Manage Purchase Orders (Version 2)
Application component: Fiori UI for Purchase Orders
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Purchase Order Processing (S/4 CLD)|Requirements Processing (S/4 CLD)
Scope items: Complementary Procurement Functions|Asset Accounting|Subcontracting|Consumable Purchasing|Procurement of Direct Materials|Direct Procurement with Inbound Delivery|Automated Purchase-to-Pay with SAP Ariba Commerce Automation|Legal Control|Procurement of Services|External Workforce Procurement via SAP Fieldglass|Quality Management in Procurement|Procurement of Materials with Variant Configuration|Inbound Storage Tank Management - Process Manufacturing|Requisitioning|Supplier Consignment|Purchasing Rebate Processing|Guided Buying Capability with SAP Ariba Buying
Description:  With this app you can create, manage, and search purchase orders to ensure that you get the ordered items on time, at the correct location, and in the required quantity. As a purchaser, you can manually order materials as well as services. The list of purchase orders that is displayed is based on the header level of the purchase order (PO), so the information shown relates to the entire PO. On the overview, you can immediately see the number of overdue items for each PO. The item categories Standard, Consignment, Subcontracting, Third-party, and Limit (both for unplanned materials and for unplanned lean services) are supported.  
With this app purchase orders can be created, monitored and maintained.
Key features:    Create new purchase orders from scratch   Search for purchase orders and sort, filter and group the list, for example, by supplier, plant, or purchase order date    Save your personal filter criteria as a variant   Jump into the details of a specific purchase order to review it   Edit an existing purchase order. Changes you can make to an existing purchase order depend on the status. For more information, please see the section Editing an Existing Purchase Order in this document.   See details for ‘Advanced’ Purchase Orders When you click on the icon "i" (‘Advanced’ Purchase Order), you can see a list of unsupported features for each purchase order. Because these features are not supported in the Fiori app Manage Purchase Orders, you can only edit or display the purchase order using the classic apps (Create Purchase Order – Advanced and Change Purchase Order – Advanced). You can click on each unsupported feature to see which database entries are filled and therefore prevent you from using the SAP Fiori app. However, you can jump directly from the list in the Manage Purchase Orders app to the relevant purchase order that is then opened automatically in the classic Create Purchase Order - Advanced app.   Delete purchase orders that have not yet been saved (the system has not yet generated a purchase order number).   Copy single items as well as entire purchase orders   On the list screen, you can select purchase orders according to their status. Following are the possible values of statuses:   Draft : Purchase orders that are not yet completed, on hold, or not ordered have the status Draft. Such purchase orders can be used later to order goods. Note that this status is different from the Editing Status: Draft.   Purchase orders that are deleted have the status Deleted. Such purchase orders still appear in the list for your reference.   In Approval: Purchase orders that are sent for approval have the status In Approval. This means that the approver needs to approve or reject the purchase order from their inbox. The approver and the purchaser cannot edit a purchase order that is in the status In Approval. To make changes in such a purchase order, the approver needs to reject it.   Rejected: Purchase orders that have been rejected by the approver(s) have the status Rejected. To send a rejected purchase order for approval, open the rejected purchase order, click on Edit , and make any change(s) to the purchase order. For example, you can make changes to any header level text, or change item description of a free text item. After making the changes, click on Order. To ensure that the purchase order is sent for approval, check for the information message that appears after you edit the purchase order. To check this information mesaage in the app Create Purchase Order - Advanced, click on the Check button.  Not Yet Sent: Purchase orders that have been approved but are not yet sent for output have the status as Not Yet Sent.   Output Error: Purchase orders for whom the output was not generated due to some errors have the status Output Error. You can check the Logs in the Output Management section of the purchase order for details about the output error. Use the option Retry after fixing the errors in an output to generate it again.   Sent: Purchase orders for whom the output was sent successfully will have status as Sent. It is possible to edit a purchase order that is in status Sent. Editing such a purchase order might lead to regeneration of the output (if applicable).   Follow-On Documents: Purchase orders for which follow-on documents like goods receipt or service entry sheet are created have the status Follow-On Documents.    