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Test Your Knowledge 1.

Which operations are periodic invoicing plans suitable for? Choose the correct answer(s).

□ □ □ □ 2.

A B C D

Rental payments Magazine subscriptions Telephone bills Credit card settlements

What identifies a subcontracting item in a purchase order? Choose the correct answer(s).

3.

□ □

A B

□ □

C D

Item category for subcontracting An account assignment category must also be used in conjunction with the subcontracting item category. One component at minimum must be provided. The material ordered and material provided can be identical.

The stock posting is posted for a subcontracting item on goods receipt using which value? Choose the correct answer(s).

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□ □

A B

□

C

□

D

Delivery quantity * order price For price control S (standard price): Delivery quantity * standard price For price control V (moving average price): delivery quantity * value of components For price control V (moving average price): delivery quantity * order price + value of components

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Answers 1.

Which operations are periodic invoicing plans suitable for? Answer: A, B Periodic invoicing plans are not suitable for telephone bills and credit card settlements as these are for a different amount each month.

2.

What identifies a subcontracting item in a purchase order? Answer: A, C, D The material ordered can be identical with the material provided (answer D). This is known as recursion. This is a good idea for repairs to inventory-managed materials for example.

3.

The stock posting is posted for a subcontracting item on goods receipt using which value? Answer: B, D

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Unit 8 Release Procedure

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The hints for instructors on this topic are located within the lesson.

Unit Overview This unit deals with the release procedure for purchase requisitions and external purchasing documents (purchase orders, outline purchase agreements, and requests for quotation). This electronic document release procedure obviates the need for a cumbersome manual approval procedure using handwritten signatures.

Unit Objectives After completing this unit, you will be able to: • • •

Describe the function of and steps in a release procedure Release requisitions and purchase orders Set up your own release procedures in Customizing

Unit Contents Lesson: Release Procedure ...................................................392 Exercise 17: Document Release Procedure ............................ 411

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Lesson: 360

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Release Procedure Lesson Duration: 140 Minutes

Lesson Overview In this lesson, you will learn about the various options for releasing blocked documents. After an introduction to the most important terminology relating to release procedures, you will learn how to define your own release procedures in Customizing.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the function of and steps in a release procedure Release requisitions and purchase orders Set up your own release procedures in Customizing

The content of this unit covers two areas: • •

Release of requisitions and purchase orders Setting up release procedure in Customizing

This unit is difficult in that the aforementioned two topics cannot be cleanly separated from each other. When releasing requisitions and POs, participants tend to constantly raise questions that relate to underlying Customizing settings. In a short system demonstration, show how the system reacts when you want to convert a blocked requisition to a PO. At this point, it is also useful to discuss basic aspects of putting a purchase order "on hold". Show participants the blocked requisition and Release strategy tab page. Note the release-relevant data: release group, release strategy, release indicator, codes so that you can refer to this data later in Customizing. Release a requisition via individual release (with Z1 and Z2). Afterwards, the change should appear in the requisition. In the first part of the system demonstration, you can go through the collective release of purchase requisitions and show the relevant list displays for requisitions.

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After the first part, you can now show the slides dealing with how to set up release procedures in Customizing. As system demonstration, the instructor should set up his or her own release procedure for purchase requisitions and then test it out. Furthermore, the link to the classification system (class, characteristics, and release group) should be made clear. Hint: In the exercise, participants use transaction ME59N to convert requisitions into POs. An issue frequently raised by customers is the possibility of linking the document release process to workflow. For purchase requisitions there is a standard workflow (workflow template, task 38). However, each user who is to receive the workflow must be included in the organizational plan for the workflow. This assignment can be made in transaction PFTC (access only via Display!) (workflow template, task 38). Branch further to the Workflow Builder. Double-click on the object Release Purchase Requisition and navigate to Processor (Agent) Assignment. Position the cursor on the topmost line and add your own user under Create Agent Assignment. Then Update Index. There are standard workflows for all purchasing documents. Additional system demonstration: Effects of the release status on the changeability of the requisition after (partial) release. Full release for requisitions Display classes and characteristics Also possible: include a new characteristic in the class. However, this should not be done - if at all - until after the exercise! Link to workflow in the case of the release procedure for requisitions Time needed for exercise: approx. 35 + 15 (optional part) min.

Business Example In your enterprise, you wish to have purchase requisition items that exceed a certain value approved by various individuals or departments before the requested materials can be ordered. In addition, you want to have purchase orders whose value exceeds a certain limit approved before the message output process can take place. To achieve this, you make use of the electronic release procedure.

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Releasing Blocked Purchasing Documents In the SAP system, you can set up approval procedures for purchase requisitions and external purchasing documents (POs, contracts, scheduling agreements, and RFQs).

Figure 103: Release Procedure

If a purchase requisition or an external purchasing document fulfills certain conditions (for example, a requisition item is assigned to a cost center), the document has to be approved (by the cost center manager, for instance) before further processing can take place. The approval process should be replicated by an electronic release procedure. This release procedures automatically blocks the relevant documents for further processing. Blocked purchase orders cannot be output for example. Blocked requisition items cannot be converted into POs.

Release Procedure for Requisitions If a requisition satisfies certain criteria, approval will be necessary before further processing can take place. In the SAP system, the approval process is replicated by a release procedure.

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By the release of purchase requisitions, we mean the process by which approval is granted to issue an RFQ or purchase order in respect of the relevant requisition items. The objectives of such an approval procedure may be to check that the material, quantity, and delivery date are in order and that the specified account assignment and source of supply are correct, for example. Each person involved in the release procedure indicates approval in a release transaction, using his or her release code. An already effected release can be cancelled with the same code, in which case the original release status is reinstated. This option exists only as long as a requisition has not been converted into a purchase order. If connection to SAP Business Workflow has been specified for a release code, the employee responsible for the approval receives a work item in his or her incoming post. The workflow can also send an automatic message to the requester in the case of rejection.

Figure 104: Overall and Item-Wise Release of Purchase Requisitions

Requisitions can be released on an item-wise basis or as an entire document. Overall release makes sense in the case of requisitions where items are all interrelated with respect to a specific requirement, for example. A criterion for the overall release of purchase requisitions might be the total value of the requisition, for instance.

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Whether a requisition has to be released on an item-wise basis or in its entirety is determined by the document type and the release group in the classification. For purchase requisitions, two release procedures are available: •

With classification This procedure enables you to release requisitions both item by item and in their entirety. When setting up new release procedures, you are advised to use procedures with classification only.

•

Without classification With this procedure, purchase requisitions can only be released at item level. Only the account assignment category, material group, plant and value characteristics are available as release criteria. Caution: The two procedures are mutually exclusive - that is, you must decide on one of these two alternatives. As soon as a procedure is created with classification, the procedure is deactivated automatically without classification. If you want to use the procedure without classification, please see the documentation for the relevant IMG activity regarding any points you need to note when doing this.

Release purchase requisitions: SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Individual Release SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Collective Release

Release Procedure for Purchasing Documents External purchasing documents are released at header level. Item-wise release is not possible.

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Figure 105: Overall Release of External Purchasing Documents

The collective transaction Purchase Order/Contract/Scheduling Agreement/RFQ → Release is provided for the release of external purchasing documents. These transactions give you the option of displaying the print preview of the message record for the blocked document. However, this message cannot be output (printed or transmitted). Hint: As of SAP R/3 Enterprise, it is possible to release purchase orders not only collectively, but also individually. In transaction ME29N, the individual authorized to effect release can display the current version of a purchase order and, on the basis of this information, effect release with his or her release code, refuse to effect release, or cancel an already effected release - without changing transactions. If you wish to make external purchasing documents subject to a release procedure, you can only use the procedure with classification.

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Figure 106: Release Options for Blocked Purchase Requisitions

There are two ways of releasing purchase requisitions: •

Individual release You release individual items of a requisition, or - if the requisition must be released complete - the entire document. To execute the transaction, you must first enter your release code and the number of the blocked purchase requisition. The system then checks whether you have authorization to use the release code entered.

•

Collective release You release all requisition items or all requisitions awaiting release by your release code at one time. To execute this transaction, you need only enter your release code. The system then lists all requisition items whose release is possible with the relevant code. You can limit the scope of this list using various selection options on the initial screen.

Release purchasing documents:

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SAP Menu → Logistics → Materials Management → Purchasing → Contract/Scheduling Agreement/RFQ → Release SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Release → Individual Release SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Release → Collective Release SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Individual Release SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Collective Release

Key Terms for Release Procedures In the following, the key terminology with regard to release procedures is discussed.

Figure 107: Key Terms

Release criteria

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The release criteria contain the characteristics and their instances, on the basis of which a document is or is not blocked (e.g. the total value of the document with the instance 'Overall value > 10,000 EUR'). When a document is created or changed, the system checks whether all relevant criteria are satisfied before the document is blocked.

Release code The release code is a two-character ID that allows an individual or group of individuals to release a blocked document or cancel an already effected release. Who may use which release codes is controlled via authorizations (authorization object M_EINK_FRG).

Release prerequisites The release prerequisites contain the sequence in which a requisition or external purchasing document must be released using the release codes. The release prerequisites are defined in Customizing for purchasing (in the release strategy). 1st example: The approval procedure for requisitions may be arranged in an enterprise so that the head of department has to approve a requisition item first followed by the next highest member of staff (the central head of department, for instance). In this case, approval by the head of department is a prerequisite for approval by the central head of department. You can define alternatives within the release sequence. This means that several employees can effect release at a certain point in the sequence. When just one of these employees has effected release, the next release status is reached. The other employees need take no action in this case. 2nd example: A release strategy for requisitions includes provision for five release codes in an ascending hierarchy. A requisition item can be converted into an RFQ or a PO if release has been effected by either codes 01 and 02 or, alternatively, code 03.

Release group The release group is an organizational subdivision of release procedures according to usage. A release group can contain one or more release strategies.

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You must set up at least one group for the release procedures for external purchasing documents, and another group for the release procedures for requisitions. If you use both item-wise and overall release for purchase requisitions, you need two release groups for requisitions.

Release status/indicator When a requisition or an external purchasing document has been processed with a release code, a release indicator is assigned to the document. The release indicator is a key denoting the release status. The release status describes the current status of the item or document. If the final approval has not yet been granted for example, the status may be defined as "blocked". In the case of purchase requisitions, the release indicator determines: • • • •

Whether the item can be changed by purchasing or by materials planning after the start of the release procedure Whether a new strategy is determined in the event of changes and whether previous releases have to be canceled Whether an RFQ or a PO may be created with reference to the item Whether the requisition is fixed for requirements planning

In the case of external purchasing documents, the release indicator determines: • • •

Whether the document may be changed by purchasing after the start of the release procedure Whether a new strategy is determined in the event of changes and whether previous releases have to be canceled Whether the purchasing document is free to be transmitted

Release strategy The release strategy defines the release codes that are to be used to signify approval and the order in which approvals are to be given. A maximum of eight release points can be involved in the release process within a certain strategy. The assignment of the release strategy to a requisition or an external purchasing document is based on the release criteria. If a requisition or external purchasing document does not satisfy the criteria for a release strategy, the document is automatically free for further processing. The release criteria specify the release strategy to be applied. Example:

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If the value of a requisition item is above 1,000 EUR but below 100,000 EUR, for example, release strategy A is effective. If the value is above 100,000 EUR on the other hand, release strategy B applies, since responsibility for the release of such an item lies with other persons. The following questions must be answered before you can create a release strategy:

Figure 108: Key Questions

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1.

Which individuals are involved in the release process? The relevant release codes must be entered for the individuals or groups of individuals involved in the release process.

2.

In which order must the persons involved effect release? The release prerequisites determine the order in which the individuals involved may effect release via their release codes.

3.

What is the status of the document during the release process? Here you assign a release indicator reflecting the stage in the process the document has reached. Example: You establish release strategy ZZ, consisting of the two release codes Z1 and Z2. Release with Z1 is the prerequisite for release with Z2. When release has been effected with Z1, the requisition item can be converted into an RFQ. However, it is not possible to convert it into a purchase order at this stage.

4.

Which criteria must be satisfied for release strategy ZZ to be applied? The criteria are formulated using characteristic values and are stored in Customizing for purchasing (under the release strategy). A precondition for this is that the characteristics have been created and assigned to classes. For a release strategy to be assigned, a requisition item or an external purchasing document must manifest one of the possible values for each characteristic.

Setting Up Release Strategies in Customizing Two types of procedure can be specified in Customizing for release procedures for purchase requisitions. These two procedures differ with respect to their usage of the classification system. This course only deals with setting up the release procedure with classification. You can use these procedures to release requisitions, RFQs for external purchasing documents, purchase orders, contracts, scheduling agreements and service entry sheets. To set up a release procedure with classification, you must make the following Customizing settings in this order: 1. 2. 3. 4. 5.

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Create characteristics and classes Create release group Create release codes Create release indicators Create release strategy

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In the following, the individual steps are discussed in detail. Step 1: Create characteristics and classes A precondition for a release strategy with classification is that a class with characteristics has been created for each document (requisition, PO etc.). The individual release strategies differ by virtue of the different instances of all the characteristics a class contains. If you wish to set up both overall and item-wise release procedures for requisitions, you must create one class for each.

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Figure 109: Definition of Release Criteria

•

Create characteristics The communication structures CEBAN (for requisitions) and CEKKO (for external purchasing documents) contain all fields that can be defined as release characteristics. You can cover any additional requirements via the customer exit provided by SAP. For each field, you must create a characteristic from the communication structure CEBAN or CEKKO that acts as a criterion for your release strategy. You have a free choice of names for the characteristic. Table and field names (for example, CEBAN for field GSWRT) must be specified on the Additional Data tab page. The "Multiple Value" attribute can be assigned to a classification characteristic so that not only single values, but also multiple values, can be entered for the characteristic. For characteristics of the data type NUM (numerical format) or CURR (currency format), you should allow interval values.

•

Create class All characteristics that are to be used in release strategies for requisitions or external purchasing documents must be collected together in classes. The classes must be assigned to class type 032. You can define a maximum of two classes for requisitions (one each for overall and item-wise release), one class for external purchasing documents, and one class for service entry sheets.

Step 2: Create release group With the release group, you link the release class to the release object (a purchase requisition for instance). In the case of requisitions, you must specify whether the release group is for item-wise or overall release.

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Figure 110: Customizing of Release Procedure with Classification

Step 3: Create release codes Create all the release codes (with short descriptions) needed for your release strategy and assign them to the appropriate release group.

Step 4: Create release indicators

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The following release indicators are necessary for each release procedure: •

A release indicator for the initial status As a rule you must first release a purchase requisition before you can create an RFQ or a PO referencing the requisition. For this reason, a release indicator is assigned to a requisition to denote initial status and prevent it from being converted to an RFQ or a PO. You may not select the indicators for release for issue of an RFQ or a PO on the detail screen for this indicator.

•

A release indicator for the released status You must select the indicators for release for issue of an RFQ or a PO on the detail screen for this indicator. At least one of these indicators must be selected.

The Changeability indicator enables you to specify the consequence of changing the document after the start of the release procecure. Hint: On the detail screen for the release indicator, you can influence the field status via a field selection key. This option is only available for purchase requisitions.

Step 5: Create release strategy 1.

Release codes In the first step towards defining your new release strategy, you specify which release points (release codes) are to be involved in the release process.

2.

Release prerequisites The release prerequisites determine the order in which the release points (individuals or groups of individuals) involved may effect release via their release codes. Example: Figure 78 shows the release prerequisites for a release strategy with two release codes. The table must be read from left to right. From the first line, you can see that there is no release prerequisite for code Z1. The second line shows that the blocked document must be released with code Z1 before release can be effected with code Z2.

3.

Release status You specify the status of a document after it has been released by certain release points. You must specify the status the document would have in all situations that are liable to occur during the release process.

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4.

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Classification In the classification process, you define the instances of the characteristics. Using the characteristics and their instances, you specify the documents to which your release strategy will be assigned. Here you define values (single values or intervals) for your characteristics. Hint: Value intervals can only be specified for numerical values (e.g. an interval from 10,000 to 15,000 EUR for the value of the requisition item). Note the special features of individual characteristics - you have to use the internal description for the item category for example. Cost centers have ten places in the standard version and must be created with zeros at the start. In addition, you cannot use jokers or placeholders. An empty field must remain empty in the document. If you do not wish to restrict a characteristic, delete it from the release class.

5.

Release simulation The release simulation function enables you to check which status a document would acquire with this release strategy after having been released by a certain release point. Choose Simulate Release and effect release by double-clicking on the release code. The system displays the status the document would acquire as a result of this release.

Menu paths for step 1: Create characteristics (in the application): SAP Menu → Cross-Application Components → Classification System → Master Data → Characteristics Create characteristics (in Customizing): SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Release Procedure → Procedure with Classification → Edit Characteristics Create classes (in the application): SAP Menu → Cross-Application Components → Classification System → Master Data → Classes

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Create classes (in Customizing): SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Release Procedure → Procedure with Classification → Edit Classes Menu path for steps 2 to 5: Set up release strategy with classification: SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition (or relevant External Purchasing Document) → Release Procedure → Procedure with Classification → Set Up Procedure With Classification

Authorizations

Figure 111: Authorization Objects

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The authorization object Release Code/Release Group in Purchasing (M_EINK_FRG) determines which purchasing documents the user may release and which release codes he or she may use to do so. The authorization object M_EINK_FRG comprises the following fields: •

Release group You use the release group to determine which purchasing documents the user may release. Example 1: You have created different release groups for purchase orders for different plants (for example, release group 01 for POs in plant 0001, release group 02 for POs in plant 0002). Using the release group, you can now specify whether a user can release POs for plant 0001 only, or for both plant 0001 and plant 0002. Example 2: You have created the following release groups for different document categories: release group 01 for POs; 02 for RFQs; and 03 for contracts. Using the release group, you can now specify whether the user can release RFQs only, or POs and contracts as well.

•

Release code You use the release code to determine how the user may release purchasing documents. Example: The following values have been defined in the authorization object for the user Miller: release groups 01 and 02 (from example 2), and release code Z1. User Miller may thus release POs and RFQs using release code Z1. Hint: If you use the release procedure for requisitions without classification, you must create authorizations for the authorization object Release Code in Purchase Requisitions (M_BANF_FRG).

Authorization maintenance: SAP Menu → Tools → Administration → User Maintenance → Role Administration or SAP Menu → Tools → Administration → User Maintenance → Authorizations and Profiles (Manual Maintenance) → Edit Authorizations/Profiles Manually

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Exercise 17: Document Release Procedure Exercise Duration: 50 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Release purchase requisitions and purchase orders • Set up release procedures

Business Example You wish to use a release procedure to ensure that requisitions and POs that exceed a certain value limit are approved by various persons before the requested materials can be ordered or the PO can be issued to the vendor.

Task 1: Release purchase requisitions. 1.

You have already created various requisitions, some of which need to be approved. First check how many blocked requisition items there are for your purchasing group Z##. Use a suitable list display for purchase requisitions for this purpose. Number of requisition items:__________________ Check the following information on the release status of a blocked purchase requisition item: Release indicator: _________________ Release strategy: __________________ Release points/codes: ______________

2.

Take a look at the Customizing settings for the release procedure for purchase requisitions (with classification). On the basis of which criteria was release strategy ZZ assigned to the requisition items? _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ Continued on next page

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_________________________________________________ _________________________________________________ Which release point can signify approval without a prerequisite for release? _________________________________________________ _________________________________________________ Which prerequisite must be fulfilled before release point Z2 can release a purchase requisition item? _________________________________________________ _________________________________________________ What is the status of a requisition item after just Z1 has effected release? _________________________________________________ _________________________________________________ 3.

Approve all blocked purchase requisition items with release code Z1. Use the collective release function for requisitions and enter the number of your purchasing group Z## as a selection criterion on the initial screen.

4.

After release has been effected, check whether the release indicator and the release status of your requisition items have changed. Use a suitable list display for purchase requisitions.

5.

Now release the requisition items assigned to purchasing group Z## for the issue of POs. Use code Z2 to effect release. What is the release status of the items after their release?

