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TheBestRunBusinessesRunSAP

r3

AutomaticGenerationofPOsfrom
Requisitions
Use
TheSAPSystemcanautomaticallyconvertrequisitionsthathavebeenassignedtosourcesintopurchase
orders.
Youcanperformthisfunctioneitheronlineorinthebackground.
Duringconversion,thesystemattemptstoconsolidateasmanyrequisitionitemsaspossibletoformone
purchaseorder.Usually,onePOwhosecontentscanberegardedasbelongingtogetheriscreatedforeach
purchasingorganization,vendor,andcontract.

APC,aprinter,andsoftwarearerequestedinseveralrequisitionitems.Purchasing
organizationAisresponsibleforbuyingthisequipment.Thesystemdeterminescontract10
withvendorSmithasthesource,andallrequisitionitemsarecoveredbyonereleaseorder
issuedagainstcontract10.
Whenprocessinginthebackground,bymakingtheappropriatepresettingsyoucanensurethatitemsfrom
differentpurchaserequisitionsareconsolidatedtoformasinglepurchaseorder(e.g.onepurchaseorderper
vendorandreceivingplantineachcase).
Ifthesystemisunabletocompletethesourcedeterminationandfurtherprocessingfunctionsforallitems
(e.g.duetomissingdataortheabsenceofuniquesources),itgeneratesalistofunprocesseditemsfor
youtoprocessmanually.
Recommendation
Automaticprocessingisrecommendedifyouhaveawellmaintainedsysteminwhichitislikelythatthe
majorityofrequisitionitemscanbeconvertedintofollowondocumentswithoutmanualintervention.
Preconditionsforsuccessfulautomaticprocessingarea)sourcesareavailableforallitemsandb)the
systemcanidentify justone sourcefortherequestedmaterialsorservicesoutof several possibleones
(e.g.onthebasisofsourcelistentries,designationof"regularvendors",anduseofquotaarrangements).
Ifyouonlyhaveafewsourcesinyoursystem,manualprocessingisadvisable.

Prerequisites
ThesystemselectsonlythoserequisitionsforautomaticPOgenerationforwhichtheindicator
Automaticpurchaseorder hasbeensetforboththematerialandthevendor.
Itcanonlygeneratepurchaseordersfromrequisitionstowhichauniquesourceofsupplyhas
alreadybeenassigned.

Activities
Youhavepurchaserequisitionswithassignedsourcesinyoursystem.
Togeneratepurchaseordersfromtheserequisitionsautomatically,proceedasfollows:
1.Choose Requisition
Followonfunctions Createpurchaseorder Automat.viarequisitions .Theinitialscreenappears.
Intheupperpartofthescreen,enteryourorganizationalselectioncriteria(forexample,the
responsiblepurchasinggroupandtheplant).Inthelowerpartofthescreen,enterthecriteriaforthe
selectionofrequisitions(forexample,anumberinterval,acertainmaterialoradateintervalfor
requisitionsreleasedwithinthisperiod).
Inthemiddlepartofthescreen,specifythecasesinwhichaseparatepurchaseorderistobe
createdforarequisitionitem.(Ifrequisitionsfordifferentplantsarenottobeincludedinthesame
purchaseorder,forexample.)
Ifnecessary,settheindicator Omitfaultyitems .
Youcanalsoperformthefunctionasatest.Todoso,setthe Testrun indicator.Youcanthensee,for
example,howmanypurchaseordersaregeneratedfromthelistofrequisitions.
Settheindicator Detailedlog ifyouwishtoperformandlogthefunctioninthebackground.Thelogshows
whichpurchaseordershavebeengenerated,andwhichofthemarefaulty.Italsoprovidesdetailed
informationontheerrorsourceforeachfaultyrequisitionitem.
(Ifyouperformthefunctiononline,youcanobtaindetailedinformationonfaultyitemsbydoubleclickingon
therelevantline.)
Invokethefunctionvia
Program Execute ,
Program Execute+print ,or
Executeinbackground.
Ifyouexecutetheprograminthebackground,youwillgetadialogboxinwhichyoumustspecify
andsavetheprintparametersbeforethefunctionisstarted.
PossibleErrorSituationsandHowtheSystemReactstoErrors
Thissectiondiscussespossibleerrorsituationsandthewaythesystemreactstothem.
Arequisitionitemcannotbeconvertedintoapurchaseorderinthefollowingcircumstances:
Ifthemasterdataisfaultyorincomplete
Example:Thevendorislockedorthecurrentpurchaseorderpriceisnotavailable.
Ifinputdataismissing(forexample,unknownaccountassignment)
OmitFaultyItems
Ifyouhavespecifiedthatfaultyitemsaretobeomitted,andyouhavearequisitioncontainingtenitems,
oneofwhichisfaulty,thesystemgeneratesonePOwithnineitems.ThePOcanbetransmitted(perhaps
automatically)tothevendor.Theerrorisloggedandthefaultyitemmustbereprocessed.
Advantage:
Minimalreprocessingeffort:
Youmustreprocessoneitem.
Disadvantage:
Therequisitionitems,whichactuallybelongtogether,arenotcoveredbyasinglePO(purchaseorder1:1
PCpurchaseorder2PCsoftware).Youhaveagreatercommunicationeffortwithyourvendor.
DoNotOmitFaultyItems
Ifyouhavespecifiedthatfaultyitemsarenottobeomitted,thesystemwillnotcreateapurchaseorderat
all.

Advantages:
RequisitionitemsthatlogicallybelongtogetherremaintogetherinthePO.(Purchaseorder1hastwoitems:
item1foraPC,item2forPCsoftware.)MinimumordervaluesperPOarebettertakenintoaccount.You
haveadecreasedcommunicationeffortwithyourvendor.
Disadvantage:
Greaterreprocessingeffort.
Youhavetoreprocessalltenitems.
ManualReprocessing
AllrequisitionsforwhichthesystemwasunabletogeneratePOs(becausethevendorwasblockedinthe
sourcelistaftertherequisitionwascreated,orbecausenopriceexistsforthematerial,forinstance)are
listedinalog.YoumustreprocesstheserequisitionsbeforeyoucanconvertthemintoPOs.

C OPYR I GH T BY SAP SE OR AN SAP AF F I LI AT E C OM PAN Y. ALL R I GH T S R ESER VED .


PR I N T ED F R OM SAP H ELP POR TAL. (ht t p: / / help. s ap. c om )