Add purchase order items from document You can order purchase order items with reference to one of the following purchasing documents that already exist:  a purchase order item   an info record   a purchase contract item   a purchase requisition  If the field Supplier is not filled in the header of the purchase order, then all the data from the referenced purchasing document is taken over.  Create, edit, and display additional information to your suppliers in the form of texts in the Notes section. Note You cannot edit texts containing formatting (SAPscript) using the Fiori app. Changing formatted texts that were created using the classic UI technology (SAP GUI for HTML) is not possible with the Fiori app.   Create purchase order items for materials or lean services You can enter the ID of a product master data in the Material field or you create a free-text item for the required materials or services by entering a short text.  The Product Type Group defines whether the product master data(*) or the free-text item is a service or a material:   Product type group 1: Material   Product type group 2: Service   (*The product type group is assigned to a product master data via the material type.)    Block and Unblock items Depending on the status of the purchase order a selected item (standard, limit, and hierarchy item) can be blocked/unblocked. For example,   if no item is selected, the buttons Block and Unblock are inactive   if an item with the status Blocked is selected, the button Block is inactive and the Unblock button is active   When an item with Marked for Deletion status is selected, the buttons Delete and Unblock are inactive   For a purchase order that is ordered with several and one blocked item, the blocked item is not sent to the supplier    if a purchase order has the status Sent, it can still be edited and a selected item blocked or later unblocked  Note For compliance reasons you can order a purchase order with all items blocked.   Directly request a specific service performer   Specify a performance period when ordering a service   Work with Enhanced Limits The Enhanced Limit is an item category in a purchase order that can be used to order unplanned services and that is defined by a maximum amount (Overall Limit). The Overall Limit specifies the upper limit (maximum amount) that the Expected Value of the limit item must not exceed.Note The Overall Limit is always greater or equal than the Expected Value. The Expected Value is the price expected by the purchaser in purchase orders with a price limit. For orders with a price limit, this is the estimated value of the product expected by the buyer.Note The Expected Value is always lower than the Overall Limit. When a purchase order is sent to the supplier, only the Expected Value is visible to the supplier and its value is checked during the posting of the Service Entry Sheet, prohibiting spend above the Overall Limit value of the purchase order.  Create limit items for lean servicesYou can define a value limit for unplanned services, that is, services that cannot be specified in detail at the time of ordering. This also applies to services that are of such low value that you want to reduce the administrative efforts involved in processing purchase orders and follow-on documents. You can define both an expected value and an overall limit. For a limit item, you must enter a time period. The services can be specified later in the service entry sheet where the exact services and their price and quantity can be recorded. Otherwise, you post the invoice directly with reference to the purchase order.  Create  limit items for lean services without service entry sheetYou can create limit items for lean services without service entry sheet by unchecking the flags for Goods Receipt and Goods-Receipt-Based Invoice Verification. Note In case a contract for limit is entered at a later point in time this contract for limit will not be considered during invoice creation. Create  limit items for materials You can also create limit items when ordering unplanned materials (using free-text entries). For a limit item, you must enter a time period. Goods receipts are not possible in this case (limit item for materials). The invoices are posted directly with reference to the purchase order, provided that the specified value limit is not exceeded. Please note that you cannot create limit items for materials with master data records.    Create several schedule lines    Assign a purchase order item to a single account or to several accounts. You can distribute costs on a percentage basis.   Utilize SAP standard as well as customer defined account assignment categories.   Make use of the Universal Parallel Accounting (business function in accounting) Note If Universal Parallel Accounting is active, items of category B (= limit items), and category D (= external service items) are not supported. When posting, for example, a service entry sheet (ML81N) or an invoice referring to a service entry sheet the postings in the additional currencies may contain incorrect values or the subsequent steps cannot be posted and an error message is issued. Please also refer to 3191636 , and Universal Parallel Accounting  Make use of the new Output Preview button on the header of the purchase order, with this option you can preview the purchase order output while working with the purchase order.Note The output preview feature is available only to customers who have latest BRF+ rule for purchase order output. Refer to the KBA to check if you are of latest BRF+ framework or not.Follow the below steps to view output preview for the purchase order:  Open the app Manage Purchase Orders.   