Task 2: Generate POs automatically and release them. 1.

Some of the released requisition items have already been assigned to a source of supply. You wish to convert the requisition items into purchase orders automatically. Use a suitable list display to determine the following data: How many open, released, and assigned requisition items exist for your purchasing group Z##?__________ Which materials are requested for which plants in these items? _________________________________________________ _________________________________________________ Which vendors have been assigned to the items? Continued on next page

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_________________________________________________ _________________________________________________ 2.

For the requisition items from step 1 to be automatically converted into POs, the Automatic Purchase Order indicator must have been set in the vendor and material master records. Change the relevant master records by setting the indicator for automatic PO generation.

3.

Have your released and assigned purchase requisitions automatically converted into POs. Run the program after selecting via your purchasing group Z## and the relevant vendor numbers.

4.

Purchase orders generated and any other purchase orders you have created must be approved if their total value is greater than 2,000 euros. Check in the purchase order header to see if a release is necessary. If a purchase order is blocked, call the release function for purchase orders and release all blocked POs for purchasing group Z## with release code Z3. Which release strategy has been assigned to these POs? _________________________________________________ _________________________________________________ Is it possible to check the print preview of the purchase order for correctness prior to releasing the PO? _________________________________________________ _________________________________________________

Task 3: Optional: Create new release procedure. 1.

In your enterprise, users must enter requirement tracking numbers when creating purchase requisitions. For requisitions created with the requirement tracking number SCM520-##, you need a new release strategy and a new release code. You must therefore define a new release strategy for requisitions. First define your own release code ## for release group 01. Then define the new release strategy ## with the short description Strategy ##. This should likewise be assigned to release group 01. Assign release code ## to your release strategy. Confirm the release prerequisites and statuses proposed by the system. Continued on next page

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Define the criteria for your release strategy as follows: Account assignment category

blank

Material group

SCM520

Plant

1000

Purchasing group

Z##

Requirement tracking number

SCM520–##

Total value of item

> 1000 EUR

Document type

NB (purchase requisition)

Save your release strategy. 2.

Create a requisition for 100 pc of your material T-M520E## to test your new release strategy. Use requirement tracking number SCM520-##. Has the item been blocked? If so, which strategy was assigned? _________________________________________________ _________________________________________________

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Solution 17: Document Release Procedure Task 1: Release purchase requisitions. 1.

You have already created various requisitions, some of which need to be approved. First check how many blocked requisition items there are for your purchasing group Z##. Use a suitable list display for purchase requisitions for this purpose. Number of requisition items:__________________ Check the following information on the release status of a blocked purchase requisition item: Release indicator: _________________ Release strategy: __________________ Release points/codes: ______________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → List Displays → General Use the dynamic selections and select the Release indicator field. Look for documents with the release indicator S (blocked). There should be at least three blocked requisition items. If you do not make this restriction, you can see from the release indicator (R) in the list display whether a purchase requisition item is blocked (indicator S).

b)

Position the cursor on a blocked requisition item and choose Goto → Release strategy or go to the purchase requisition via Environment → Display requisition. The relevant information is shown on the Release Strategy tab page. Release indicator: S (Blocked) Release strategy: ZZ Release codes: Z1, Z2

2.

Take a look at the Customizing settings for the release procedure for purchase requisitions (with classification). On the basis of which criteria was release strategy ZZ assigned to the requisition items? _________________________________________________ _________________________________________________ _________________________________________________ Continued on next page

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_________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ Which release point can signify approval without a prerequisite for release? _________________________________________________ _________________________________________________ Which prerequisite must be fulfilled before release point Z2 can release a purchase requisition item? _________________________________________________ _________________________________________________ What is the status of a requisition item after just Z1 has effected release? _________________________________________________

Continued on next page

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_________________________________________________ a)

SAP Menu → Tools → Customizing → IMG → Execute Project Choose SAP Reference IMG. SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Release Procedure → Procedure with Classification → Set Up Procedure with Classification Choose Release Strategies. Select the entry for release strategy ZZ and access the detailed data for that strategy via Goto → Details.

b)

c)

The criteria on the basis of which a requisition item is blocked are shown under Classification. According to strategy ZZ, a requisition is blocked if the following criteria are satisfied: Account assignment category

blank

Material group

SCM520

Plant

1000

Purchasing group

Z##

Requirement tracking number

SCM520

Total value of item

> 1000 EUR

Document type

NB (purchase requisition)

The release prerequisites for release points Z1 and Z2 can be seen under Release Prerequisites. The table shows that there are no prerequisites for release with code Z1. There is one prerequisite for release with code Z2. Z1 must have effected release before Z2 is able to do so.

d)

3.

The possible release statuses of a requisition item can be seen under Release Statuses. A requisition item that has been released with code Z1 has the release status A (fixed, RFQ).

Approve all blocked purchase requisition items with release code Z1. Use the collective release function for requisitions and enter the number of your purchasing group Z## as a selection criterion on the initial screen. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Collective Release Select all requisitions and choose List → Save Release. Continued on next page

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4.

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After release has been effected, check whether the release indicator and the release status of your requisition items have changed. Use a suitable list display for purchase requisitions. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → List Displays → General The requisition items that have been released with code Z1 have the release indicator A (Fixed, RFQ).

5.

Now release the requisition items assigned to purchasing group Z## for the issue of POs. Use code Z2 to effect release. What is the release status of the items after their release? a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Release → Collective Release After the release has been saved, the items have the release status B (fixed, RFQ/PO).

Task 2: Generate POs automatically and release them. 1.

Some of the released requisition items have already been assigned to a source of supply. You wish to convert the requisition items into purchase orders automatically. Use a suitable list display to determine the following data: How many open, released, and assigned requisition items exist for your purchasing group Z##?__________ Which materials are requested for which plants in these items? _________________________________________________ _________________________________________________ Which vendors have been assigned to the items? _________________________________________________

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_________________________________________________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → List Displays → General Set the Released requisitions only indicator on the initial screen and choose Goto → Assignment overview in the list display. There should be at least three already assigned purchase requisition items. Material T-M520E## is requested for plant 1000 in all three requisition items. Vendors T-K520A## and T-K520B## are assigned to the items.

2.

For the requisition items from step 1 to be automatically converted into POs, the Automatic Purchase Order indicator must have been set in the vendor and material master records. Change the relevant master records by setting the indicator for automatic PO generation. a)

SAP Menu → Logistics → Materials Management → Material Master → Material → Change → Immediately The Automatic Purchase Order indicator is located among the plant-specific purchasing data.

b)

SAP Menu → Logistics → Materials Management → Purchasing → Master Data → Vendor → Purchasing → Change (Current) The Automatic Purchase Order indicator is located among the purchasing data of the vendor master record.

3.

Have your released and assigned purchase requisitions automatically converted into POs. Run the program after selecting via your purchasing group Z## and the relevant vendor numbers. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Automatically via Purchase Requisitions On the initial screen, enter your purchasing group Z## and the relevant vendors, and then choose Execute.

4.

Purchase orders generated and any other purchase orders you have created must be approved if their total value is greater than 2,000 euros. Check in the purchase order header to see if a release is necessary. If a purchase order is blocked, call the release function for purchase orders and release all blocked POs for purchasing group Z## with release code Z3. Which release strategy has been assigned to these POs? _________________________________________________ Continued on next page

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_________________________________________________ Is it possible to check the print preview of the purchase order for correctness prior to releasing the PO? _________________________________________________ _________________________________________________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Release → Collective Release Choose Goto → Release strategy. The POs are subject to release strategy ZY. It is possible to check the print preview prior to releasing the PO. A message record is generated for blocked POs for this purpose. However, the message cannot be transmitted to the vendor until the PO has been released. Release all purchase orders. Hint: Using the BEST_ALV list scope will provide you with a more user friendly interface for this transaction.

Task 3: Optional: Create new release procedure. 1.

In your enterprise, users must enter requirement tracking numbers when creating purchase requisitions. For requisitions created with the requirement tracking number SCM520-##, you need a new release strategy and a new release code. You must therefore define a new release strategy for requisitions. First define your own release code ## for release group 01. Then define the new release strategy ## with the short description Strategy ##. This should likewise be assigned to release group 01. Assign release code ## to your release strategy. Confirm the release prerequisites and statuses proposed by the system. Define the criteria for your release strategy as follows: Account assignment category

blank

Material group

SCM520

Plant

1000

Purchasing group

Z## Continued on next page

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Requirement tracking number

SCM520–##

Total value of item

> 1000 EUR

Document type

NB (purchase requisition)

Save your release strategy. a)

SAP Menu → Tools → Customizing → IMG → Execute Project Choose SAP Reference IMG. SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Release Procedure → Procedure with Classification → Set Up Procedure with Classification Under Release Codes, choose New Entries to create the release code ## with the description Group ## for release group 01. Choose New Entries under Release Strategies. Enter release group 01 and release strategy ## (strategy-##). You need only a release point with the release code ##. Go to the Release Prerequisites and Release Statuses and confirm all system proposals. Then choose Classification to assign the appropriate values to the characteristics. Navigate back until you can save your data.

2.

Create a requisition for 100 pc of your material T-M520E## to test your new release strategy. Use requirement tracking number SCM520-##. Has the item been blocked? If so, which strategy was assigned? _________________________________________________ _________________________________________________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Create The item should have been blocked with strategy ##.

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Lesson Summary You should now be able to: • Describe the function of and steps in a release procedure • Release requisitions and purchase orders • Set up your own release procedures in Customizing

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Unit Summary You should now be able to: • Describe the function of and steps in a release procedure • Release requisitions and purchase orders • Set up your own release procedures in Customizing

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Test Your Knowledge 1.

Where in Customizing can you maintain release strategies for Purchasing? Choose the correct answer(s).

2.

□ □

A B

□

C

□

D

For all document types. For requisitions and purchasing documents separately according to document type. For requisitions and purchase orders regardless of the document type and for all other purchasing documents only with the appropriate document type. For requisitions with the document type purchase order and for purchase documents with all types of purchasing document, as these are all stored in the same table.

What is the maximum number of release codes you can use in a release strategy? Choose the correct answer(s).

□ □ □ □ 3.

