Storage location
MKL - Material group
WAK - Promotion

PO Release Strategy

4.6x

The release code is a two-character ID allowing a person to release (clear, or

approve) a requisition or an external purchasing document. The release codes is
basically controlled via a system of authorizations (authorization
object M_EINK_FRG).

Use SE12, structure CEKKO to check all the fields available for controlling the
Purchase Order.

e.g. If the total value for the Purchase Order exceeds 10,000, release strategy 01 is
assigned to the Purchase Order. There is only one characteristic created in this
example. For controlling the Purchase Order type, create characteristic for
CEKKO-BSTYP and the value NB.

CT04 - Create Characteristic e.g. NETVALUE

Click Additional data Table name CEKKO Field name GNETW and press
enter
(for currency dependent field, you are prompt to enter the currency which the
system then converts the currency of the Purchasing document into this currency)

In the Basic data (X refers to tick),

X Mutliple values
X Interval values

In the Value data, in the Char. value column, type >10000 and press enter

Save your data

CL02 - Class

Class - Create REL_PUR

Class type - 032

Click Create

Description - Release Procedure for Purchase Order

In the Same Classification section, click Check with error

In the Char. (characteristic) tab, type NETVALUE to assign your characteristics to

the class

OMGS - Define Release Procedure for Purchase Order Type

Release Group - New entries

Rel.group Rel. Object Class Description
02 REL_PUR Rel. Strategy for PO

Release codes - New entries

Grp Code
02 01

Release indicators
Release indicators Release Description
0 Blocked
1 X Release
Release Strategy
Release group 02

Rel.strategy 01

Release codes 01

Release status 0
1

Classification Choose your check values

OMGSCK - Check Release Strategies

(make sure there are no error messages)

Once the Purchase Order is not release, buyers will not be able to print the
Purchase Order.

Goods Receipts will be shown with Message no. ME 390 - Purchasing document
XXXXXXX not yet released.

In 4.6c, Purchase Order with Release Strategy have a tabs at the end of the Header.
This allowed the buyers to check the release status of the Purchase Order.

The person with the release authorization have to use ME28 to release the Purchase
Order.

Prompt the last Purchase Order Price for the Material

If you want the system to take the price from the last Purchase Order, then do not
maintain the conditions in the info record because it has precedence over the last
PO. This means that the netprice field in the info record should be left blank.

In the case when you have already maintained the conditions in the info record (or
netprice), try to delete them or make them invalid by changing the validity date.

Even though no price was maintained, the info record will still keep track of the
Order price history.

To check the Order price history, go into the material info record and
click Environment -> Order price history
Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order

Step 1 :- Maintain text in Vendor Master

MK02 - Change Vendor

Choose Extras -> Texts - Input the text in Purchasing

memo

Step 2 :- Link Text types to Header text in Purchase Order

OMFV - Define rules for copying (adoption of) text

Choose Header Text

Choose Goto -> Linkage: text types -> To vendor

Filled in the field No. (e.g. 01 - Header Text), next tick

whether you want the text to be adopted or
for displayed only

Choose Update to save

Create a new Purchase Order Document Type

4.6x

If you have more than one company code, you might want to define a new
document type and number range to differentiate between the two company.

Define a new number range not in used

OMH6 - Number Ranges for Purchasing Documents

Copy the NB - Standard PO to e.g. ZB

OMEC - Define Document types

Maintain :
Text for Document Header/Item
Text for Document Supplement
OMF6 - Messages Header Texts

Send Purchase Order via Output Determination

Read note 191470 - Purchase order as an e-mail

From release 4.5, you can send your purchase order via output determination.
This note have indicate all the requirement and settings necessary to send purchase
order via the output determination once your SAP have been connected to an
External Mail System.

Send Purchase Order with Microsoft Outlook

This is how it work:-

First you send the text converted Purchase Order to your

SAPoffice

o Sample ABAP program for sending mail to your

SAPoffice

Then from Microsoft Outlook, you can send it out externally

to your Vendor

Install the SAP setup program on the SAP Presentation CD-ROM

under \GUI\WINDOWS\WIN32
Execute the SAPsetup program and choose the Desktop
Interfaces.
Then choose the SAP MAPI Service Provider (select Change
Options to display the selection)
Once the SAP MAPI is installed. You can create your logon profile for SAPoffice.
Go into your Control Panel of your windows.
Select the Mail option from the Control Panel to call the MAPI profile manager.
Choose Add to call up the new logon profile setup wizard
Select Add from the Services and select the SAP MAPI Service Provider
Type in the required R/3 information (client, sap user name, password)
The supplied PST file is sapwrk.pst

Now, logon to your Microsoft Outlook and see whether you can access all your
SAPoffice folders.

If you send the file using SP01 -> System -> List -> Send, the file will have the
extension ALI. Use the Windows Explorer to default open with the
Windows Notepad.
Sending mail directly from SAP via Microsoft Exchange

If you want to send your mail directly via Microsoft Exchange, you have to install
the SAP Exchange Connector Software on your Microsoft Exchange Server.

The setup program SETUP.EXE is located on the R/3 Presentation CD in the

directory :\GUI\WINDOWS\WIN32\SXC.