Open the purchase order for which you want to preview the output. Depending on the status of the purchase order the Output Preview button is available for selection, or it is greyed out and not selectable. The following applies to the availability of the button:    Purchase order status   Output Preview button visible & selectable      Deleted   No     Draft   Yes     Follow-On Documents   No     In Approval   Yes     Not Yet Sent   Yes     Output Error   Yes     Rejected   No     Sent   No      Click on the Output Preview button. You can see the output request items listed here as setup in the app Output Parameter Determination. These output request items are same as what you configure for the actual purchase order output.  Choose the output option as needed. On selecting the option, the output preview is generated. Note    If you do not see the output request items, or you are unable to generate the output preview, then ensure that the configurations done in Output Parameter Determination are correct. Refer to the documentation How to configure output parameter determination for purchase orders? for more details.  EDI channel is not supported for output preview of purchase orders. Supplier and ship-to address cannot be previewed in a purchase order output preview while a purchase order is being edited. The generated previews are opened in new tabs and can be checked simultaneously in different tabs. The generated output is just a preview, do not use the output preview as the original purchase order output.     View, assign, or unassign partners, for example, suppliers and their associated partner functions, such as ordering address and invoicing party, to a purchase order on the partner tab on header level of a purchase order. The Partner tab is activated and a supplier is maintained in the header of the purchase order:   A partner with partner function (for example: BA = Ordering Address, LF = Supplier, RS = Invoicing Party), is entered automatically, if maintained in the supplier master data.   A default partner with partner function (for example: BA = Ordering Address, LF = Supplier, RS = Invoicing Party), is entered automatically, if more than one partner with the same partner function exists in the supplier master data and one partner is marked as the default partner.   If multiple partners exist for the same partner function and no default partner is maintained in the supplier master data, a partner for the specific partner function can be selected manually. (Business functions are, for example, BA = Ordering Address, LF = Supplier, RS = Invoicing Party)   Note Note the special handling for the following partner functions:   Supplier   The partner function and the partner itself are set to READ-ONLY.   The update or deletion of the supplier is done via the field Supplier on header level of the purchase order (the Delete button does not work for this partner function).    If you enter a second partner with the role Supplier, this partner function is deleted directly as it is not allowed to have multiple partners with the same partner function.      Invoicing Party   The partner function is set to READ-ONLY .   If you enter a second partner with the role Invoicing Party, this partner function is deleted directly as it is not allowed to have multiple partners with the same partner function.     Note You, as a configuration expert, need to enable the Partner tab in the app Manage Purchase Orders. In your configuration environment, use the search function to open the following activity: Maintain Partner Functions in Manage Purchase Orders Application(Sourcing and Procurement   General Settings). Then, turn the switch on by configuring the step Enable Partner Functions in Manage Purchase Orders Application. In a standard system setting this configuration step is switched off by default. Once the switch is on, you cannot turn it off.    Display carbon footprint of material in value helps  The carbon footprint (CO2 e/carbon dioxide equivalent) of a material is displayed per unit quantity in the following value helps of the app Manage Purchase Orders   In the list report when searching for a material   On the object page of a purchase order, when searching for a material while entering or changing an item (standard and limit items)   On the detail page of a purchase order item, when searching for a material while entering or changing an item (standard and limit items)   To be able to filter on the columns CO2e Footprint  and CO2e Footprint Unit, make sure that Material is selected in the settings. Go to the field Material  Value help    Show Filters   All Filters . You are now able to scroll to the columns CO2e Footprint  and CO2e Footprint Unit.  