A B C D

2 5 8 10

No release procedure with classification is available for requisitions in your system. For which document data can you set up a release procedure without classification? Choose the correct answer(s).

□ □ □ □ 4.

A B C D

Item category Account assignment category Plant Purchasing group

What can you not do with a purchase order that has not been released? Choose the correct answer(s).

□ □ □ □

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A B C D

Output it Change it Call the print view. Add another item to the purchase order.

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Answers 1.

Where in Customizing can you maintain release strategies for Purchasing? Answer: B, D Purchasing documents only have one table for release strategy. Distinction can be made by purchasing document type if this is a component part of the release strategy.

2.

What is the maximum number of release codes you can use in a release strategy? Answer: C

3.

No release procedure with classification is available for requisitions in your system. For which document data can you set up a release procedure without classification? Answer: B, C See also the documentation for the IMG activity "Setting up procedure without classification".

4.

What can you not do with a purchase order that has not been released? Answer: A The purchase order can be changed at any time before the release is started (answer B). After the release process has started it depends on the settings in the release indicator assigned to the release step as to whether it can be changed or not.

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This unit deals with Customizing topics relevant to purchasing. Experience has shown that many participants have difficulties with the settings and exercises in Customizing. For this reason, during the system demonstration, you should show all parts of exercises for this unit on the system. This is the only way to guarantee participants are in a position to be able to do all exercises for this unit.

Unit Overview This unit deals with selected Customizing topics of interest to those involved in procurement. First, the possible settings for the vendor master record are introduced. In this connection, the settings for partner determination are also outlined. The second lesson shows how procurement functions can be controlled via document types. The third lesson contains information on version management available since SAP R/3 Enterprise. Then further aspects of Customizing relevant to procurement are dealt with. These include user-dependent controls via purchasing parameters and settings for the info update indicator in the Enjoy purchase order transaction. The last lesson deals with message determination in Purchasing. This mainly concerns condition records.

Unit Objectives After completing this unit, you will be able to: • • • •

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Describe the control options afforded by the account group Name the factors influencing field selection in the vendor master record Describe the Customizing settings for partner determination Describe the settings necessary to define a new document type

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• • • • • • • •

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Set up the use of the item and account assignment categories dependent on the document type Name the influencing factors with regard to the control of purchasing document field selection Describe the advantages of using version management Use version management in purchasing Describe the settings that can or must be made for version management in Customizing for purchasing Explain the significance of user parameters EVO and EFB Name the available options for controlling the use of the info update indicator Describe the message determination process for purchase transactions

Unit Contents Lesson: Vendor Master Record: Customizing ..............................429 Exercise 18: Vendor Master Record: Customizing ....................445 Lesson: Document Types in Purchasing ....................................455 Exercise 19: Document Types ............................................467 Lesson: Version Management in Purchasing ...............................475 Lesson: Special Aspects of Customizing ....................................481 Lesson: Message Determination and Output Control......................493 Demonstration: Message Determination in Purchasing ...............506 Exercise 20: Message Determination and Output Control ............507

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Lesson: Vendor Master Record: Customizing

Vendor Master Record: Customizing Lesson Duration: 80 Minutes

Lesson Overview In this lesson you receive an overview of all Customizing settings relating to the vendor master record and affecting purchasing.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the control options afforded by the account group Name the factors influencing field selection in the vendor master record Describe the Customizing settings for partner determination

The principle of field control, including priorities of the instances, should be discussed on the basis of certain fields in the vendor master record (such as reconciliation account, evaluated receipt settlement returns and the release creation profile). Additional system demonstration: A final step for the use of the new partner role in the purchase order is missing from the exercise. In the exercise, the new partner role is only defined for use in the vendor master record (this could be intended merely as info for the buyer there for instance). If the new partner role is also to be adopted in the purchase order document, it will have to be included in the relevant partner schema in Customizing. This last Customizing step could be carried out by the instructor after the exercise and then checked when a PO is created. Point out to participants that, when copying a purchasing document type, the partner schema is not copied too. Show this in your demo also if possible. If there is enough time, the effects of the Mandatory, No Change, End, and Higher Levels indicators can be illustrated using brief examples. Time needed for exercise: approx. 35 ( + 15 optional part) min.

Business Example An SAP system is being implemented at your company. As part of the implementation process, you have been given the task of identifying possible Customizing settings for the vendor master record.

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Vendor Master Record: Customizing Overview

Figure 112: Vendor Master Record: Customizing

Among other things, the account group ensures that only the fields needed for the relevant role of your business partner are displayed or are ready to receive input in the vendor master record. However, control of field selection in the vendor master record is not only a function of the account group, but also depends on the transaction used, for example and the purchasing organization. By making the appropriate settings for number assignment, you can ensure that different business partners are managed in different number ranges in the system. Relevant Customizing settings also include those for partner determination, since you can store different partner roles (partner functions) in the vendor master record.

Account Group Each vendor whose data is created in the SAP system must be assigned to an account group. The desired account group is assigned when a new vendor master record is created. The account group helps to determine how the business partner is used in the system. The standard system, for example, contains different account groups for vendors (suppliers), manufacturers, forwarders/carriers, and invoicers.

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It is possible to create new account groups in Customizing.

Figure 113: What the Account Group Determines

You use the account group to determine: • • • • •

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The field status (= field selection) Whether a vendor master record is used as a one-time account master record Use of the data retention levels vendor subrange and/or plant The number range interval and the type of number assignment (internal or external) The permissible partner roles

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Figure 114: Customizing: Account Group

With the field status, you specify: • • • •

Which fields are not to be displayed. Which fields are for display only and cannot receive input Fields in which data must be entered Fields in which data can be entered

The account group is just one of four factors influencing the field status. Hint: During the creation of a vendor master record, a screen does not appear if all the fields it contains are suppressed (hidden). The account group does not control the possibility of using the additional data retention levels (plant and/or vendor subrange), it only simplifies the creation of different data for those levels. You can create different data independent of the account group if you set the relevant indicators for the desired data retention level(s) under Extras → Additional Purchasing Data when creating or changing a vendor master record. Example of the use of different account groups:

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The account group can be used as a classification aid. For example, you can create different account groups for foreign and domestic vendors. If the number range is defined differently for these account groups, you can tell immediately from the vendor number whether a certain supplier is a foreign or domestic vendor. Create account groups: SAP Customizing Implementation Guide → Logistics - General → Business Partner → Vendors → Control → Define Account Groups and Field Selection (Vendor)

Field Selection in the Vendor Master Record The account group is just one factor that influences field selection in the vendor master record.

Figure 115: Field Status: Influencing Factors

The field status can be controlled by the transaction used, the account group, the purchasing organization, or the company code.

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The fields to be defined are divided into the following areas: • • • • •

General data Company code data Purchasing data Purchasing vendor subrange level Purchasing plant level

The individual influencing factors control different areas. Through the company code, for example, you can only influence the group of company code data. On the other hand, the transaction used can determine the status of all fields. Define field status via account group, transaction, and purchasing organization: SAP Customizing Implementation Guide → Logistics - General → Business Partner → Vendors → Control → Define Account Groups and Field Selection (Vendor)/Define Screen Layout Specific to Purchasing Organization/Define Transaction-Dependent Screen Layout Define field status via company code: SAP Customizing Implementation Guide → Financial Accounting → Accounts Receivable and Accounts Payable → Vendor Accounts → Master Data → Preparations for Creating Vendor Master Data → Define Screen Layout per Company Code (Vendors) Hint: Frequently, the field status is to have an identical definition for (nearly) all purchasing organizations and/or company codes. For this reason, it is possible to use an asterisk (*) when defining field statuses. The settings for the purchasing organization or company code marked with an asterisk then apply to all purchasing organizations or company codes that are not explicitly shown on the list. Since the field status depends on several influencing factors, link rules are necessary. These rules determine which property a field has if the various influencing factors have different values. The following graphic show the field status priorities:

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Figure 116: Priorities

Suppose, for example, that a field should be suppressed for the account group, but be defined as a mandatory field for the purchasing organization. The following link rules decide which status the field actually has in the vendor master record: Instance

Hide

Display

Required entry

Optional entry

Hide

Hide

Hide

Hide

Hide

Display

Hide

Display

Display

Display

Required entry

Hide

Display

Required entry

Required entry

Optional entry

Hide

Display

Required entry

Optional entry

The instance Hide has the highest priority and thus overrides all other instances. If a field is suppressed (hidden) as a result of the account group, what was specified via the transaction-dependent screen layout is irrelevant. The field in question will be hidden during creation, changing, and displaying of the vendor master record.

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The instance Display overrides the instances Required Entry and Optional Entry. The field status Required Entry overrides the status Optional Entry. A field can thus only have the status Optional Entry if this status has been defined as optional entry for all influencing factors.

Number Assignment When a vendor master record is created, a number is assigned, which uniquely identifies that record. This number comes from the number range (numeric or alphanumeric) defined for the account group.

Figure 117: Control of Number Assignment

The number assignment can take one of two forms: •

Internal number assignment The system automatically assigns a sequential number from the predefined number range interval. The last-assigned number is recorded as the current number. Numerical number ranges only are possible.

•

External number assignment In the case of external assignment, the user must assign a number from the predefined number range when creating the vendor master record. This number must be contained in the number range interval defined.

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When creating a new number range, you perform the following steps: 1.

Creation of a new number interval The individual number range intervals must not overlap. If a number range is intended for external number assignment, the relevant indicator must be set.

2.

Assignment to account group In the second step you assign the desired account group to your new number range. Hint: In contrast to the material master, where you can assign both an internal and an external number range interval for each material type, with account groups, only one number range interval is possible per account group. This can be internal or external.

Define number ranges for vendor master records SAP Customizing Implementation Guide → Logistics - General → Business Partner → Vendors → Control → Define Number Ranges for Vendor Master Records

Partner Roles The business partner can assume various roles viz-à-viz your enterprise. (Note that partner roles are sometimes also referred to as partner functions.) For example, in the course of a procurement transaction, a business partner is first the ordering address, then the goods supplier, then the invoicing party, and finally the payee. A prerequisite for the use of partner roles is the existence of a corresponding master record for the partner in question.