Then you have to setup :-

SM59 - The RFC destination

SCOT - SAPconnect

Complete Purchase Cycle Till FI

Let us go about purchase cycle:
1. Purchase Requistation : First Purchase requisation has to made to
purchase department wheever the product need by the user or production
depaartment.They are created by tcode me51k.
2. Once the purchase requested, then the purchase department will search for
the materail, where available and when available. That is called Material
determination.
3. After the search of material is over, then look for who are the parties ,
who is going to supplies the material in competitive rate. Then select the
correct vendor is known as material determination.
4. After that Tender process done through Tcode-ME41.
5. After finilisation of Tender, the vendor selected and purchase order issued.
The Creation of Purchase Order is ME21N. There will not be any finance
entry while creating the Purchase Order.
6. Once the purchase order issued, then by the terms of PO, the vendor will
supply the materials. The Receipt of Good (GR) , done through MIGO or if
it is an service entry done through ML81N.
The Entry will be
Inventory account - dr-
GR/IR Clearing a/c - cr-
Purchase a/c - dr-
Purchase offset a/c -cr-
GR/IR clearing is a intermediate account, will be used to connect cost and
vendor.
In GR/IR clearin a/c - 1. Assesable Value
2. Sales Tax
 3. Surcharge
ie., Other than Cenvat Clearing will be there.
7. After the receipt of material, the Good Receipt along with Invoice Bill
submitted to the Excise person handling Central Excise matters, to take
Credit of duty for the product.
The entry will be
1. Cenvat Clearin a/c - cr
RG23a Part II a/c - dr
RG23a Part II cess a/c - dr.
8. From the Excise person , the bill move towards the person who passing
the bills for payment. He will do the Invoice Receip First through MIRO.
Here two document will be created, one for MM and one for FI.
The entry will be
Vendor a/c - Cr-
Gr/IR Clearing a/c - dr
Cenvat Clearing a/c- dr.
9. After finalisation of Invoice receipt, the bill is for Payment process mode
through F-53.
The entry will be
Vendor a/c - dr
Bank a/c - cr.
BOM Is Not Exploding In P.O.
While creating subcontract order, BOM is not exploding in P.O even
though we are maintaining BOM for end product. How to solve this
problem?
Please check the following things :
1. In Material master MRP4 view - Field "Individual/Coll" should have
value "2" or "Blank" & In BOM (Transaction code CS03) item detail section
- Field "Explosion Type" should have value "LB" ("Individual/Coll" should
have value "2" or "Blank") .
2. PIR should have PIR Info category "3" , i.e., Subcontracting PIR must
available for header material which we receive back from subcontractor.
3. Special Procurement Key must be "30" in material master MRP2 View.
4. Purchasing Item Category must be "L" and production BOM must be
maintained, if you want to explode BOM in PO.
5. Please check BOM valid period is effective from in Tcode cs03
6. Please check your PO date against the valid date of the BOM valid
period.
Where is Cost Derived When Doing Goods Receipt
Explan what are the cost account when doing the goods receipt. For
example when doing GR, system post as follows.
 Dr Stock (is this the cost of sales?)
Cr GR/IR (what exactly is GR/IR)
and when do IV it post
Dr GR/IR
Cr Vendor etc.
Goods Receipts/Invoice Receipts for Purchase Order:
Transaction OMW1 allows you to set whether the Price Control is a
mandatory "S" or "V".
- V indicate that you want the system to value the stocks with the latest
price.
- S indicate that you want the system to value the stocks with a fixed price
method.
Price Control V - Moving Average Price
Assume Material Master current price is 10
Goods Receipts for Purchase Order - Movement Type 101
Material Document Posting created - inventory increases
Accounting Document Posting created
Debit 12345 Inventory 12
Credit 67890 GR/IR 12
New Moving Average Price = ( GR value + Total value ) / ( GR quantity +
Total stock )
Invoice Recipts for Purchase Order - MR01
Accounting Document Posting created
Debit 67890 GR/IR 12
Debit 12345 Inventory 3
Credit 45678 Vendor 15
New Moving Average Price = ( Inventory difference of 2 + Total value ) /
( Total Stock)
Price Control S - Standard Price
Material and Accounting Document is the same.
The one with the lower value will be posted with a price variance entry.
Goods Receipts for Purchase Order - Movement Type 101
Material Document Posting created - inventory increases
Accounting Document Posting created
Debit 12345 Inventory 10
Debit 23456 Price Variance 2
Credit 67890 GR/IR 12
No change in Standard Price
Invoice Recipts for Purchase Order - MR01
Accounting Document Posting created
Debit 67890 GR/IR 12
 Debit 23456 Price Variance 3
Credit 45678 Vendor 15
No change in Standard Price

Purchasing Group and Purchasing

Organization
How can we create a pur org at enterprise level ?

SPRO > Enterprise Structure > Materials Management > POrg > New Entries

If we create a purch org at plant level, is it necessary to assign that purch org
to the company code ?

There is no option to create a Purchasing Org at Plant, it is an independent entity, it

can be assigned to a Plant or a company code or to the both.

Is it necessary to assign purchasing group to the purchase org ?

Is there any procedure by which a purchasing group (or many purchasing

groups) could be assigned to a purchasing organization?

There is no such configuration exist in SAP to link Purchasing Org to Purchasing

Grp.

1. Purchasing organizations that procure for several company codes (contract

management) are not assigned to one company code. They can procure for the any
company code.
2. It is not mandatory to assign Pur org to the company code. If you want to have
company code specific purcahsing organisation then you have to assign it to the
company code.
3. You cannot assign purcahsing organisation to puchasing group.

Purchase organisation is created by customizing

SPRO-Enterprise structure-Definition-MM-Maintain Purchase organisation.

Plant - purchasing organization/company code

In the SAP system, a plant must be assigned to one or more purchasing
organizations.

Furthermore, a plant must always be assigned to a company code.

Purchasing organization company code

A purchasing organization can (but need not) be assigned to a company code.
If you do not assign a company code to a purchasing organization, the latter can
engage in procurement operations for every company code. A prerequisite for this
is that the plant for which procurement is carried out is assigned to the purchasing
organization.

Purchasing group need not be asigned to a purchase organisation.

How To Get The PO Create Date and Time

Which table and field we can get the PO release date?

By: Jenny

Table- EKKO and Field - AEDAT

or

Use the AEDAT field in EKAB

I have created a po on 11.02.99 and there was no change in the po after that.
My req is the time when it is created. Where can I get the details of the time
with respect to po?

Creation Time is not stored to the purchase order. But if you create the message,
then you can see the message creation time. This time should be good enough to be
be used as PO creation time.

Click message button in ME23N

---

You can see creation date in ME23N, it is in the first 'line' (above header data). It's
called 'Document date' (MEPO_TOPLINE-BEDAT)

or

Check EKKO-ERDAT in SE16.

---

Check in table *CDHDR*and enter your PO # in "Object value" field and enter
ME21N in " Transaction" field and execute.

