Manage Purchase Orders Centrally
Application component: Central Purchase Order
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Central Purchase Contract Processing (S/4, Ariba Ctrl Proc.)|Central Purchasing (S/4, Ariba Ctrl Proc.)|Central Requisitioning (S/4, Ariba Ctrl Proc.)
Scope items: Central Purchasing
Description: With this app, you can now:View the process flow diagram that displays the follow-on documents created for purchase orders.  View a notification received for the number of overdue items for the respective purchase order document. From the notification, you can navigate to the specific item to view its details under the Situations facet. Alternatively, you can dismiss the notification.  
With this app, you can centrally display all the purchase orders in the SAP S/4HANA hub system that have been created and extracted from the connected back-end systems.
Key features:  You can use this app to:  Display all the purchase orders that are created in the hub system, or the ones that have been extracted from the connected systems.   Use Purchase Order Output Created field to check if the purchase order output is created at the hub system or connected system or if it is not created.   Use the Responsibility Management  switch to display the attributes information of purchase orders centrally.  As a prerequisite, you need to configure Responsibility Management  in the app Manage Teams and Responsibilities and set up the team structure there. If the switch for Responsibility Management  is turned to ON, the values for filters, for example, company code, purchasing organization, are automatically updated based on the attributes maintained for central purchasers while defining the team. If the switch for Responsibility Management is turned to OFF, you can enter the filter values manually on the list page.   Search for purchase orders you want to display.  To search for purchase orders, you can use filters such as editing status, company code, plant, supplier, purchasing organization, and approval status. You can also use the value help enabled for these filters to search for purchase orders. Note By default, the Unified Key Mapping switch which enables the search and display of purchase order attributes, is enabled. This search is based on the key mapping of suppliers and materials in the hub system. You can also disable the Unified Key Mapping switch to perform the regular search of purchase order items. To do this, click Adapt Filters, and disable the switch there.   View description of the standard fields, for example, for company code.    View and manage limit items. Limit Items are unplanned services and materials that cannot be specified in detail at the time of ordering. You can define an expected value and an overall limit for these items. Expected Value is the amount that is expected to be spent on the item. It must not exceed the Overall Limit. Overall Limit is the maximum amount that can be spent on the limit item. The services and materials may be specified later in the service entry sheet and goods receipt when their price and quantity are recorded.  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. Note When creating a purchase order with limit items for lean services, you can flag the Allow Price Change checkbox. This checkbox specifies for a lean service item that the price can be changed during the service entry sheet creation. This indicator can be set for each lean service item (procuct type group 2 = service), if the respective item is a standard item, the item is not linked to a contract, and customizing for tolerance limit is active. 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.   View supplier confirmation details for centrally managed purchase orders. At the item level, under the Supplier Confirmation section, you can view the supplier confirmation details like the confirmation category, delivery date and time, and quantity. For central supplier confirmations, only the confirmation category Order Acknowledgement is supported.  View notes and attachments. You can see if any associated notes and attachments are available for the specific purchase order item.    View the payment status for an invoice using the Accounting Document tile in the document flow. You can check if it is open, partially paid and paid.   View the Rework Status indicator on centrally managed purchase orders that have been sent back by the approver for rework. When choosing these orders, you can view the Rework section that contains the Comments from Approver. You can read the comments and make the required changes in the order. You can then enter your Comments to Approver and resubmit.Note You will also receive a notification that a centrally managed purchase order has been sent back to you for rework. On choosing this, you will be taken to the My Inbox app where you can view the details and take the required action. Please note that you can use the My Inbox app only if you have the required roles and authorizations.   Create purchase orders. To create purchase orders, from the Create Document drop-down list, choose Create Purchase Order, and then select the Plant and Company Code in the hub system. For non - SAP S/4HANA connected systems, you can create purchase orders in the SAP GUI for HTML transaction of the connected system. For SAP S/4HANA connected systems, you can create purchase orders using the app Manage Purchase Orders, at the connected system.   Edit purchase orders.  