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Figure 118: Examples of Partner Roles

Not all the various roles in a particular transaction are necessarily assumed by the same business partner - a number of different firms may be involved. Therefore, you have the option of defining the relevant partner roles in the vendor master record on a purchasing-organization-wide and plant-specific basis. These partners are adopted as default values in the relevant documents. Thus, for example, a different invoicing party is transferred from the vendor master record to a purchase order and automatically appears as the default value when the invoice is posted. To use partner roles in the vendor master record, you must first make various settings in Customizing.

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Figure 119: Partner Determination (1)

First, all the partner roles that you wish to use client-wide must be defined. In the process, you can specify that a partner role may be used in a vendor's master data once only per organizational level. If the Unique indicator has not been set, several ordering addresses may be defined per organizational level, for example. When creating a purchase order, the buyer would then obtain a list of all possible ordering addresses. He or she would then be able to choose the desired address from the list. Hint: If several partners have been defined for a partner role, one of them can be designated as the default value. The default value is shown first when a purchasing document is created. If a hierarchy is to be used in connection with partner roles, it is sensible to use superordinate partner roles. In this way, you can replicate dependencies between partner roles. After the partner roles have been defined, they must be assigned to the relevant account groups. This assignment controls the meaningful use of the roles. It makes little sense, for example, for the account group for invoicing parties to allow the partner role ordering address.

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To be able to use the partner determination facility, you must define at least one partner schema for vendor master records and one for purchasing documents. When schemas are defined, the previously created partner roles are assigned to the relevant schema. The partner schema enables you to create various groupings for partner roles and assign these to the various account groups and purchasing document types.

Figure 120: Partner Determination (2)

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When defining partner schemas, you can set various indicators: •

No Change indicator If it is not subsequently to be possible to change the partner defined in the vendor master record, you must set the No Change indicator in the partner schema for the vendor master records. If the partner role adopted as the default value from the vendor master record is not subsequently to be changeable, the relevant indicator must be set when the partner schema is defined for the purchasing document.

•

Mandatory indicator The Mandatory indicator determines whether or not a partner role is mandatory in a certain object (such as a vendor master record or purchase order).

When defining the partner schemas for purchasing documents, you must take two further control parameters into account: •

Higher Levels indicator If the Higher Level indicator has been set, the system searches for partner roles at purchasing organization level if none exist at the plant or vendor subrange levels.

•

End indicator The End indicator specifies the time of partner determination. If the End indicator has been set, the partner roles are defaulted from the vendor master record (or, in the case of release orders, from the relevant contract) at the end of the document entry process (when the document is saved/checked). If the indicator has not been set, the partner roles are determined when a purchasing document is created. Partner determination at the time the document is checked/saved is particularly advantageous if different data has been stored in the vendor master record at the plant and/or vendor subrange levels (that is to say, if partners have been maintained at these levels). The system checks whether all document items contain the same plant or subrange. If so, the system searches for partners that are defined just at this level. If partner determination takes place immediately, the plant from the default values (personal settings in the purchase order) is used for the partner determination process. Only if the process takes place at the end are the plants that were actually entered in the items taken into account. If a PO contains several items with different plants, the partners are determined at purchasing organization level, irrespective of whether or not the Higher Level indicator has been selected.

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Caution: Different invoicing parties that are not determined until the check/save phase are not taken into account in price determination.

Example: Conditions have been created for a different invoicing party (SAP Menu → Materials Management → Purchasing → Master Data → Conditions → Discounts/Surcharges → By Invoicing Party). Since price determination is carried out at the start but the invoicing party is not determined until the end (due to the fact that the End indicator has been set), the conditions of the invoicing party are not found. In order for the invoicing party's conditions to be found, you should carry out a new price determination process.

Figure 121: Example: Partner Role "Ordering Address"

Example: A vendor's head office is located in Hamburg (X1). There are two regional branches located in Dresden (X2) and Berlin (X3). In order for the different ordering addresses to be automatically proposed in purchase orders issued to vendor X1, depending on the plant that is ordering in each case, three

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vendor master records have been created. The regional branches are stored as plant-dependent partners (OA = ordering address) in the master record for the vendor's head office. The additional work involved in creating additional master records can be minimized by using a special account group for ordering addresses. In this account group, all accounting data could be suppressed (hidden), for example. Hint: You can use the Ordering Address partner role in message determination for example. You can create message condition records in the Purchasing master data for this. For planned delivery costs, you can also enter a vendor directly in the condition details for a condition type defined as delivery costs in the purchasing document or info record. This is then calculated for planned delivery costs automatically when the invoice is created.

Define partner roles: SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Roles → Define Partner Roles SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Roles → Define Permissible Partner Roles per Account Group Define partner schema for vendor master records SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Settings in Vendor Master Record → Define Partner Schemas. SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Settings in Vendor Master Record → Assign Partner Schemas to Account groups. Define partner schema for purchasing documents: SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Settings in Purchasing Documents → Define Partner Schemas. SAP Customizing Implementation Guide → Materials Management → Purchasing → Material Master → Partner Settings in Purchasing Documents → Define Partner Schemas.

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Exercise 18: Vendor Master Record: Customizing Exercise Duration: 50 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Create account groups and use new partner roles

Business Example You are using an e-procurement system in your enterprise. It is therefore desirable that the Internet address of a vendor that is passed on to the e-procurement system is already stored in that vendor's master record. In addition, it is necessary to redefine the partner determination process for this vendor.

Task 1: Analyze the field control settings in the vendor master record. 1.

Which influencing factors determine the field status of the general data in the vendor master record?

2.

Which influencing factors determine the field status of the purchasing data in the vendor master record?

3.

What is the status of the fields PO Currency (purchasing data), External Manufacturer (general data), and Internet Mail Address (general data), during the creation of a vendor master record with the account group ZTMM for purchasing organization 1000? Check the settings made for the individual influencing factors in Customizing. Field

Account group ZTMM

Purchasing organization 1000

Transaction Create Vendor Centrally

PO currency External manufacturer Internet e-mail address

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4.

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What is the net effect of the influencing factors mentioned with respect to the resulting field status when create a vendor with the relevant organizational data? Field

Field status

Reason

PO currency External manufacturer Internet mail address

Task 2: Create new account group. 1.

For some vendors belonging to purchasing organization 1000, you need the Internet mail address in the vendor master record data. Create a new account group GR## with the short description account group ##. Create the new account group by copying group ZTMM. Set up the field control in such a way that the Internet Mail Address field has to be maintained when a vendor master record is created. Why is it sufficient to change the field control of the account group accordingly?

2.

Test the newly-designed field selection by creating a new vendor master record T-K520E## with the account group GR## for purchasing organization 1000.

Task 3: Optional: Change partner setting for vendor master record. 1.

You need a new partner role ## for the vendors assigned to account group GR##. Create a new partner role with the following data: Hint: For group 01 only You cannot create role 01 because it already exists. Change the data of the existing role 01 accordingly. Partner role

##

Description

Partner role ##

Type of partner number

LI (vendor)

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The new partner role is to be capable of being used just once in the master data for a vendor.

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2.

Assign partner role ## (partner role ##) to account group ZTMM.

3.

Define a new partner schema PS## for vendor master records with the description schema-##, containing the partner roles vendor, invoicing party and the new partner role.

4.

Assign partner schema PS## to account group GR## at all three organizational levels.

5.

Test the new settings by changing vendor master record T-K520E##. Create vendor T-K520A## at the level of the purchasing organization 1000 with partner role ## as partner.

6.

Is it possible to specify that vendor 1000 assumes the role ## (instead of vendor T-K520A##) in the vendor master record T-K520E##? Give reasons for the result.

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Solution 18: Vendor Master Record: Customizing Task 1: Analyze the field control settings in the vendor master record. 1.

Which influencing factors determine the field status of the general data in the vendor master record? a)

2.

Which influencing factors determine the field status of the purchasing data in the vendor master record? a)

3.

Both the account group and the transaction used are factors influencing the field status of the general data in the vendor master record.

The field status of the purchasing data is determined by the account group, the transaction used, and the purchasing organization.

What is the status of the fields PO Currency (purchasing data), External Manufacturer (general data), and Internet Mail Address (general data), during the creation of a vendor master record with the account group ZTMM for purchasing organization 1000? Check the settings made for the individual influencing factors in Customizing. Field

Account group ZTMM

Purchasing organization 1000

Transaction Create Vendor Centrally

PO currency External manufacturer Internet e-mail address a)

SAP Menu → Tools → Customizing → IMG → Project Administration Choose SAP Reference IMG. SAP Customizing Implementation Guide → Logistics - General → Business Partner → Vendors → Control → Define Account Groups and Field Selection (Vendor) Position the cursor on the account group ZTMM and go to the detail screen via Goto → Details. In the Field Status area, choose Purchasing Data. Among others, the Purchasing Data group includes the mandatory field PO Currency. Continued on next page

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Navigate back to the detail screen for the account group. Now go to the Communication group under General Data. The Internet Mail Address field is hidden due to the account group. Navigate one step back and choose the field selection group Control. The External Manufacturer field is located on the second page of the data. You access the second page via Next Page in the system function bar. The External Manufacturer field is defined as an optional-entry field. b)

SAP Customizing Implementation Guide → Logistics General → Business Partner → Vendors → Control → Define Screen Layout Specific to Purchasing Organization Via Goto → Details, access the detail screen for the Purchasing Organization * (default field status), and from there go to the Purchasing Data group via Purchasing Data. The Purchase Order Currency field is defined as an optional-entry field.

c)

SAP Customizing Implementation Guide → Logistics General → Business Partner → Vendors → Control → Define Transaction-Dependent Screen Layout Via Goto → Details, go to the detail screen for the activity category Create Vendor (Centrally) and proceed as per the field selection determined via the account group. All three fields are defined as optional-entry fields.

d)

4.

Field

Account group ZTMM

Purchasing organization 1000

Transaction Create Vendor

PO currency

Required entry

Optional entry

Optional entry

External manufacturer

Optional entry

__

Optional entry

Internet mail address

Suppress

__

Optional entry

What is the net effect of the influencing factors mentioned with respect to the resulting field status when create a vendor with the relevant organizational data?