You will find the PO creation time.

Change history CDHDR/CDPOS tables are worthless for creation, the tables only
get updated with changes.

Maybe in some companies it is process to create POs and change immediatly (e.g.
user exit) after saving, but this is certainly not a standard process.

---

How PO creation date i.e. document date to be make in display mode so that
user should not be able to change the default date at the time of creation of
PO?

I don't think that is possible but you can restrict the Past dates by setting the below
message into Error:-

Purchase order date is in the past

Message no. 00 06 028

---

You can make any field as you want, it is possible using customization:

I am giving you path:

spro --> img --> mm--> purchasing -- > po--> screen layout PO

- go there and select PO( me21n)

- select deadline monitoring .
- here you check display checkbox and save this
- now date will be in display mode only

Take note that by doing so, the delivery date also become in display mode.

Explain About The PO Confirmation Control

Key In Detail
Purchase Order Item Confirmations Tabstrips:

The confirmation control key controls the process subsequent to the creation of the
PO.
E.g. For some important materials with long delivery times, you wish to receive
advance information (via the shipping notification or inbound delivery) about the
expected GR date so that you can include this information in the availability check.

The confirmation functionality is used to get better visibility & control over the
goods receipts. Due to this requirement, when you work with confirmations, the
system will not propose any quantity for MIGO unless any confirmations are
entered in the PO. Also, MIGO will propose only such quantity for which the
confirmation is entered.

In the purchase order, there is a field confirmation control key, following is its
function extracted from text book.

1.The confirmation control key governs whether confirmations are expected for
specific purchase order items and whether these confirmations are relevant for
goods receipt or materials planning.

2. If a material document is to be created when the goods receipt posting for the
inbound delivery is carried out, then the goods receipt assignment must be defined
in the confirmation control.

How to set this field?

Configuration path:

SPRO -> MM -> Purchasing -> Confirmations -> Set up confirmation control or
tcode OMGZ

Explain is there a necessity to fill the confirmation control, order

acknowledgement & confirmation requirement. In STO normally we input
the data for normal P.O.'s.only. If we input the above said data what happens
if not what happens.

Confirmation gives the details of the shipping data, acknowledgement, delivery

details etc......Overall view..

If it is used then Inbound delivery has to be created else GR is not possible...

VL31N--Inbound PO wrt PO/STO.(manual)..

If idoc /edi are configure, then everything will be automatic.

Confirmation Control is configured in SPRO -> Materials Management ->

Purchasing -> Confirmations -> Setup Confirmation Control. The Confirmation
Control should be assigned to the Vendor in Purchasing View (MK01/MK02). This
it gets copied into the PO.

How to change the confirmation key in PO?

I have to change the confirmation key (in me23N) in the confirmation tab. It is
working fine if there is no partial GR (entry in delivery schedule tab) against that
line item. But if there is a GR entry against that line item its giving me a message
'confirmation key should not be changed'.

This is the standard of SAP....once GR is existing for the line then you can't change
the confirmation key. To change, reverse the GR and change the key then Post GR
again.

or

You can short close the PO line which you already have GR and create new line
with remaining qty and enter new confirmation key.

Setting Required For PO Shipping Tab Field

What Are The Necessary Setting For PO Shipping Tab Field to appear?

Vendor returns with delivery. made the necessary settings;

1) flagging vendor as returns in Vendor master

2) creating customer master record and assigning to vendor, maintaining Shipping

condition in shipping tab page of customer master

3) maintain Sorg, DC, DV and Sorg, DC, -PLANT combination

4) maintain shipping point. assigning shipping point - shipping condition

combination for the plant.

5) shipping data for material master maintained as well

How to activate the shipping condition field on customer master?

Please check the following :

1. Firstly check what account group is you customer using. To do this goto the
customer master data

VD03 -> Extras -> Administrating Data. check the account group which you are
using.

2. Follow the IMG path:

IMG > Financial Accounting > Accounts Receivable / Accounts Payable >
Customer Account > Master Data > Preparation For Creating Customer Master
Data > Define Account Group With Screen Layout.
3. Select the account group mention under step 1.

4. Select 'Sales' view and select 'Shipping' Tab,

5. Here you can see the fields activated for the sales view especially for 'Shipping'.

6. Make sure the shipping condition tab is optional !.

The customer account group is use to control what field to be display in customer
master. To enable the field of shipping condition Use Tcode OBD2 --- select
account group of customer ---- details ( magnifying glass icon) --- sales data
double click on that you will find shipping -- double click the same and tick on the
Req. entry or Opt. entry as required by you.

This way you can activate the field of customer.

To make it a mandatory field:

Goto OBD2 select your account group and after entering into the screen, click on
sale data and make shipping field as required entry, so when user create customer,
system won't allow user to save unless until if this field is entered.

What are the table name for shipping details for the given purchase order?

All details for a PO Item detail including shipping instructions can be found in
Table EKPO

Purchase Order Details: EKKO, EKPO, EKET

Shipping Details: LIKP, LIPS

GR Valuated At The Exchange Rate Given As

Per PO
How to get GR to be valuated at the exchange rate given as per po?

While Creating po in ME21N / ME22N Purchase order change Set the Exchange
Rate Fixed Indicator in Po header Details and save.

Then The exchange rate is Fixed till Invoice Verification.

Please go thru these words:

Determines that the exchange rate used for currency translation purposes calculated
or entered in the purchasing document is fixed. If you fix the exchange rate, the
purchase order currency and the exchange rate cannot be changed during invoice
verification.

I have maintained exchange rate 1 USD = 40 INR in OB08 transaction from

01.08.2008 in exchange rate type "PP". But, while creating p.o. system is
taking some other default value for currency conversion and not 1 USD = 40
INR.

Maintain rate for from to period.

T.code OB08 -

Maintain for *M *Standard translation at average rate

Input date in between from TO period which you have maintain.

System will pick the exchange rate type " M " in Purchase order.

If you want, you can change the exchange rate manually and can fix it.

In case of MIGO , it will pick the exchange rate type which you have maintained in
your GR doc type .

