SAP Purchasing Configuration Tips

8/6/2019 SAP Purchasing Configuration Tips

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Invoice Recipts for Purchase Order - MR01

y Accounting Document Posting createdo Debit 67890 GR/IR 12o Debit 23456 Price Variance 3o C

redit 45678 Vendor 15o No change in Standard Price

General Ledger Account ConfigurationTransaction OMWB - Automatic posting for inventory

Inventory posting BSXGoods receipt/inv.receipt clearing acct WRX

Cost (price) differences PRDTransaction XK03 - Account Payable Vendor Master

Tick Accounting info. and hit the Enter keyField name Reconcil.acct 45678

Vendor Returns Without PO Reference

You can used Return Purchase Order, transaction code ME21N

At the item details, look for the Return columns and tick it.

MIGO_GR- Goods Receipt for Return Purchase Order

Movement type will be 161 to deduct the stock and 162 for reversal.During Goods Receipt for Return Purchase Order, you do not have to change the movement type

from 101 to 161 as the system will automatically assign the movement type to 161 upon saving

the postings. However, before saving, check if there is a tick in the ReturnC

olumn to ensurethat it is a return Purchase Order.

Create a new Purchase OrderNumber range to differentiateOMH6 - Define Number Ranges

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

OMEC - Define Document Type

Changing the PO Layout sets

OMFE- Messages: Output Programs

/: IF &EKKO-BSART& = 'ZB'.

/ RETURNED PURCHASE ORDER

: ELSE./ PURCHASE ORDER

/: ENDIF.

Purchasing List for Open Purchase Order, Goods Receipt, Invoices


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

This two parameters determined what information is shown:

y selection parametery

scope-of-list parameter

The configuation transaction code is OMEMYou can define additonal selection parameter for your users as well as untick those fields which

you does not want it to be printed.

Your can have the Purchasing Documents by :-

y ME2L - Vendory ME2M - Materialy ML93 - Servicey

ME2K - Account Assignmenty ME2C - Material Groupy ME2B - Requirement Tracking Numbery ME2N - Purchase OrderNumber

ME2W - Supplying Plant

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

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

Ref. to PReqo Ref. to P.O.o Ref. to quotation

y Next, you've got to associate via SU01o ClickParameters, insert a new parameter id EFB to the authorization code.o Type in Parameters value you want e.g. XXo You have to assign the control for ALL the SAP buyers via thier SAP users id.

Logoff and login again. Then try to create a Purchase Order without a reference.

Define default values for buyers

Transaction OMFI

y Double click on the default values you want to change.y Save it.y Next, you've got to associate via SU01

o ClickParameters, insert a new parameter id EVO to the authorization code.o Type in Parameters value you want e.g. 01o You have to assign the control for ALL the SAP buyers via thier SAP users id.


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o Logoff and login again. Then try to create a Purchase Order and check the defaultvalues.

In the Fast Processing button :-

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

RequisitionsPuchase Order ConditionSuppose you want to calculate the GST and DISCOUNT for a Net Value of 1000.

Net value 1000GST 10% of 1000 100

DISCOUNT 10% of 1000 100

Final Net value 900

This is what you do :-

yM/08 - Define calculation schema

y First check the conditions column Steps e.g. PB00 and PBXX belongs to step 1.y Next check the last Steps after Actual Pricey Now, look at the column Fro Toy If you want the DISCOUNT to be calculated based on 1000, put the Steps number in the

column Fro

The Fro To controls the calculation.

Information StructureIn the SAP standard info structure S012 is updated by the Purchase Order creation date, not the

Goods Receipt date. e.g. a Purchase Order is created in January and good receipt is in Februaryand March, S012 will shows the values in period January.

y Transaction MC26y Info structure S012 Update group (stats) SAPy Double click on Goods received qty

In the sectionDate field for period determination

Purchase Order Layout Sets, Message TypesCreate a new message types for a different layout of Purchase Order

y M/34 - Maintain message typeso Click the Partner definition buttono Insert the new message type to the Partner

y OMQN - Fined-tuned Message Controlo Add a new Printer Operation 1 - New 2 - Change

y OMFE - Layout sets for Purchase Ordero Attach the new message type to the new layout sets


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y M/36 - Maintain message detemination schema : Purchase Ordery OMQS - Assign schema to Purchase Ordery OMGF - Assign Output devices to Purchasing Groups

MN05 - Assign default Message Type to Purchasing GroupsUser Defaults for Purchase OrderThere are some fields which you can set as defaults for the buyer in transaction ME21.

Transaction SU01

Input the user name and click Parameters

PID Parameter valueLIF - Vendor numberBES - Purchase OrderNumber

BSA - Order type

EKG - Purchasing groupEKO - Purchasing organizationWRK - Plant

LAG - Storage locationMKL - Material group

WAK - Promotion

PO Release Strategy

4.6x

The release code is a two-character ID

allowing a person to release (clear, or approve) arequisition or an external purchasing document. The release codes is basically controlled via asystem of authorizations (authorization object M_EINK_FRG).