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Field

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Field status

Reason

PO currency External manufacturer Internet mail address a) Field

Field status

Reason

PO currency

Required entry

A required (mandatory) entry has higher priority than an optional entry.

External manufacturer

Optional entry

All influencing factors determine that the field is an optional entry field.

Internet mail address

Suppress

Hide has the highest priority.

Task 2: Create new account group. 1.

For some vendors belonging to purchasing organization 1000, you need the Internet mail address in the vendor master record data. Create a new account group GR## with the short description account group ##. Create the new account group by copying group ZTMM. Set up the field control in such a way that the Internet Mail Address field has to be maintained when a vendor master record is created.

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Why is it sufficient to change the field control of the account group accordingly? a)

The status of the Internet Mail Address field is defined as optional entry in Customizing (influencing factors account group and transaction). If the Internet Mail Address field is defined as a required-entry field in Customizing for the account group, this setting has a higher priority for the field status than optional entry.

b)

SAP Menu → Tools → Customizing → IMG → Project Administration Choose SAP Reference IMG. SAP Customizing Implementation Guide → Logistics - General → Business Partner → Vendors → Control → Define Account Groups and Field Selection (Vendor) Copy the account group ZTMM and designate the copy GR## (account group ##). Change the field status by specifying the Internet Mail Address field as a required-entry field (under General Data, field group Communication).

2.

Test the newly-designed field selection by creating a new vendor master record T-K520E## with the account group GR## for purchasing organization 1000. a)

SAP Menu → Logistics → Materials Management → Purchasing → Master Data → Vendor → Central → Create The e-mail field is now a required-entry field.

Task 3: Optional: Change partner setting for vendor master record. 1.

You need a new partner role ## for the vendors assigned to account group GR##. Create a new partner role with the following data: Hint: For group 01 only You cannot create role 01 because it already exists. Change the data of the existing role 01 accordingly. Partner role

##

Description

Partner role ##

Type of partner number

LI (vendor)

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The new partner role is to be capable of being used just once in the master data for a vendor. a)

SAP Menu → Tools → Customizing → IMG → Project Administration Choose SAP Reference IMG. SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Roles → Define Partner Roles Using New Entries, you enter the partner role ## with the specified designation and type of partner number. Since the partner role is only to be used once in the master data for a vendor, you must set the Unique indicator in the master data.

2.

Assign partner role ## (partner role ##) to account group ZTMM. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Roles → Define Permissible Partner Roles per Account Group Via New Entries, enter the partner role ## (partner role ##) and the account group ZTMM. Do not enter any other indicators.

3.

Define a new partner schema PS## for vendor master records with the description schema-##, containing the partner roles vendor, invoicing party and the new partner role. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Settings in Vendor Master Record → Define Partner Schemas. Via New Entries, create a new partner schema with the description PS## (schema-##). Select the new entry and branch to the partner roles for this schema via the dialog structure. Via New Entries, create the partner roles VN (vendor), IP (invoicing party), and ## (partner role ##). Save your input.

4.

Assign partner schema PS## to account group GR## at all three organizational levels. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Partner Determination → Partner Settings in Vendor Master Record → Assign Partner Schemas to Account Groups. For account group GR##, enter schema PS## as partner schema instead of IDE1 and IDE2 at all organizational levels. Save your entries. Continued on next page

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5.

Test the new settings by changing vendor master record T-K520E##. Create vendor T-K520A## at the level of the purchasing organization 1000 with partner role ## as partner. a)

6.

Is it possible to specify that vendor 1000 assumes the role ## (instead of vendor T-K520A##) in the vendor master record T-K520E##? Give reasons for the result. a)

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SAP Menu → Logistics → Materials Management → Purchasing → Master Data → Vendor → Purchasing → Change (Current)

Vendor 1000 cannot assume the role ## in the vendor master record T-K520E##. This is because the partner role ## has only been assigned to the account group ZTMM. Vendor 1000 has been created with the account group 0001; there is no assignment of partner role ## to account group 0001.

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Lesson Summary You should now be able to: • Describe the control options afforded by the account group • Name the factors influencing field selection in the vendor master record • Describe the Customizing settings for partner determination

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Lesson: Document Types in Purchasing

Document Types in Purchasing Lesson Duration: 80 Minutes

Lesson Overview This lesson focuses on documents relevant for purchasing and field control on document level. We will also discuss the relationship between the document type, the item category, and the account assignment category.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the settings necessary to define a new document type Set up the use of the item and account assignment categories dependent on the document type Name the influencing factors with regard to the control of purchasing document field selection

Additional system demonstration: Show the participants the error message if an infringement to the link rule occurs. Show the Customizing settings for the combination item category/account assignment category, for the item category (non-changeable), and for the account assignment category (changeable). Time needed for exercise: approx. 45 min.

Business Example As part of a project in your company, you have been given the task of setting document types relevant to purchasing in Customizing for the SAP system according to the requirement catalog.

Definition of Document Types in Customizing For each document category (requisitions, RFQs, purchase orders, contracts, and scheduling agreements) in purchasing, you can define several document types. You create new document types for the relevant document category in Customizing for purchasing.

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Figure 122: Document Types in Purchasing

Various control parameters are stored in the system for each document type. You can assign a number range for internal number assignment and a second number range for external number assignment to each document type. The following graphic shows further settings you can make when defining document types:

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Figure 123: What the Document Type Determines

The definition of new document types is carried out in three steps.

Figure 124: Define Document Types

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In the first step, you can define the following general parameters: •

Item number interval The item number interval determines the size of the steps between the default item numbers in purchasing documents.

•

Field selection key This determines, for the relevant purchasing document type, which attributes the fields of the purchasing document are to have. You maintain the field attributes in Customizing for the relevant document in Define Screen Layout at Document Level.

•

Control indicator This indicator allows you to differentiate between the various possible uses of a purchasing document. In connection with purchase orders, the control indicator determines that certain document categories can only be used to carry out stock transfers without a billing document, for example (control indicator T). In the case of purchase requisitions, you can use this indicator to determine that the setting up of an outline purchase agreement is requested (control indicator R).

•

Layout (display variant) The layout (formerly known as the display variant) controls the appearance of a document. For example, an outline agreement has a different layout than a standard purchase order, and thus a different document structure.

•

The Stock Transfer: Take Vendor Data into Account indicator This indicator determines whether the data from the vendor master record is to be taken into account when a stock transport order or stock transport scheduling agreement is created. For this to occur, a vendor master record must have been assigned to the supplying plant. The system then adopts the data from the vendor master record (such as the currency, and price determination indicator) and from the info record (for example, the planned delivery time and order unit), and updates the statistics of the logistics information system for the vendor.

•

ArchiveLink document type This classifies purchasing documents so that they can be stored via SAP ArchiveLink by document type.

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After you have defined these parameters in the first step, you must then assign the permissible item categories in a second step. To do so, select the document type and branch via the dialog structure to the Allowed Item Categories screen.

Figure 125: Assign Item Categories

All item categories that are to be used when the selected document type is used must be listed in this table. When creating a new purchasing document type, you can only use the item categories offered by the system via the input help. In the third step, you link the external purchasing document directly to the requisition.

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Figure 126: Link Purchase Requisition and External Purchasing Document

All combinations of document type and item category that can serve as a basis for converting a requisition into a purchase order must be listed. Example: It is to be possible to convert requisition items with the item category blank (standard) and item category L (subcontracting) into purchase orders with the item category L. For this purpose, the following table entries must exist:

Purchase requisition

460

Document type

Description

NB

Purchase requisition

NB

Purchase requisition

Purchasing document (purchase order) ItemCat

L

Dscr ItemCat

ItemCat

Dscr ItemCat

Standard

L

Subcontracting

Subcontracting

L

Subcontracting

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The following additional parameters can be defined for each table entry: •

No Acct Assgt indicator This indicator specifies that a PO item must not contain an account assignment.

•

Contract Release Order/SA Delivery Schedule indicator This determines whether release orders or delivery schedule lines are possible in the purchasing document (for example, contract or scheduling agreement).

•

Dialog indicator This indicator determines whether the system issues a message to the user in the event of a certain combination of document type and item category. The message draws the user's attention to the fact that the document type of the requisition differs from that of the external purchasing document.

Define Document Types: SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchasing Document (e.g. Purchase Order, Contract) → Define Document Types To be able to use account assignment categories in purchasing documents, you must store all desired combinations of item category and account assignment category in a table.

Figure 127: Combination of Item Categories/Account Assignment Categories

Example:

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In your enterprise, PO items with the item category L are to be generally assigned to cost centers. In order that such PO items can only be created with the account assignment category K, (a) you must assign account assignment category K to the item category L in this table, and (b) no other entry must exist for item category L. In contrast to the item categories, you can use your own account assignment categories. The following graphic shows which controls are possible using account assignment categories, taking category K (Cost center) as an example:

Figure 128: Detail Screen for Account Assignment Category K

You can store various control parameters in the detail view of the individual account assignment categories. These include control parameters for goods or invoice receipts and settings controlling the options for changing the account assignment in purchasing and invoice verification. Furthermore, the field selection of a purchasing document can be determined in dependence on the account assignment at this point. Define combination of item categories and account assignment categories: SAP Customizing Implementation Guide → Materials Management → Purchasing → Account Assignment → Define Combination of Item Categories/Account Assignment Categories Define account assignment categories:

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SAP Customizing Implementation Guide → Materials Management → Purchasing → Account Assignment → Maintain Account Assignment Categories

Define Screen Layout of Purchasing Documents You can define the field status for all purchasing documents by means of field selection keys. A field selection key determines whether the following applies to a field: • • • •

Entry is not possible because the field is suppressed (hidden) Entry is not possible, but the value of the field is displayed (display field) Entry is mandatory (required-entry field) Entry is optional (optional-entry field)

Figure 129: Factors Influencing Field Selection in Purchasing Documents

The screen layout of a purchasing document depends on the following influencing factors: • • • • • • •

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Transaction used Activity category Document type Item category Account assignment category Release status of document User parameter EFB

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Attributes of fields can be controlled by each individual factor. If the attribute of a field is determined variously by several factors, the following linkage schema applies:

Instance

Hide

Display

Required entry

Optional entry

Hide

Hide

Hide

Hide

Hide

Display

Hide

Display

Display

Display

Required entry

Hide

Display

Required entry

Required entry

Optional entry

Hide

Display

Required entry

Optional entry

Example: When creating a standard purchase order with the standard item category, the following field selection key is determined for the Material group field: •

Field selection key ME21N (Create/Change Purchase Order transaction): The Material group field is an optional field.

•

Field selection key AKTH(Create activity category): The Material group field is an optional field.

•

Field selection key NBF (purchasing document type NB): The Material group field is an optional field.

•

Field selection key PT0F (item category Standard): The Material Group field is a mandatory (required-entry) field.

The combination of field selection keys ME21N, AKTH and NBF means that the field is an optional field. Because the Material Group field is defined as a mandatory field in the field selection key PT0F however, this means that the field requires an entry when a purchase order is being created.

Field Selection Keys for Purchasing Documents There are various types of field selection keys for purchasing documents: •

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This field selection key is firmly linked to the transaction used. For the Change Contract transaction, for example, this is field selection key ME32and for the Display Contract transaction, it is key ME33. For the Enjoy purchase order, there is only one field selection key, ME21N. •

Field selection key activity category There are four activity categories – – – –

AKTH (creation of items) AKTV (changing of items) AKTA (display of items) AKTE (PO extension)

The field selection key Activity Category is necessary because it is possible to add an item in the Change Contract transaction (ME32), for example. The field selection key AKTH would be used for this item. •

Field selection key purchasing document type A separate field selection key can be assigned to each type of purchasing document. For example, the field selection key UBF is assigned to the document type UB (stock transport orders within a company code). In this field selection key, the Price and Price Unit fields are suppressed.

•

Field selection key item category/document category This field selection key is determined from the item category in combination with the document category. The first two characters of the field selection key consist of the letters PT, the third of the item category (internal representation), and the fourth of the document category: – – – – –

A for RFQs B for requisitions F for purchase orders K for contracts L for scheduling agreements

This would mean you would use field selection key PT3F for a subcontracting item in a purchase order. •

Field selection key function authorization (EFB) This field selection reference key serves to control authorization for price display or entry in external purchasing documents (POs or outline purchase agreements). If the user parameter EFB (function authorizations in purchasing) has been assigned to a user, this field selection key is used as well.

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If the authorization to display price data is to be revoked or withheld via the EFB parameter without an additional field selection key having been defined, you use field authorization key $$$$. •

Field selection key release status The field status of a purchase requisition can be set using the field selection key for the release indicator independently of the current release status of the requisition. Hint: The field selection keys listed should not be deleted because this would cause terminations in the dialog processing. However, you can change the attributes of the individual fields in the field selection keys.

Define/change field selection key: SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchasing Document (Purchase Requisition, Purchase Order, etc.) → Define Screen Layout at Document Level Define/change parameter EFB: SAP Customizing Implementation Guide → Materials Management → Purchasing → Authorization Management → Define Function Authorizations for Buyers You can find additional information on the EFB parameter in the lesson 'Special Aspects of Customizing'.

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Exercise 19: Document Types Exercise Duration: 45 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Define new document types

Business Example Up to now, you have been using just a release strategy with item-wise release for purchase requisitions. You also intend to define a release strategy with overall release. For this reason, a new document type has to be defined for requisitions. To make sure that the requisitioner is entered in the requisition, the field control also has to be changed.

Task 1: Define new document type for purchase requisitions. 1.

Create a new document type for requisitions with overall release. To do so, copy document type NB (purchase requisition). Give the new document type GR## the designation Requisition##. Set the appropriate indicator to enable overall release for purchase requisitions. During the copying process, you will be asked to specify the objects to be copied. Copy only the entry itself.

2.

You want purchase requisition items with the item type Normal only to be created for the new document type. Specify that the item category standard is to be the only permissible category for the new document type.

3.

All requisitions created with the new document type are only to be capable of being converted into POs of the document type NB with the item category standard. Establish the corresponding linkage between requisition and purchase order.

4.

Optional: Check in Customizing whether the corresponding entry for the new document type GR## for requisitions exists for POs with the document type NB.

5.

Test the new document type by creating a requisition with the document type GR##. Request 10 pc of material T-M520A## for plant 1000.

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Try to convert the requisition from task 1.5 into a purchase order with the document type FO (framework order). Use vendor T-K520A## for the purchase order. Which system message do you get? Can you save the PO? _________________________________________________ _________________________________________________

7.

Convert the requisition from task 1.5 into a PO of document type NB (standard purchase order). Use vendor T-K520A## again.

Task 2: Change field control for the new document type. 1.

What can field selection depend on when processing purchase requisitions? _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________

2.

The field selection should therefore be changed in such a way that the requisitioned (requester) has to be specified when a requisition of document type GR## is created. For this purpose, define a new field selection key B## by copying the key NBB and making the desired change in the new key. Change the document type GR## by assigning the new field selection key B## to the new document type.

3.

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Test the newly defined field selection by creating a requisition with the document type GR##. Request 20 pc of material T-M520A## for plant 1000.

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Solution 19: Document Types Task 1: Define new document type for purchase requisitions. 1.

Create a new document type for requisitions with overall release. To do so, copy document type NB (purchase requisition). Give the new document type GR## the designation Requisition##. Set the appropriate indicator to enable overall release for purchase requisitions. During the copying process, you will be asked to specify the objects to be copied. Copy only the entry itself. a)

SAP Menu → Tools → Customizing → IMG → Execute Project Choose SAP Reference IMG. SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Document Types Select the document type NB (purchase requisition) and copy it. Enter the new document type GR## with the designation Purchase Requisition##. Set the indicator for overall release. Confirm your input with Enter and choose the alternative Copy Entry Only. Save your data.

2.

You want purchase requisition items with the item type Normal only to be created for the new document type. Specify that the item category standard is to be the only permissible category for the new document type. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Document Types Select the new document type GR## and then branch to the admissible item categories via the dialog structure. Enter the item category standard via New Entries. Return to the overview screen.

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All requisitions created with the new document type are only to be capable of being converted into POs of the document type NB with the item category standard. Establish the corresponding linkage between requisition and purchase order. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Document Types Select the document type GR## and branch to the permissible item categories via the dialog structure. Select the item category blank (standard) and branch further to the requisition/document type linkage via the dialog structure. Go to New Entries and choose the document type NB (standard purchase requisition) from the first column. Confirm your entry with Enter. This will cause the standard item type to be entered automatically in the line for both document types. Save your data.

4.

Optional: Check in Customizing whether the corresponding entry for the new document type GR## for requisitions exists for POs with the document type NB. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Orders → Define Document Types Select document type NB and branch to the permissible item categories via the dialog structure. Select the item category blank (standard) and branch further to the requisition/document type linkage via the dialog structure. The table shown there contains the corresponding entry for the new document type GR## for purchase requisitions.

5.

Test the new document type by creating a requisition with the document type GR##. Request 10 pc of material T-M520A## for plant 1000. a)

6.

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Create

Try to convert the requisition from task 1.5 into a purchase order with the document type FO (framework order). Use vendor T-K520A## for the purchase order. Which system message do you get? Can you save the PO? _________________________________________________

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_________________________________________________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known You get an error message. The purchase requisition from task 1.5, which has document type GR##, cannot be converted into a PO of document type FO (framework order) because the settings in Customizing do not allow this. Terminate the transaction.

7.

Convert the requisition from task 1.5 into a PO of document type NB (standard purchase order). Use vendor T-K520A## again. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known The PO can be created because the Customizing settings allow requisitions of document type GR## to be converted into POs of document type NB (standard purchase order).

Task 2: Change field control for the new document type. 1.

What can field selection depend on when processing purchase requisitions? _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________

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_________________________________________________ a)

On the document type: SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Document Types Note the field selection key for the document type you are working with. SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Screen Layout at Document Level The other field selection keys besides the field selection key for document type are: • • • • •

AKT* for activity ME5* for transaction PT*B for item type FZ* for release status $$* for user parameter EFB

You can find the field selection for the accounting assignment category directly from the accounting assignment category: SAP Customizing Implementation Guide → Materials Management → Purchasing → Account Assignment → Maintain Account Assignment Categories. The document data determines which field selection key is actually effective in the application. There is no analysis function on the basis of which a field has a certain attribute. 2.

The field selection should therefore be changed in such a way that the requisitioned (requester) has to be specified when a requisition of document type GR## is created. For this purpose, define a new field selection key B## by copying the key NBB and making the desired change in the new key.

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Change the document type GR## by assigning the new field selection key B## to the new document type. a)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Screen Layout at Document Level Copy the field selection key NBB and change the description to B## (group ##). After confirming your input with Enter, go to the detail screen for the new field selection key via Goto → Details and define requester as a mandatory field in the field selection group Reference Data: Item. Navigate back to the overview screen and save your data.

b)

SAP Customizing Implementation Guide → Materials Management → Purchasing → Purchase Requisition → Define Document Types Enter the new field selection key B## on the overview screen for the document type GR##.

3.

Test the newly defined field selection by creating a requisition with the document type GR##. Request 20 pc of material T-M520A## for plant 1000. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Requisition → Create The system requires you to enter the requisitioner.

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Lesson Summary You should now be able to: • Describe the settings necessary to define a new document type • Set up the use of the item and account assignment categories dependent on the document type • Name the influencing factors with regard to the control of purchasing document field selection

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Lesson: 441

Lesson: Version Management in Purchasing

Version Management in Purchasing Lesson Duration: 30 Minutes

Lesson Overview This unit gives you an overview of version management in purchasing. Version management is available within purchasing as of SAP R/3 Enterprise. The principal advantage of using this facility is that it enables you to track changes made to requisitions and external purchasing documents in the course of time.

Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the advantages of using version management Use version management in purchasing Describe the settings that can or must be made for version management in Customizing for purchasing

System demonstration: After pointing out the advantages of using version management, it is advisable to show participants the Customizing settings for this facility. After this, you should go through an example of the use of versions in purchase requisitions. If there is sufficient time, you can then demonstrate how versions of external purchasing documents such as purchase orders are generated and used.