Make use of the Output Preview button in the header area of the purchase order. With this option you can preview the purchase order output while working on the purchase order.Note The output preview feature is available only to customers who have latest BRF+ rule for purchase order output. Refer to the KBA to check if you are of latest BRF+ framework or not.Follow the below steps to view output preview for the purchase order:  Open the app Manage Purchase Orders.   Open the purchase order for which you want to preview the output. Depending on the status of the purchase order the Output Preview button is available for selection, or it is greyed out and not selectable. The following applies to the availability of the button:    Purchase order status   Output Preview button visible & selectable      Deleted   No     Draft   Yes     Follow-On Documents   No     In Approval   Yes     Not Yet Sent   Yes     Output Error   Yes     Rejected   No     Sent   No      Click on the Output Preview button. You can see the output request items listed here as setup in the app Output Parameter Determination. These output request items are same as what you configure for the actual purchase order output.  Choose the output option as needed. On selecting the option, the output preview is generated. Note    If you do not see the output request items, or you are unable to generate the output preview, then ensure that the configurations done in Output Parameter Determination are correct. Refer to the documentation How to configure output parameter determination for purchase orders? for more details.  EDI channel is not supported for output preview of purchase orders. Supplier and ship-to address cannot be previewed in a purchase order output preview while a purchase order is being edited. The generated previews are opened in new tabs and can be checked simultaneously in different tabs. The generated output is just a preview, do not use the output preview as the original purchase order output.     Track the changes made on header and item level. The Display Change Log button is located in the header area of a purchase order. Here, you can track changes that have been made at header and item level since the purchase order was created. You can go to Settings to add and remove fields that you want to display. You can go toSettings to filter and sort or use Group by Table Key to view changes made to a specific position. Note To display the change log, the business catalog SAP_MM_BC_PO_MANAGE_ADD_PC (Materials Management - Purchase Orders - Additions) must be assigned to your user.   Display purchase order commitments If the account assignment of a purchase order is commitment-relevant, you can view the commitments of the purchase order items in a table. The table displays one line for each combination of purchase order item, account assignment line, and schedule line. The respective amount also includes the commitment for the delivery costs of the item. If the commitment has been reduced, for example, by a goods receipt or by an invoice, the system displays the residual commitment in the corresponding line.  The commitment table considers standard items as well as limit items with a commitment-relevant account assignment. By default, the commitment is displayed in transaction currency. In the Settings of the commitment table, you can also select amounts in other currencies, for example, the Amount in Company Code Currency. (Select only the required amount in the settings. The corresponding currency is automatically displayed.)   Use the checkbox Info Record Update under the section Source of Supply. If you select this checkbox, the info record will automatically be updated with data from the purchase order when you choose Save.   Prevent an automatic Info Record Update when a purchase order is changed. Go to Materials Management → Purchasing → Environment Data → Define Default Values for Buyers. Note When creating a new entry make sure the key is blank, and only use value help to select the default value.  Display confirmation information for entire purchase order, including confirmations for lean services and for limit items.  Add, remove, and display attachments to the purchase order header and at item level. You can also copy item attachments from referencing and upstream documents (for example, purchase requisitions) to purchase order items when converting purchase requisitions to purchase orders. Please note that purchase order item attachments created in the Manage Purchase Orders app from a reference document are not linked to the attachments of the original documents. Please note that attachments to the purchase order header are not copied when copying the purchase order. Note For item attachments two file types are available: For External Use (SL1) can be used for external communication and will be passed on to the supplier. For Internal Use (SL9) can only be used for internal communication and will not be passed on to the supplier.    Specify whether ordered goods are to be accepted at the point of origin by using the new field Acceptance At Origin. The Acceptance At Origin field is located on the Delivery Details tab of the purchase order item. It specifies whether the ordered goods are to be accepted at the point of origin (that is, at the supplier's site). The Acceptance At Origin information is taken over from the master data. The transferred information can be changed manually on the delivery details tab.   