SAP Software Knowledge: SAP Purchasing Configuration Tips and Tricks

Goods Receipts/Invoice Receipts for Purchase Order

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

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

Price Control V - Moving Average Price

Assume Material Master current price is 10

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases
Accounting Document Posting created

Debit 12345 Inventory 12
Credit 67890 GR/IR 12
New Moving Average Price = ( GR value + Total value ) / ( GR quantity + Total stock )

Invoice Recipts for Purchase Order - MR01

Accounting Document Posting created

Debit 67890 GR/IR 12
Debit 12345 Inventory 3
Credit 45678 Vendor 15
New Moving Average Price = ( Inventory difference of 2 + Total value ) / ( Total Stock)

Price Control S - Standard Price

Material and Accounting Document is the same.
The one with the lower value will be posted with a price variance entry.

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases
Accounting Document Posting created

Debit 12345 Inventory 10
Debit 23456 Price Variance 2
Credit 67890 GR/IR 12
No change in Standard Price

Invoice Recipts for Purchase Order - MR01

Accounting Document Posting created

Debit 67890 GR/IR 12
Debit 23456 Price Variance 3
Credit 45678 Vendor 15
No change in Standard Price

General Ledger Account Configuration
Transaction OMWB - Automatic posting for inventory
Inventory posting BSX
Goods receipt/inv.receipt clearing acct WRX
Cost (price) differences PRD
Transaction XK03 - Account Payable Vendor Master
Tick Accounting info. and hit the Enter key
Field name Reconcil.acct 45678

Vendor Returns Without PO Reference

You can used Return Purchase Order, transaction code ME21N

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

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

Create a new Purchase Order Number range to differentiate
OMH6 - Define Number Ranges

Create a new Purchase Order Type to differentiate e.g ZB
OMEC - Define Document Type

Changing the PO Layout sets
OMFE - Messages: Output Programs

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

Purchasing List for Open Purchase Order, Goods Receipt, Invoices

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

This two parameters determined what information is shown:

selection parameter
scope-of-list parameter

The configuation transaction code is OMEM
You can define additonal selection parameter for your users as well as untick those fields which you does not want it to be printed.

Your can have the Purchasing Documents by :-

ME2L - Vendor
ME2M - Material
ML93 - Service
ME2K - Account Assignment
ME2C - Material Group
ME2B - Requirement Tracking Number
ME2N - Purchase Order Number

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

Transaction OMET

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

Ref. to PReq
Ref. to P.O.
Ref. to quotation

Next, you've got to associate via SU01

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

Define default values for buyers

Transaction OMFI

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

Click Parameters, insert a new parameter id EVO to the authorization code.
Type in Parameters value you want e.g. 01
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 and check the default values.

In the Fast Processing button :-

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

Puchase Order Condition

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

Final Net value 900

This is what you do :-

M/08 - Define calculation schema
First check the conditions column Steps e.g. PB00 and PBXX belongs to step 1.
Next check the last Steps after Actual Price
Now, look at the column Fro To
If you want the DISCOUNT to be calculated based on 1000, put the Steps number in the column Fro

Fro To

Information Structure

In the SAP standard info structure S012 is updated by the Purchase Order creation date, not the Goods Receipt date. e.g. a Purchase Order is created in January and good receipt is in February and March, S012 will shows the values in period January.

Transaction MC26
Info structure S012 Update group (stats) SAP
Double click on Goods received qty

In the section

Date field for period determination

Purchase Order Layout Sets, Message Types

Create a new message types for a different layout of Purchase Order

M/34 - Maintain message types

Click the Partner definition button
Insert the new message type to the Partner

OMQN - Fined-tuned Message Control

Add a new Printer Operation 1 - New 2 - Change

OMFE - Layout sets for Purchase Order

Attach the new message type to the new layout sets

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

MN05

User Defaults for Purchase Order

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

Transaction SU01
Input the user name and click Parameters

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

PO Release Strategy

4.6x

The release code is a two-character ID allowing a person to release (clear, or approve) a requisition or an external purchasing document. The release codes is basically controlled via a system of authorizations (authorization object M_EINK_FRG).

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

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

CT04 - Create Characteristic e.g. NETVALUE

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

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

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

Save your data

CL02 - Class

Class - Create REL_PUR

Class type - 032

Click Create

Description - Release Procedure for Purchase Order

In the Same Classification section, click Check with error

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

OMGS - Define Release Procedure for Purchase Order Type

Release Group - New entries
Rel.group Rel. Object Class Description
02 REL_PUR Rel. Strategy for PO

Release codes - New entries
Grp Code
02 01

Release indicators
Release indicators Release Description
0 Blocked
1 X Release

Release Strategy
Release group 02

Rel.strategy 01

Release codes 01

Release status 0
1

Classification Choose your check values

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

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

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

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

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

Prompt the last Purchase Order Price for the Material

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

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

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

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

Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order

Step 1 :- Maintain text in Vendor Master

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

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

OMFV - Define rules for copying (adoption of) text
Choose Header Text
Choose Goto -> Linkage: text types -> To vendor
Filled in the field No. (e.g. 01 - Header Text), next tick whether you want the text to be adopted or for displayed only
Choose Update to save

Create a new Purchase Order Document Type

4.6x

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

Define a new number range not in used
OMH6 - Number Ranges for Purchasing Documents

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

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

Send Purchase Order via Output Determination

Read note 191470 - Purchase order as an e-mail

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

Send Purchase Order with Microsoft Outlook

This is how it work:-

First you send the text converted Purchase Order to your SAPoffice

Sample ABAP program for sending mail to your SAPoffice

Then from Microsoft Outlook, you can send it out externally to your Vendor

Install the SAP setup program on the SAP Presentation CD-ROM under \GUI\WINDOWS\WIN32
Execute the SAPsetup program and choose the Desktop Interfaces.
Then choose the SAP MAPI Service Provider (select Change Options to display the selection)

Once the SAP MAPI is installed. You can create your logon profile for SAPoffice.
Go into your Control Panel of your windows.
Select the Mail option from the Control Panel to call the MAPI profile manager.
Choose Add to call up the new logon profile setup wizard
Select Add from the Services and select the SAP MAPI Service Provider
Type in the required R/3 information (client, sap user name, password)
The supplied PST file is sapwrk.pst

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

If you send the file using SP01 -> System -> List -> Send, the file will have the extension ALI. Use the Windows Explorer to default open with the Windows Notepad.

Sending mail directly from SAP via Microsoft Exchange

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

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

Then you have to setup :-