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

e.g. If the total value for the Purchase Order exceeds 10,000, release strategy 01 is assigned to

the Purchase Order. There is only one characteristic created in this example. For controlling thePurchase Order type, create characteristic forCEKKO-BSTYP and the value NB.

CT04 - Create Characteristic e.g. NETVALUE

ClickAdditional data Table name CEKKO Field name GNETW and press enter(for currency dependent field, you are prompt to enter the currency which the system then

converts the currency of the Purchasing document into this currency)

In the Basic data (X refers to tick),X Mutliple values

X Interval values


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

Save your data

CL02 - Class

Class - Create REL_PUR

Class type - 032

ClickCreate

Description - Release Procedure for Purchase Order

In the Same Classification section, clickCheck with error

In the Char. (characteristic) tab, typeN

ETVALUE to assign your characteristics to the class

OMGS - Define Release Procedure for Purchase Order Type

Release Group - New entries

Rel.group Rel. Object Class Description02 REL_PUR Rel. Strategy for PO

Release codes - New entries

Grp Code02 01

Release indicators

Release indicators Release Description0 Blocked1 X Release

Release StrategyRelease group 02

Rel.strategy 01

Release codes 01

Release status 0

1

Classification Choose your check values


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OMGSCK- Check Release Strategies(make sure there are no error messages)

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

Goods Receipts will be shown with Message no. ME 390 - Purchasing document XXXXXXXnot yet released.

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

the buyers to check the release status of the Purchase Order.

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

Prompt the last Purchase Order Price for the Material

If you want the system to take the price from the last Purchase Order, then do not maintain the

conditions in the info record because it has precedence over the last PO. This means that thenetprice field in the info record should be left blank.

In the case when you have already maintained the conditions in the info record (or netprice), try

to delete them or make them invalid by changing the validity date.

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

To check the Order price history, go into the material info record and clickEnvironment ->

Order price history

Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order

Step 1 :- Maintain text in Vendor Master

y MK02 - Change Vendory Choose Extras -> Texts - Input the text in Purchasing memo

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

y OMFV - Define rules for copying (adoption of) texty Choose Header Texty Choose Goto -> Linkage: text types -> To vendory Filled in the field No. (e.g. 01 - Header Text), next tick whether you want the text to be

adopted or fordisplayed onlyy Choose Update to save


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Create a new Purchase Order Document Type4.6x

If you have more than one company code, you might want to define a new document type and

number range to differentiate between the two company.

Define a new number range not in usedOMH6 - Number Ranges for Purchasing Documents

Copy the NB - Standard PO to e.g. ZBOMEC - Define Document types

Maintain :

Text for Document Header/ItemText for Document Supplement

OMF6 - Messages Header Texts

Send Purchase Order via Output Determination

Read note 191470 - Purchase order as an e-mail

From release 4.5, you can send your purchase order via output determination. This note have

indicate all the requirement and settings necessary to send purchase order via the outputdetermination once your SAP have been connected to an External Mail System.

Send Purchase Order with Microsoft Outlook

This is how it work:-

y First you send the text converted Purchase Order to your SAPofficeo Sample ABAP program for sending mail to your SAPoffice

y Then from Microsoft Outlook, you can send it out externally to your VendorInstall the SAP setup program on the SAP Presentation CD-ROM under

\GUI\WINDOWS\WIN32Execute the SAPsetup program and choose the Desktop Interfaces.Then choose the SAP MAPI Service Provider (select Change Options to display the selection)

Once the SAP MAPI is installed. You can create your logon profile for SAPoffice.Go into yourControl Panel of your windows.

Select the Mail option from the Control Panel to call the MAPI profile manager.Choose Add to call up the new logon profile setup wizard

Select Add from the Services and select the SAP MAPI Service ProviderType in the required R/3 information (client, sap user name, password)

The supplied PST file is sapwrk.pst


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

If you send the file using SP01 -> System -> List -> Send, the file will have the extension

ALI. Use the Windows Explorer to default open with the Windows Notepad.

Sending mail directly from SAP via Microsoft Exchange

If you want to send your mail directly via Microsoft Exchange, you have to install the SAP

Exchange Connector Software on your Microsoft Exchange Server.

The setup program SETUP.EXE is located on the R/3 Presentation CD in the directory:\GUI\WINDOWS\WIN32\SXC.

Then you have to setup :-

ySM59 - The RF

Cdestination

y SCOT - SAPconnectRefer to the Unix SAP Internet Mail Gateway installation steps.

Contributed by :- SAP ABAP/4 Programming, Basis Administration, Configuration Hints and

Tips