Add a delivery address that overwrites the plant address or the storage location address. On the Delivery tab of the item you have several entry options. You can,   Enter an address ID in the Address field   Use the F4 value help of the Address field to search for a particular address ID   Use the F4 value help of the Address field to search for a particular address ID filtering on an address group like for example, BP = Business partner, ME03 = One-time vendor addresses, SCTM = Transport Management Address Administration. For third-party purchase order items the field Customer appears on the Delivery Address tab of the item. You can enter a customer ID or choose one by using the F4 value help.   Note   When the Customer field is filled, the respective address appears. If the Address field is also filled, the entry in the Customer field disappears, and the corresponding address is overwritten by the address belonging to the address ID in the Address field.   When the Address field is filled, the respective address appears. If the Customer field is also filled, the entry in the Address field disappears, and the corresponding address is overwritten by the address belonging to the address ID in the Customer field.     Manage a tax date in addition to the tax code and the tax country/region The tax date is the date on which the tax value should be taken into consideration for a document. This date may be relevant for a VAT change, for example. If you activate the tax date, it is prefilled with the delivery date for the item. If the delivery date is not available, the field is prefilled with the document date. The Tax Date  field is available only if the Time-Dependent Taxes feature is enabled for the relevant country/region. Tax country/region is filled with a default value coming from the country/region of the company code of the receiving plant. In case this cannot be determined, the country/region of the company code in the document header is the default. In case the tax code is empty no default value is filled into the tax country/region field.  Use the subcontracting processSubcontracting is a form of procurement where the required product is manufactured by a supplier (in this case the subcontractor) to whom you provide certain components. You can provide these components either directly from one of your plants, or indirectly through one of your suppliers. Using the components you provide, the subcontractor completes the manufacturing process and delivers the required product to the ordering party.  Use the service order integration A purchase order with the account assignment category Service Order is initiated by a service order from Service Order Management.  If the automatic creation of purchase requisitions from service orders is activated in the master data of the relevant material or service, the data of the service document is automatically maintained by the system. Otherwise, you as a purchaser can maintain the data of the service document in the purchase order.   Choose which Incoterms version you would like to use. An Incoterms version is an edition containing a list of international terms for transportation that is defined by the International Chamber of Commerce (ICC). You can use of the connection with Transportation Management/TM with regards to TM locations for incoterms. On header level (on the Delivery and Invoice tab), and on item level (on the Incoterms tab) new text fields are available: Incoterms Location 1 ID, and Incoterms Location 2 ID. You can use the F4 help of the text fields to choose the Transportation Management address corresponding with the incoterms. The fields Incoterms Location 1 ID, and Incoterms Location 2 ID are only displayed if the purchase order is relevant for Transportation Management or one of the source documents (for example: contract or info record) have maintained them. Otherwise, these fields are hidden.   Exclude a purchase order from Intrastat reportingIn exceptional cases, you can decide to exclude a purchase order from Intrastat reporting, even if the formal requirements for Intrastat reporting are met.   Display the product compliance statuses of an item and the product compliance statuses of the whole purchase order. For more information, see Product Compliance in Purchase Orders   Use the checks related to International Trade Compliance. Please note that you cannot create a purchase order that violates one of these checks.  Display the batch number, enter a supplier batch number, or create a batch number for materials that are subject to batch management requirement.   Use the features available for Budget Availability Control, which are also integrated in other apps for logistics processes (namely Manage Purchase Requisitions and Manage Supplier Invoices) that result in cost postings.   View the Status Details on header level of a purchase order.  The Status Details include, for example, information on the Delivered Value and the Invoiced Value of a purchase order.   Make use of the new field Shipping Instructions. The field Shipping Instructions is available on the Delivery Details tab of the purchase order item. You can choose shipping instructions from a drop-down list. To maintain the values for this F4 value help go to  Material Management   Purchasing   Material Master   Define Shipping Instructions   Define Purchasing Value Keys. Note If material or plant are filled after maintaining shipping instructions, the shipping instructions are overwritten by the respective master data as it takes precedence over manual entry.   See all approvers in the list report and on the object page of a purchase order.   Allow a price change during creation of service entry sheet. A price change can be allowed for a lean service item (product type group 2 = service) during service entry sheet creation. The check box is available on the condition control tab of the item details. The checkbox is active if the following prerequisites apply: • The respective item is a standard item. • The item is not linked to a contract. • Customizing for tolerance limit  is active.   Use customer defined account assignment categories. The account assignment category determines the type of account assignment (cost center, sales order, and so on), which accounts are to be debited when the incoming invoice or goods receipt is posted and which account assignment data needs to be provided. In your configuration environment you can enable customer defined account assignment categories to give the account assignment a more detailed meaning.   Find the comment from the approver explaining the required rework in relation to a purchase order on the Rework tab in the header section of the purchase order. The approver is able to request a rework and herewith return the purchase order to the purchaser. In the list report, the purchase order status changes to Awaiting Approval - Rework Required. The new Rework facet will appear on header level of the purchase order and show the information given by the approver (only if rework is requested.). The new field Comments to Approver is enabled for editing when the purchase order is in edit mode. It is a mandatory field and the purchase order cannot be saved unless a text is entered.    See all changes made to a purchase order (both on header and on item level) in the corresponding printout document of the purchase order   Note Note that, whenever you create or edit a purchase order, the system always saves a draft version. In the list view, these documents are marked as Draft in the column Purchase Order until you save or discard your changes.   Use the functionality provided by the flexible workflow. When you create a purchase order, a simulation of the workflow is triggered. If errors occur, you can use the error messages to analyze the issues. For more information, see Flexible Workflow for Purchase Orders.  See details concerning the approval process, such as the processors involved and the status, under Approval Details tab. You can view history of workflow instances using this section. If the purchase order has been through multiple workflows, then you can view the history of the workflow instances using the provided drop down. On selecting the workflow instance, you can see history of the workflow instance such as workflow definition, and status of approval.  
Business roles: Purchaser| Purchaser - Central Procurement
Accounts Payable Accountant : 
Carries out the most important functions in accounts payable accounting with a special focus on creation and execution.

Budget Responsible - Funds Management : 
Is engaged in the determination of budget amounts within an area of responsibility, initiates and approves the efficient and legally compliant consumption of budget amounts and monitors the entire process of budget execution.

Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.

Budget Specialist - Funds Management : 
Knows the detailed regulations and guidelines for budget structuring and budget processing, and maintains the budget amounts in compliance with these regulations.

Project Financial Controller : 
Is responsible for all financial aspects of one or several projects, including the creation of work breakdown structures, project planning, budgeting and forecasting, period-end closing support as well as project financial monitoring and reporting. 

Cash Management Specialist : 
Executes cash transactions and centrally manages bank accounts with a wide range of attributes, including overdraft limit and signatories, utilizing approval process for opening or closing bank accounts, and the regular inventory/auditing process.

Purchaser - Central Procurement : 
Carries out any centralized purchasing activities across a customer's multi-ERP procurement landscape from a single, central procurement hub, including demand aggregation, centralized sourcing activities and negotiation of central contracts.

Administrator - International Trade : 
Is responsible for scheduling jobs and monitoring job statuses for the integration with SAP Global Trade Services, SAP Watch List Screening and data providers of classification content.

Cash Manager : 
Is responsible for overall liquidity status of group corporate, executes cash transactions and centrally manages bank accounts with rich attributes, including overdraft limit and signatories, approves for opening or closing bank accounts, etc.