When I've created a purchase order, I fix (inconsciously) the exchange rate
and currency.
So the purchase order currency and the exchange rate cannot be changed
during posting an invoice in MIRO.

Once you fix exchange rate in PO, you cannot change it at GR or IV.

This updation is to be done at PO stage only.

You can reverse your Goods Receipt and then you will be able to change your PO
and then POST again the GR and do IT MIRO. It will work.

Explain the various types of exchange rate and important's of it how ex. rate
type play an important role in PO, MIGO, MIRO .

If you are doing procurement with different currency, you have to specify the
exchange rate in PO. If not system will take the default exchange rate which you
can maintained in exchange rate type transaction.
For example, while creating PO exchange rate 1 USD = Rs.40, but while posting
Invoice Exchange rate 1 USD = Rs.43.

If the exchange rate is fixed in procurement, then you can mention by selecting the
Exchange rate fixed in Purchase Order. Once you select this option for the
particular PO, you can change the exchange rate in MIRO. It depends on the
conditions mentioned Purchase order or agreement between the client and Vendor.

If you have not selected Exchange rate fixed then in MIRO transaction by default
system will pick the exchange rate from Exchange rate type table and you can
change it MIRO transaction.

Trigger an IDoc whenever a Purchase Order

is Created
This document details about the step-by-step procedure in generating an IDOC
whenever a PO is either created or changed.

1. Go to transaction NACE.

2. Select the row EF Purchase Order and click on Procedures.

3. From the above screenshot, it is evident that there are 2 procedures for the
application EF (Purchase Order). To proceed further, we would need to find out the
procedure that is currently active.

Go to transaction SPRO. In this, navigate as following:

Materials management --> Purchasing --> Messages --> Output control -->
Message Determination Schemas --> Define Message Schema for Purchase Order

Click on Assign Schema to Purchase Order.

So, the procedure RMBEF1 is active for EF (Purchase Order) .

4. Go back to transaction NACE. Select EF and click on Output types.

5. Let us use the output type NEU for our demonstration purpose. Double-click
on NEU.

6. Ensure that the checkboxes Access to conditions and multiple issuing are
checked.

7. Now click on Processing Routines on the left hand side.

8. Ensure that there is an entry for Medium A (Distribution ALE).

9. Now go back to the main screen of NACE.

10. Select EF (Purchase Order) and click on Condition Records.

11. Select NEU and click on Condition records. Following pop-up box appears.

Select the radio button Purchase Organization.

The following list appears.

12. Enter a new record for the medium A (Distribution ALE) and 4 (Send
immediately) in the date/time.

13. Also ensure that you have done the necessary ALE configuration (not covered
in this document). In the partner profiles, use the message type ORDERS and the
IDOC type ORDERS05.

In the tab Message Control, use the process codes ME10 and ME11 for PO
Create and PO Change respectively.

Doing PO - Which BOM System will Pick

In Sub contracting , if I have 2 BOM having same name, while doing PO,
which BOM system will Pick?

If you have more than 1 BOM, then Verson has has to be created, which comes
under Materil master in MRP4 view. Create Version1 for 1st BOM and Version2
for 2nd BOM and so on. This has to be updated in Info Record stating which
Version you are going to use currently. This version field will come in Purchase
Org Data Screen in Info Rec below tax code field and this info rec has to be
created in Info category - SubContract. This version will be reflected in PO.

For a process orders, production orders and purchase orders, the system will
default to the first BOM in the Production Version list on Workscheduling or
MRP4 views.
For a sales order the system will default to the first lowest numbered BOM found
for the plant that the order is being generated from, unless your SAP system is
customized in some fashion

For example if you have 2 BOMs at plant 0011 and you want the system to always
default to alt BOM #2 you will need to set the production version for alt #2 as the
first option in the list... here is how I do mine...
A000 SUBCONTRACTOR BOM ALT#2 Alt BOM = 2
A001 SUBCONTRACTOR BOM ALT #1 Alt BOM = 1

How to get to the PV:

First column is your Version #, in the above exampe I used A000 and A001
By double clicking on the Production version line you can make changes to which
BOM and Master Recipe the PV is linked to.

Note, typically a master recipe is not setup for subcontractor bom's, therefore I
would clear this data out if the PV is sub-contractor packed.
Steps to Create Auto PO
What are the steps involved in automatic creation of PO's?

Steps to Create Auto PO as follows:

Check Auto PO button in purchasing view of Material Master Record.

Check Auto PO button in purchasing view of Vendor Master Record.

The Above settings are to make Auto PO from PR.

Not for Auto PO at the time of GR.
Both the Concepts are different.

Spro -> MM -> Inventory Management and Physical Inventory -> Goods Receipt
-> Create Purchase Order Automatically
If you put tick for Auto PO against Mvt type.

Then while doing MIGO, you can create PO in the Back Ground.
For AUTO PO

You created purchase requisition for various material. During creation of purchase
order you used the following path:

Purchase Requisition
........Follow on function
.........Create Purchase Order
............automatic via purReq.

When you mentioned required purchase requisition number and execute, system
give error that purchase requisition does not contain any suitable item.

Is there any setting in customization where you can monitor and use that
function?

In an effort for you to successfully use the Transaction Code ME59 to

automatically convert the current PR into PO, then the following criteria should be
met:

1) In the Purchasing View of the material master data, the "Autom. PO" field must
be clicked;

2) In the Purchasing View of the Vendor Master Data, the "Automatic Purchase
Order" field must be clicked;

3) The Outline Agreement or Purchasing Info Record shall be maintained which

will allow the automatic copying of unit price and other conditions into PO;

4) The Source List shall be maintained for the nominated vendor which was shown
in either the Outline Agreement or Purchasing Info Record.

or

It might be PR subject to release strategy and not yet released

or

If you're not using a source list or automatic creation of PO, you may need to
assign the requisition to a purchase information record using transaction ME56.
Then it should appear in ME58.