You can edit the purchase orders that are created in the hub system or the ones that have been extracted from the connected systems. For non - SAP S/4HANA connected systems, by clicking on Open Document you can edit the purchase order in the SAP GUI for HTML transaction of the connected system. For SAP S/4HANA connected systems, by clicking on Open Document you can view and edit the purchase orders using the app Manage Purchase Orders , at the connected system. Note For purchase orders created in the Create Purchase Order - Advanced app and extracted to the hub system, the purchase requisition item still opens in the SAP GUI for HTML transaction of the connected system.   View the process flow diagram that displays follow-on documents created for a purchase order. You can also view service entry sheets for a purchase order. For replicated purchase orders created from sourcing project quotation, you can view the sourcing project quotation details and the item reference number in the process flow diagram. Upon clicking on the card, you can view the Supplier Quotation details in the Manage Supplier Quotations app.   View a notification for purchase order items. You receive a notification for the number of overdue items for the respective purchase order document. From the notification, you can navigate to the specific item to view its details under the Situations facet. Alternatively, you can dismiss the notification.Note You receive this notification only when items are not delivered according to the delivery date confirmed by the supplier.   Refresh purchase orders Choose Refresh on the details overview page to refresh the purchase order document. This extracts the latest details of the selected purchase order from the connected systems to the hub system.    Preview the output of centrally managed purchase orders (in PDF). You can click the Print Preview button on the top-right of the screen, to view the output of the centrally managed purchase order in PDF format.Note You can implement the BAdI Retrieval of Output Form Details for Print Preview in Replicated Purchase Orders (MM_PUR_PRMTHB_PO_PRINT_PREVIEW) in the Custom Logic app to choose an output form template for the print preview function. Refer to the BAdI documentation for more details.If this BAdI is not implemented, then the standard SAP delivered form template is used for the print preview function.   Manage outputs for centrally managed purchase orders.   Send outputs manually by clicking Send Output. To enable this option, ensure the following:  The purchase order status is In preparation.   Ensure the Output Relevance value is set to true, this is a determination step in the Output Parameter Determination app managed by the configuration expert. For more information, see Output Parameter Determination.   The output channel can be either mail, print, or EDI (Electronic Data Interchange). The configuration expert manages the form templates centrally in the hub system, however, the form templates and languages are determined based on the channel, recipient, and country / region for a purchase order. Note EDI support is available only for XML file formats.   Resend outputs by clicking Duplicate. This option is enabled only if the purchase order status is Completed. If the output could not be sent due to errors, use the option Retry after fixing the errors in the output. This resends the output to the supplier. The option Retry is enabled only if the purchase order is in Error status. Note If an output has errors, the output status can be moved to Completed by clicking the Set to completed option. However, this option does not send the output to the supplier.   Add outputs manually by clicking Add. You can manually select the output channel and other details like dispatch time, output type, role, recipient, and more. However, to ensure no data is lost, click Submit to confirm the changes. To delete the manually added output, you can click Delete. However, to only remove the selected values from the output and not delete the entry, click Reset.   Display the output details for central purchase orders in PDF format.   View the list of generated outputs. For each of the outputs you can view the following details:   Logs   Status (Error, To be Output, In Preparation, and Completed)   Dispatch Time   Output Type   From Country / Region   Display   Details   Role   Recipient   Channel (Email, Print, and EDI)   Form Language   Form Template   Changed On   Changed Indicator   Referenced Item ID   Sender Country / Region     Note Configuration experts can define output settings for centrally managed purchase orders using the Output Parameter Determination app. For more information, see Output Parameter Determination. For more information on configuring output management, see Output Management. Configuration experts can also use the Manage Output Items app to view and process multiple outputs in one go. For more information, see Manage Output Items.   You can view notes that are maintained and extracted from the connected systems to the hub system for the selected purchase order.   Note In case of any system compatibility related issues while executing the above features, contact your Configuration expert and refer to the Monitor Compatibility of Central Procurement Operations topic for details. 
Business roles: Purchaser - Central Procurement
Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.

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.