Business Example In your enterprise, requisitions and other purchasing documents are subject to frequent revision. For this reason, you wish to keep track of all changes made to documents after their initial creation.

Version Management in Purchasing As of SAP R/3 Enterprise, it is possible to generate versions of requisitions and external purchasing documents using the version management facility. A version represents a collection of change documents generated through the further processing of an existing requisition or purchasing document. It indicates the status of such a document and extends any previously existing change documentation.

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Version management affords the following advantages for procurement: • • •

•

Changes can be tracked easily. Data transmitted to the vendor can be checked at any time. Communication with the vendor is made easier. You can now refer to a certain version of a purchase order when speaking to a vendor's representative on the phone for instance. Changes to long texts are documented. Previously, it was not possible to track changes to long texts. Version management enables you to compare different editions of a text with each other.

Version Management in Purchase Requisitions As of SAP R/3 Enterprise, you can generate versions of purchase requisitions in transaction ME51N. A version comprises the change documents generated as a result of subsequent changes made to the original requisition.

Figure 130: Version Management in Purchase Requisitions (ME51N)

In Customizing, you can specify which changes to a field in a purchase requisition are version-relevant. Only a change to a version-relevant field results in the generation of a new version. Version-relevant fields are defined as a function of the document type.

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Lesson: Version Management in Purchasing

Not until a version has been flagged as Completed can the requisition be converted into a purchase order. The processor of a requisition can manually flag versions as Completed. However, you also have the option of having the first version (version 0, which is created automatically when a requisition is initially created) flagged as Completed by the system.

Version Management in External Purchasing Documents In addition to versions of requisitions, as of SAP R/3 Enterprise, you can also generate versions of other purchasing documents, such as POs. A version represents a collection of change documents generated through the further processing of an existing purchasing document.

Figure 131: Version Management in Purchase Orders (ME21N)

If a version of a purchase order has been created, for instance, the message for the PO is generated immediately. However, this message cannot be outputted until the version has been flagged as Completed. In contrast to versions of requisitions, you do not have the option of defining version-relevant fields for versions of external purchasing documents in Customizing.

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Customizing for Version Management To be able to use version management, you must first activate it in Customizing for purchasing under Version Management: • •

For Purchase Requisitions - depending on the document type For External Purchasing Documents - depending on the document category, document type, and purchasing organization

(You thus have to bear in mind the distinction between internal and external purchasing documents.)

Figure 132: Customizing Settings for Version Management

Via field selection, you can stipulate for both requisitions and external purchasing documents whether a reason has to be recorded for each relevant change, for instance. Set up version management: SAP Customizing Implementation Guide → Materials Management → Purchasing → Version Management → Set Up Version Management for Purchase Requisitions/External Purchasing Documents

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Facilitated Discussion Optional: Check participants' knowledge of the subject Version Management.

Discussion Questions Use the following questions to engage the participants in the discussion. Feel free to use your own additional questions.

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Lesson Summary You should now be able to: • Describe the advantages of using version management • Use version management in purchasing • Describe the settings that can or must be made for version management in Customizing for purchasing

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Lesson: 446

Lesson: Special Aspects of Customizing

Special Aspects of Customizing Lesson Duration: 40 Minutes

Lesson Overview In particular, we will focus on user parameters and the info update indicator.

Lesson Objectives After completing this lesson, you will be able to: • •

Explain the significance of user parameters EVO and EFB Name the available options for controlling the use of the info update indicator

In this unit, it is up to you how comprehensive the system demonstration is. Basically, you could go through a short example in the system for each field in the parameters EVO and EFB.

Business Example You have been given the task of making special purchasing-relevant Customizing settings during the implementation of an SAP system in your enterprise.

User Parameters in Purchasing There are two purchasing-specific user parameters that can influence and control the activities of buyers. These are the parameters EVO (default values) and EFB (function authorizations).

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Figure 133: User Parameters in Purchasing

Both user parameters are defined in Customizing for purchasing and then assigned to the relevant user by entering the keys for the parameter IDs in the user data. Create user parameter EVO: SAP Customizing Implementation Guide → Materials Management → Purchasing → Environment Data → Define Default Values for Buyers Create user parameter EFB: SAP Customizing Implementation Guide → Materials Management → Purchasing → Authorization Management → Define Function Authorizations for Buyers

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User Parameter EVO

Figure 134: User Parameter EVO

This parameter enables you to change the standard settings for certain fields on a user-specific basis. The following settings are possible on the individual tab pages: •

Indicators On the Indicators tab page, you can influence the default values for the info update indicator in purchase orders and quotations. If the user data does not contain an EVO parameter, the info update indicator is preselected in purchase orders as the default setting. In quotations, the default setting is that the info update indicator is not preselected. Setting the Set Acknowledgment Requirement Automatically indicator causes the Acknowledgment Required indicator to be preselected. You can make separate settings for POs, contracts, and scheduling agreements.

•

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Overview screens

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On the Overview Screens tab page, you can specify whether the overview screens for entering document items in purchasing are to be have a two-line display (step-loop technique) or a one-line display (table control technique). Hint: Use of the step-loop technique is not possible in the case of the Enjoy transactions. •

Fast processing: Since the process of creating POs with reference to a requisition was changed substantially in SAP R/3 4.6C, most settings for fast processing are now irrelevant. Only the Adopt All → Assign and Process Requisition indicator can still be used to simplify the process of converting requisitions to POs. By setting the Adopt All → Assign and Process Requisition indicator, you specify that assigned requisition items are to be automatically adopted in the relevant purchasing documents (as PO or RFQ items, or scheduling agreement delivery schedules). This setting affects the Assign and Process Requisition transaction and the conversion of requisitions to POs from the current stock/requirements situation (or MRP list).

•

Variants Here you can specify whether or not the following is/are to be displayed in lists and in the purchasing document item overview when configurable materials are used:

•

– The line for the configurable material only – The lines for the variants of a configurable material only – Both Additional screens The Change Document Type When Saving Requisition indicator enables you to switch the document type within the transaction Purchase Order → Create → Vendor Unknown when saving items as requisitions. Example: When creating a PO using the transaction Purchase Order → Create → Vendor Unknown, you enter the desired order type for the PO on the initial screen. The document type also applies to items that are saved not as a PO, but as a requisition. However, if the document type used does not exist for requisitions, the items cannot be saved. Setting the Change Document Type When Saving Requisition indicator causes a dialog box in which the document type can be reselected to appear when items are saved as requisitions.

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The Detailed Information: Availability Check in Case of Stock Transfers indicator determines whether or not detailed information regarding the availability of a material is shown when a stock transfer order is created using transaction ME27. If a stock transfer order is created using transaction ME21N, you can access the detailed information via Environment → Availability, irrespective of the indicator setting. •

Adoption of price You can use the EVO parameter to prevent a price from being pulled from the last PO as a default value. The Manual Price Becomes Gross Price indicator causes a gross price that has been determined to be overwritten by the manually entered price. However, this applies exclusively to the gross price condition type. All other condition types continue to be calculated and proposed by the price determination facility.

•

Source determination The indicators for automatic source determination control the relevant default value in the transactions Create Purchase Requisition and Purchase Order → Create → Vendor Unknown. If the Check Delivery Date indicator has been set, in the course of automatic source determination the system proposes only those sources that can deliver on the desired date. In doing so, it takes the planned delivery time and purchasing department processing time into account.

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User Parameter EFB

Figure 135: User Parameter EFB

User parameter EFB enables you to restrict the function authorizations for the requisitioning and ordering transactions on a user-specific basis.

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With the aid of parameter EFB, you can make the following settings: •

General parameters The EFB parameter enables you to determine whether a user can create conditions in purchasing documents or only display them. If the Display Conditions indicator has not been set, the relevant fields and tab pages in the purchasing document (PO and outline agreement) are hidden. If the Enter Conditions indicator has not been set, a field selection key controlling the field status (display or hide) of the relevant fields must additionally be defined. The Without Material indicator determines whether PO items without a material master record may be created. The Price Adoption indicator enables you to specify, when creating or changing a purchase requisition item, whether the internal valuation price of the requisition is to be adopted in the PO. It is possible to adopt the valuation price as a net price or gross price in the purchase order. Via the field selection keys for the purchase order (Field Sel. field) and the Enjoy purchase requisition (FieldSelKey:Release field), it is possible to control the statuses of individual fields on a user-specific basis. Hint: To be able to use the FieldSelKey:Release field, you must have previously installed SAP Note 484041.

•

Possible reference objects The indicators from these areas relate exclusively to the creation of PO items. The indicators can be used to determine whether you must reference a preceding document when you create a PO item. They can also be used to determine which procurement options are allowed. The conditions of the last purchase order are only adopted in a new PO item if the Info Record Without Quotation indicator has been set.

•

Manual source assignment If the relevant indicators for manual source assignment have not been set, a requester (requisitioner) can only use the automatic source determination facility. In this case, only sources that have been entered in the source list are taken into account. The process of automatic source determination via source list and quota arrangement takes place independently of the status of the indicators of the EFB parameter.

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Info Update Indicator When creating a purchase order using transaction ME21N, a buyer can only stipulate whether a corresponding info record is to be created or, if one already exists, updated. As of SAP R/3 4.6A, the settings for the status of the info update indicator in the purchase order have been moved to Customizing. The status of the info update indicator in transaction ME21N is controlled by both general and user-dependent settings. •

General setting The setting controlling the use of plant-specific conditions is made in Customizing for purchasing (condition control). The setting made there determines the user-independent status of the info update indicator in transaction ME21N. –

–

–

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If conditions may be created with or without a plant (indicator blank), this corresponds to status C of the info update indicator. Status C means that a purchasing-organization-wide info record is created if no info record yet exists for the relevant organizational levels (plant or purchasing organization). If a plant-specific or purchasing-organization-wide info record already exists, it is updated. If conditions may only be created on a plant-specific basis (indicator +), this corresponds to status B of the info update indicator. Status B means that a plant-specific info record will be created if no such record yet exists. An existing info record will be updated. If conditions may not be created on a plant-specific basis (indicator -), this corresponds to status A of the info update indicator. Status A means that a purchasing-organization-wide info record will be created if no such info record yet exists for the relevant organization. An existing info record will be updated.

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