Explanation Of Blanket Purchase Order

What is blanket purchase order?
The use of blanket purchase orders enables you to procure a variety of consumable
materials or services from a vendor up to a predefined value limit.
Most companies have recurring requirements for minor items (such as office
supplies, screws, small parts, cleaning work or other routine services) during the
course of the year. Issuing a series of individual (discrete) orders of low value
(perhaps with voluminous specifications) for such items, and then recording in
detail the work done or goods delivered against the order, is frequently considered
uneconomical.

Blanket purchase orders enable you to procure low-value items quickly, easily,
and efficiently.

A blanket purchase order contains a value limit and is valid for a predefined period.
It has the document type FO. The extended validity period replaces individual
delivery dates which are normally specified in POs.

You create a blanket PO for the desired validity period.

The PO need not contain any specifications.

You set a value limit.

It is not necessary to record and accept services performed against the order.
During the validity period of the purchase order, incoming invoices are
posted directly with reference to the PO, provided that the value limit is not
exceeded.

As a rule, the individual items procured have different account assignments.

However, the account assignment information does not usually become
available until the time the invoice is processed. You therefore have the
opportunity to specify the account assignment in the purchase order if you
wish (and if you are in a position to do so), but you do not have to do this
until the time of invoice entry.

The most important characteristics of a blanket purchase order are:

Order type FO (framework order)

Validity period in header of purchase order (field selection)

Item category B (limit)

Limit in the item
No material number
Account assignment category U (unknown) is allowed
No goods receipt or service entry
Accounting data for the item suggested in invoices

Additional or multiple account assignment possible in invoice verification

Check of validity period and limit in invoice verification

Note:

- For Item category B which stands for "Limit" is used in Blanket PO

- For such item category we use order type - Framework (FO)
- For these item no material no required
- In PO account assignment category "U " is allowed
- Usually used for low value items
- These PO are having validity period & value limit
- Invoice posting is with Blanket PO
- No GR

I hope this will give you idea of Item category B and its application and usage.

Release Procedure With And Without

Classification
Question:

What are the differences between release procedure with

classification and release procedure without classification? When
are they used?
Is it possible to have a release procedure without classification for
a PO?

Answer:

Two different procedures are available for requisitions:

With classification

With this procedure, requisitions can be released both at item

level (i.e. item-by-item) and in total. The latter approach is also
termed "overall release".

Without classification

With this procedure, requisitions can only be released at item

level.
The two procedures are mutually exclusive (that is to say, you
must decide in favor of one of them only - you cannot use both).

External purchasing documents (i.e. purchasing documents other

than requisitions) are released at header level. Item-by-item
release is not possible. These documents can only be released
using the release procedure with classification

Requisitions without classification can have Account Assignment

category, Material Group, Plant and Total Value only as
characteristics, whereas in with classification you can define your
own characteristics.

Release procedure without classification is possible for internal

purchasing docs. There you can release at item level. But for PO
we have to release at header level. We can't release them at item
level. So for External purchasing docs we must set release
procedure with classification. It is not possible to have release
procedure without classification for PO.

Blocking The Purchase Order

Blocking the PO

Is there any way to block the PO , so that no GR can be possible?

Is it available on header level?

Solution:

There are three ways to close/block purchase order:

1. Change P.O Quantity equal to delivered quantity.

2. Select line item in p.o, click lock icon to block it.

3. BADI for delivery completion indicator.

Blocking is not possible at header level.

To prevent a GR posting, you can proceed as follows:

1) Reduce the purchase order quantity to the previous GR quantity.

2) Block the purchase order item.

(ME22N: Block pushbutton; ME22 Menu -> Edit -> Block)
Fill the date field for the 'Latest Possible Goods Receipt' (LEWED) in the purchase
order item. If you do this and you enter a GR document after this date, the system
issues message M7163, which you must set as an error message in Customizing.

See OSS Note 856279 - MIGO: Proposed qty despite 'delivery completed'
indicator

Notes:

By the way, setting the block is not really recommended and should just be a short
term solution, as it will stop you from archiving this PO and not really close the
business case. and even blocked POs are still considered in MRP

Purchase Order IDOC NEU Output Type

Configuration
For this you have to carry following steps:

1. Create the PORT in WE21 ( Transactional port ).

2. In WE20 create the partner profile for vendor for which you are creating the PO.
In this profile in outbound parameter accessing the message type ORDERS. In
basic type assign /NFM/ORDERS05. In port, assign the port you have created. In
Message control tab assign application EF , MESSAGE TYPE NEU AND
PROCESS CODE ORDE.

3. In nace create the condition record for neu with medium 6 and date/time as 3.

If it configured for EDI and Distribution Model , now check condition record in
T.code:MN06{ if you are getting for one PO, you should get for other PO also)

Also check the following config. details for Output of Purchase Order

1. Condition Table

SPRO --> Material Management--> Purchasing -> Message -> Output Control-
>Condition Tables->Define Condition Table for Purchase Order

Select:
Purchasing Doc. Type,

Purch. Organization,

Vendor

2. Access Sequences

SPRO -> Material Management-> Purchasing -> Message -> Output Control-
>Access Sequences->Define Condition Table for Purchase Order

3. Message Type

SPRO -> Material Management-> Purchasing -> Message -> Output Control-
>Message Types->Define Message Type for Purchase Order{NEU}

4. Message Determination Schemas

4.1. Message Determination Schemas

SPRO -> Material Management-> Purchasing -> Message -> Output Control-
>Message Schema->Define Message Schema for Purchase Order-> Maintain
Message Determination Schema

4.2. Assign Schema to Purchase Order

SPRO -> Material Management-> Purchasing -> Message -> Output Control-
>Message Schema->Define Message Schema for Purchase Order-> Assign Schema
to Purchase Order

5. Partner Roles per Message Type

SPRO -> Material Management-> Purchasing -> Message -> Output Control->
Partner Roles per Message Type ->Define Partner Role for Purchase Order

6. Condition Record

Navigation Path: SAP Menu-> Logistics -> Material Management -> Purchasing->
Master data->Messages-> Purchase Order-> MN04-> Create ,,,use medium '6'

Now you create PO (ME21N) and save it and then release.

