Create Purchase Order with Reference - 1

This article describes how to create a purchase order with reference to another document e.g. RFQ. For this purpose, the selection and layout in the document overview of the order transaction are covered in detail. This article also presents the use of document overview in transaction ME21N and creation of a purchase order with reference to an RFQ. It often happens that you enter a purchase order with data that you copied from another document, for example, from an RFQ or an old purchase order. As a buyer, you test the possibility of using the document overview of the order transaction to simplify this process.

The procurement process generally consists of at least three steps:

  • Purchase order
  • Goods receipt
  • Invoice receipt

However, more steps can occur before the purchase order. Thus purchase requisitions and the determination of a source of supply in an RFQ/quotation can precede the purchase order. This process is shown in the following figure

SAP MM Purchase Order with Reference

SAP MM Purchase Order with Reference

Figure SAP MM Purchase Order with Reference

If you have a procurement process with preceding documents for the purchase order, you should create the purchase order with reference to one of these preceding documents. If reference is made to a purchase requisition, an RFQ or a contract (in this case, a release order), item data and any existing header data is copied from the preceding document to the purchase order. This reduces the entry effort required and therefore reduces possible entry errors. You can change most of the copied data in the purchase order, if necessary. You also have the option of copying an existing purchase order by using it as a template.

SAP MM Creating Purchase Order with Reference

SAP MM Creating Purchase Order with Reference

Figure SAP MM Creating Purchase Order with Reference

In the order transaction ME21N, the document overview makes it very easy to create a reference purchase order. If you have selected the preceding documents, then select the document or the document item(s) and choose Adopt. You can also move the selected documents into the shopping cart by dragging and dropping them. If you double-click the purchase order or purchase requisition, the respective document is displayed (not copied).

For each item, the system updates the document and item number of the template item in the purchase order. You can therefore see whether you included document items when creating the order item reference, and if so, which ones. You can find information about reference documents for each item in the item overview.

To create a purchase order with reference to another document, you can also enter the number of the document and the number of the item directly in the item overview in the corresponding field of the purchase order.

Related Articles:

  1. Request for Quotation Management / Quotation Processing - 1
  2. Request for Quotation Management / Quotation Processing - 2
  3. Request for Quotation Management / Quotation Processing -3
  4. Request for Quotation Management / Quotation Processing -4
  5. Create Purchase Order with Reference - 2

September 23, 2009  Tags: , , , , , , ,  Posted in: Material Management (MM), SAP Functional Modules

Leave a Reply

Security Code: