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OTB Procurement

Use
This function is used to procure budget for purchase orders and grouped purchase
order documents in the worklist that have the status OTB Check Negative and to
make the result for the OTB check positive.
This can be done using:
Document changes
You change the current document or other documents belonging to the same
budget so that the planned values are adhered to.
Special release
You apply for permission to exceed the planned budget. A budget manager can
authorize this.
On the SAP Easy Access screen, choose Start of the navigation path Logistics Next
navigation step Retailing Next navigation step Purchasing Next navigation step
Seasonal Procurement Next navigation step Open-to-Buy (OTB) End of the
navigation path
OTB Procurement (transaction WOTB1)
OTB Procurement: Special Release (transaction WOTB6)
Integration
In the OTB check with and without reference to a contract, the special release
always overrides contract Customizing. This means that the special release always
uses the budget that is still available, irrespective of the settings in contract
Customizing regarding the use of the contract budget or the budget flagged as not
being for contracts.
For more information, see OTB-Relevant Contracts.
Using the Business Add-In WRF_POTB_X_SELECT_E (Badin: Selection Criteria OTB
Procurement Open Documents), you can implement customer-specific selection
criteria for OTB procurement.
Prerequisites
The prerequisites are the same as for the OTB check, for example, regarding the
system behavior when the result of the OTB check is negative. For more
information, see OTB Check.
Features
The worklist for OTB procurement contains all purchase order documents with
insufficient budget (with a negative result for the OTB check). The following
information is available in the application functions for OTB procurement:

If the check result is negative. There are several ways to procure budget for the purchase order document with the negative result: Change the purchase order document with the negative check result itself. Reduce the quantity of a purchase order document item or schedule line. . If the check result is negative. the purchase order document also has the status OTB Check Positive. Change another open document that is assigned to the same budget number as the purchase order document item or schedule line. For more information. However. or both. The status of a deleted purchase order document item is always OTB Check Positive. For more information about changing open documents. the item status is OTB Check Negative. Delete a purchase order document item The system releases the budget that was reserved for the budget number. If the check result of all purchase order document items is positive. see Item and Schedule Line Data for Open Documents (Quick Guide). If the check result of all schedule lines for a purchase order document item is positive. see OTB Procurement Item and Schedule Line Data (Quick Guide). you reduce the budget that is required. The system then checks the budget required by the new budget number. This can mean that sufficient budget is now available. If this is the case. Shift the delivery date of a purchase order document item or schedule line to another delivery period This can result in a new budget assignment. the item in question has the status OTB Check Positive. The item and schedule line data for a selected open purchase order document The budget information for the selected purchase order document and for documents for other delivery periods. or that budget you reserved earlier for a budget number is released and therefore available again. By doing this.The header data for the purchase order document The item and schedule line data for the purchase order The header data for all documents still open for a schedule line budget number for the purchase order document with a negative check result. an order document item must have at least one schedule line. the status of the order document is OTB Check Negative. the system releases budget previously reserved for the old budget number so that it can be reused. Delete a schedule line in a purchase order document item The system releases the budget that was reserved for the budget number.

OTB special release for a purchase order document For more information. Note If OTB procurement is not possible.By reducing the quantity of the purchase order document item or schedule line. The system then assigns the status OTB Check Positive. you can cancel the purchase order documents completely in the worklist for purchase order processing in seasonal procurement. you can reduce the budget required. the budget already reserved for the budget numbers in question is released and used for the purchase order document with the negative result. Delete a schedule line in a purchase order document item The system releases the budget that was reserved for the relevant budget number and uses it for the purchase order document that got a negative result. you can set the Special Release Requested indicator (even if you are not authorized to change the purchase order document). An authorized individual can then perform the special release for the purchase order document. and in the budget number it reserves budget that is still needed by setting the OTB Special Release indicator. This allows you to release reserved budget for the relevant budget number. You can restrict change authorizations to prevent any unpermitted OTB procurement being performed. If you cannot procure sufficient budget by changing the purchase order document. The budget number is then overbooked by at least this amount. an order document item must have at least one schedule line. Delete a purchase order document item By deleting a purchase order document item. which you can then use for the purchase order document with the negative result. . However. see OTB Procurement Header Data (Quick Guide).