Also check in NACE t.code for standard SAP environment (program 'SAPFM06P',
FORM routine 'ENTRY_NEU' and form 'MEDRUCK') as the processing routines
and for the output type for default values, a communication strategy needs to be
maintained in the Customizing that supports . You can find the definition of the
communication strategy in the Customizing via the following path: (SPRO -> IMG
-> SAP Web Application Server -> Basic Services -> Message Control -> Define
Communication Strategy).

Idoc for Purchase Order

I want to create a purchase order with IDOCs and I don't know how to do it.

I need to know the message and function module used in the transaction WE20.

Solution:

In we20 for the partner profile vendor in the outbound parameters maintain the:

Message type - PORDCR1

Process code - BAPI

You should use Message Determination in order to make the system creates an Idoc
automatically when a Purchase Order is created/modificated in the system.

This is customized via IMG activities under next path:

Materials management > Purchasing > Messages > Output control.

Application for PO is EF. Output type is NEU and medium processing is EDI or ALE for
Idocs. Oparation 1 (new) and 2 (change). You have to define schemas and partner roles as
well.

Finally, Partner profiles have to be defined in WE20 transaction. ORDERS message have to
be defined in (for ORDERS05 type for example) in output parameters.

In Mesage Control tab, define two lines:

PO creation --> Application EF, Message type NEU and Process code ME10

PO change --> Same but mark change message flag. You also could define ORDCHG using
process code ME11 if you want to maintain different message for PO modifications.

or

Message type : ORDERS

IDOC Type : ORDERS05

Process code : ME10

Look at partner profile fo that vendor and see the message control and are you using correct
message control:
Application : EF

Output type - Purchase order transaction ( NEU Standard one) and process code = ME10

Check it out in WE20 Transaction properly..

If not try to debug your function module : IDOC_OUTPUT_ORDERS.

Set your Break point at your code

Now come to ME22n Transaction and use PO number.

click on enter

GOTO->HEADER->OUTPUT

Give the output type and print medium should be 6(EDI) or A( ALE)

Click on Further data and select->select send with periodically scheduled job and save it.

Now Come to SE38 and use RSNAST00

Output Application : EF

Object key - PO Number ( 10 digit)

Output type - NEU( SAP Standard)

Transmission medium = 6(EDI) ,A(ALE)

Now it will stop at your code.

KBS Account Assigned Purchase Order

Explain the transaction key KBS in OBYC configuration. In which situation
will transaction key KBS be used?

---

KBS transaction/event key will be only called for account assigned PO. It is
not used for stock PO.

Purchase order with account assignment (KBS)

You cannot assign this transaction/event key to an account. It means that the
account assignment is adopted from the purchase order and is used for the purpose
of determining the posting keys for the goods receipt.

For KBS, A/C assignment is not possible in OBYC. Whatever the G/L has been
assign in Purchase Order, it will take that G/L into account.

In Standard SAP, for transaction event key KBS, account determination is not
active. You can find the same in OBYC t-code.

In account assigned PO, G/L account is entered manually or is pick up through cost
center and hence account determination will not happen through transaction event
key. So This transaction event key is used only to find the posting keys and not the
G/L accounts. Whereas other transaction event keys are used for account
determination.

KBS key doesnt require any additional settings in OBYC. It only looks for
account specification in PO (say K / C / P) and GL account and can be assigned in
OKB9 t-code. When we do GR for PO with account assign {KBS
(consumption)}, it will debit the given GL account (assigned in OKB9 t.code) and
credit GR/IR account (which is define in OBYC).

Example of General Ledger Account Assigned in Purchase Order

Query To Extract PO Specific Condition Type
I often got this request from users to assist them to extract a specific condition
type in the purchase order. Normally, it will be the freight condition.

In this example it is assume you have some table and SAP Query knowledge.

We will use the standard SAP Query (tcode SQ01) to do the extraction.

Extraction Steps:

First get the purchase number and condition type the user wish to extract.

Here, the purchase order item condition type is store in the cluster table KONV
The problem is Cluster table cannot be used in SAP Query but there is a way to over
this.

So, we found the key fields linkage:

EKKO-KNUMV - Number of the document condition

KONV-KNUMV - Number of the document condition

We can now proceed to the query tcode SQ01

SQ01 Environment Info Set

Create a Join table:

EKKO-EBELN Purchasing Document Number

EKPO-EBELN - Purchasing Document Number

Now for Cluster table KONV, click Extras button and then Create

KONV-STUNR and KONV-ZAEHK is taken based on the user condition type where each
of them is assigned with a unique number.

SELECT SINGLE * FROM KONV

WHERE KNUMV = EKKO-KNUMV

AND KPOSN = EKPO-EBELP

AND STUNR = 31

AND ZAEHK =1

Save and now you can create the query together with the Cluster table KONV

Wrong Decimal Notation in PO

ow to Change the decimal format in purchase order?
My client is facing a formatting problem in total fields.
If the value is 100000.25 it is printing this as 10.000,25
Client want it to be printed as 10,000.25.
Any default setting of decimal in SU01 does not help this.

Solution:

Just go to T.code SU3

There you can find Defaults tab,

Under the Decimal Notation, you can change the format,

Save.

After that you need to logged off and logged in again to SAP after you have
changed the decimal settings. A change in user settings does not immediately
effect the transactions.

Check tcode for country decimal notation: Tcode OY01

Notes for Abap developer:

The decimal format can also be set by the SET COUNTRY command which uses
the values stored in table T005X for the country.

Check to see what the settings are for the country of the Customer/Vendor you are
processing.

For example:

Use SET COUNTRY cntry.

Refer this code.

DATA: dat TYPE sy-datum VALUE '20120127',

num TYPE p LENGTH 8 DECIMALS 2 VALUE '1234567.89',
t005x_wa TYPE t005x,
t005x_tab TYPE SORTED TABLE OF t005x
WITH NON-UNIQUE KEY xdezp datfm.

SELECT *
FROM t005x
INTO TABLE t005x_tab.

DELETE ADJACENT DUPLICATES FROM t005x_tab.

LOOP AT t005x_tab INTO t005x_wa.

SET COUNTRY t005x_wa-land.

WRITE: / num, dat.

ENDLOOP.

---

Call a routine in the sapscript or smartform passing the field name and value.

For example

PERFORM GET_UNIT_PRICE IN PROGRAM ZSROINVOICE

USING &KOMVD-KWERT(T)&
USING &FKLMG(T)&
CHANGING &PRICE_P_U&

ENDPERFORM
FORM get_unit_price TABLES i_intpar STRUCTURE itcsy
i_outpar STRUCTURE itcsy.

DATA : ws_price TYPE p DECIMALS 2,

ws_fkimg TYPE p DECIMALS 2,
ws_netwr TYPE p DECIMALS 2,
ws_c_netwr(20) ,
ws_c_fkimg(20) ,
ws_c_price(15) .

REFRESH i_outpar.

CLEAR i_outpar.

READ TABLE i_intpar WITH KEY name = 'KOMVD-KWERT'.

CHECK sy-subrc EQ 0.

ws_c_netwr = i_intpar-value.

READ TABLE i_intpar WITH KEY name = 'FKLMG'.

CHECK sy-subrc EQ 0.

ws_c_fkimg = i_intpar-value.

TRANSLATE ws_c_netwr USING '. '.

TRANSLATE ws_c_netwr USING ',.'.
TRANSLATE ws_c_fkimg USING '. '.
TRANSLATE ws_c_fkimg USING ',.'.

CONDENSE ws_c_netwr NO-GAPS.

CONDENSE ws_c_fkimg NO-GAPS.

MOVE: ws_c_fkimg TO ws_fkimg,

ws_c_netwr TO ws_netwr.

IF NOT ws_fkimg IS INITIAL.

ws_price = ( ws_netwr / ws_fkimg ).

ENDIF.

WRITE ws_price TO ws_c_price.

 i_outpar-name = 'PRICE_P_U'.
i_outpar-value = ws_c_price.

APPEND i_outpar.

CLEAR i_outpar.

ENDFORM.

ME52N Change Quantity In PR Generated by

MRP
Real User Support Ticket:

Within PP subcontracting process, PR are generated with a defined quantity

depending on production order data.

Sometimes, this quantity is not the good one (because of scraps for example),
therefore we would like to modify manually via ME52N the quantity of the PR
before converting it into a PO but the field is display only.

If anyone is aware of a customization that could "unlock" this field?

Please note that the PR is a standard PR (NB) and that I can perform the
modification if the PR has been created manually.

Solution:

The field selection for the requisition from the Production order is different than
the normal standard manually created PR.

You need to go to the "Define Screen Layout at Document Level" for the Purchase
requisition with the below navigation path.

SPRO -> Materials Management

--> Purchasing
---> Purchase Requisition
----> Define Screen Layout at Document Level.

Then you need to check what is the Field Selection Key and Group which is being
used.
Standard Field Selection for the requisition from the Production order is "ESTF"
(double click this).

Select this and then go into details "Quantity and Price" and then remove the tick
against "Display" and select the check box against either "Required entry" or "Opt
Entry".

Ideally "Required entry" should be selected.

ME52N Change Quantity In PR Generated by

MRP
Real User Support Ticket:

Within PP subcontracting process, PR are generated with a defined quantity

depending on production order data.

Sometimes, this quantity is not the good one (because of scraps for example),
therefore we would like to modify manually via ME52N the quantity of the PR
before converting it into a PO but the field is display only.

If anyone is aware of a customization that could "unlock" this field?

Please note that the PR is a standard PR (NB) and that I can perform the
modification if the PR has been created manually.

Solution:
The field selection for the requisition from the Production order is different than
the normal standard manually created PR.

You need to go to the "Define Screen Layout at Document Level" for the Purchase
requisition with the below navigation path.

SPRO -> Materials Management

--> Purchasing
---> Purchase Requisition
----> Define Screen Layout at Document Level.

Then you need to check what is the Field Selection Key and Group which is being
used.

Standard Field Selection for the requisition from the Production order is "ESTF"
(double click this).

Select this and then go into details "Quantity and Price" and then remove the tick
against "Display" and select the check box against either "Required entry" or "Opt
Entry".

Ideally "Required entry" should be selected.

PO Terminated When Display Delivery Address

Received a very strange support ticket. When user try to display the purchase
order delivery address, the whole document become terminated. A quick guess
tells me that this a SAP bug and I should be able to find the solution from some
SAP notes.

Indeed, managed to search and found two SAP Notes that solve the problem.

Note 332470 - AM010 "Address does not exist ..."

Symptom

Note 91001 describes the following problem: If you select the delivery address
screen when you display or change a purchase requisition or a purchasing
document, the termination message AM010 'Address does not exist' is generated.

This problem is solved with Release 4.5A.

However, after upgrades from releases up to and including Release 4.0B, it is
possible that documents are processed which still have an invalid address number
of the old release status in field ADRNR or ADRN2.

In this case, execute correction report ZCORADDR for each affected document.
This correction report is available via Note 91001. The execution of report
ZCORADDR is release-independent.

Note 91001 - Display/change address: termination AM010

Symptom

If you select the delivery address screen when you display or change a purchase
requisition or a purchasing document, the termination message AM010 "Address
does not exist & & & &" is generated.

Other terms

ME22, ME23, ME32, ME33, ME42, ME43, ME47, ME48, ME52, ME53,
AM885,
AM 010, AM 885

Reason and Prerequisites

Possible causes:

1. Addresses which contain errors, for example, specifying the postcode of a P.O.
box but not the P.O. box number itself. Function module ADDR_INSERT does not
insert these addresses into local memory, an address number is assigned
nevertheless during posting.
2. You entered a manual delivery address and branched to the vendor address
screen before posting but did not change anything there.

Solution

The cause of the error in case 1 is corrected in Release 4.0B, the cause of the error
in case 2 in Release 4.5A.
The program corrections are listed in the attachment.

For documents with address numbers that do not exist, you can use the attached
correction report ZCORADDR in order to remove the address number from the
document item. For this, implement the following two selection texts of the report:

Parameter Text
P_EBELN Purchasing document
P_EBELP Item POHEADER Purchase order header address
PO_ITEM Purchase order item address
PR_ITEM Purchase requisition item address

This report ZCORADDR can also be used in higher releases!

Item Overview Of A Purchase Order

Which of the fields can be found in the Item Overview of a
purchase order:

a) Partners
b) Currency
c) Cost Center
d) Material Group
e) Info Record

Configuration

Check screen layout of purchase order - For document type NB

and transaction code ME21N.

Please check screen layout of purchase order with below mention

path:
SPRO -> Materials Management -> Purchasing -> Purchase Order
-> Define Screen Layout at Document Level

In the screen selection for the document level, Select the Field
selection group NBF which is assigned to Document type NB and
make the enjoy fields as required or optional and then we can see
this material field in the PO.

Item Overview Of A Purchase Order

In ME22N/ME23N you can see the Item Overview (it is in the

center between Header and Item Detail)

Status MEPO1211-STATUSICON

Itm MEPO1211-EBELP

A MEPO1211-KNTTP

I MEPO1211-EPSTP

Material MEPO1211-EMATN

Short Text MEPO1211-TXZ01

PO Quantity MEPO1211-MENGE

OUn MEPO1211-MEINS
C MEPO1211-ELPEI

Deliv. Date MEPO1211-EEIND

Net Price MEPO1211-NETPR

Currency MEPO1211-WAERS

Per MEPO1211-PEINH

Fixed Date MEPO1211-FIXMG

OPU MEPO1211-BPRME

Matl Group MEPO1211-WGBEZ

Plnt MEPO1211-NAME1

Stor. Location MEPO1211-LGOBE

Batch MEPO1211-CHARG

RU MEPO1211-PRIO_URG

RP MEPO1211-PRIO_REQ

Valuation Type MEPO1211-BWTAR

Reqmt No. MEPO1211-BEDNR

Requisitioner MEPO1211-AFNAM

IM Material MEPO1211-MATNR

Info Rec. MEPO1211-INFNR

Returns Item MEPO1211-RETPO

Free MEPO1211-UMSON
The 'Free Items' indicator in the overview is only used to facilitate the switching
off of the Inv.Receipt flag and the GR-based IV flag.
Note that the 'Free Items' indicator is not stored on the PO item table EKPO.
The Inv.Receipt flag (and the GR-based IV flag) are the fields that really controls if
an item is 'free' or not.
So, the field is initiated based on the values in those fields rather than from input
from the user.
When an invoice is expected it's not a free-item. This indicator invoice receipt is
chosen from the main-item and also from the customization maintained for item
category 0 in table T163.

Texts MEPO1211-TEXTFLAG

Purchase Req. MEPO1211-BANFN

Requisn Item MEPO1211-BNFPO

Outline Agreement MEPO1211-KONNR

Contr. Item MEPO1211-KTPNR

RFQ MEPO1211-ANFNR

Item MEPO1211-ANFPS

Purchasing Doc. MEPO1211-REFBS

Item MEPO1211-REFPS

Plant MEPO1211-WERKS

Iss. Stor. Loc. MEPO1211-RESLO

Higher-Level Item MEPO1211-UEBPO

Subitem Category MEPO1211-UPTYP

Issuing Stor. Loc. MEPO1211-RESLO_BEZ

Answer:

b) Currency
d) Material Group
e) Info Record

Contract, Pipeline, Third-Party,

Subcontract, Consignment
Explain in summary the meaning of contract, pipeline, third-party, sub-
contract, consignment.

In Summary:

Contract
It just an agreements between the customer and company based on quantity, value
etc. Say we have a contract for the house for a period of one year.

When you enter into an agreement with some parties for some reason, it may be
called as contract which would be valid for a specified period wherein, conditions
to be adhered to, would be listed and should be agreed by both the parties.

Customer contracts are outline customer agreements that display when sales
materials or services are sold within a certain time period. E.g.: Quantity contract,
Value contract, Service contract.

Long-term agreement against which products or services are released (ordered, or

called off) over a certain time frame.

Pipeline

If you asked about Pipe line Material: Material that flows directly into the
production process from a pipeline, a pipe, power transmission lines, or similar.
E.g.: oil, tap water, or electricity

In automobile industry, this is very famous. A pipeline consists of a chain of

processing elements arranged so that the output of each element is the input of the
next. If any work is stopped in between these element, the entire production would
come to standstill. This plays a vital role in major manufacturing industries.

Third Party

Trading with goods which are not handled by the warehouse but rather delivered
directly from the vendor to the customer.

In third-party order processing, your company does not deliver the items requested
by a customer. Instead, you pass the order along to a third-party vendor who then
ships the goods directly to the customer and bills you. A sales order may consist
partly or wholly of third-party items. Occasionally, you may need to let a vendor
deliver items you would normally deliver yourself.

Subcontract

In the SAP System, the processing, by an external supplier, of materials provided

by a customer. The result of this processing is the manufacture by the supplier
(subcontractor) of an ordered material or product, or the performance by the
supplier of an ordered service.
In manufacturing industries, it is highly impossible to carry out all operations.
Wherever sensitive operations involved, it will be done in-house and rest they will
have couple of vendors to do that particular operation. For that particular
operation of a component, whatever the vendor incurs, company will pay the
money.

Consignment

Consignment goods are goods which are stored at the customer location but which
are owned by your company. The customer is not obliged to pay for these goods
until they remove them from consignment stock. Otherwise, the customer can
usually return consignment goods which are not required.

In case of sales to OEMs (Original Equipment Manufacturers), this plays a major

role. OEMs like Maruti, Suzuki will not place order as and when they require.
Instead, they will release an open order which will be valid for two three years.
Based on this open order, they just release schedules regularly. What manufacturer
should do is to appoint a warehouse agent nearer to the OEMs region and stock the
goods ordered by OEMs. As and when it is required by these OEMs, it will be
dispatched from these warehouses.