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Purchasing Tables
SAPReader is a small program which converts purchase orders created by
the SAP R/3 system into a readable document. Its purpose is to enable
companies to receive purchase orders from customers who are using the SAP
R/3 system, and to translate these into a format using the supplier's own
product codes. The text file produced by SAPReader may then be manually
entered into the supplier's system or may be electronically uploaded.
Purchase Order History ABAP report

Purchasing Guides - How to guides

Tips for Fast Message Determination Setup

Here you are shown how to set up the message determination (output control) facility quickly. In this
case, you need not read the Implementation Guide (IMG) for the other steps to set up this facility, or
need only read certain parts of it.

Setting up the Message Determination Process: Options

Message determination deactivated

You can output purchasing documents without the message determination facility. In this case, you
must not assign any message determination schemas to the individual purchasing documents (RFQ,
purchase order, etc.). The system then generates a message of the type NEU (new) for each
document to be outputted. To determine the printer, the system first checks the settings for the
purchasing group. If no printer has been maintained there, it checks the user parameter. If no printer
has been specified there either, the system checks the fixed value for the user. If no printer has been
specified, the system does not generate a message record.

Message determination activated

Adopt standard setting

In the standard system, the message determination facility is active. A message

determination schema is supplied for and assigned to each purchasing document. If
you wish to work with this standard setting, you need not make any changes in
Customizing.

It is necessary that you maintain condition records for the desired message types:

1. Choose Master data -> Messages -> <Purchasing document> -> Create or
Change from the Purchasing menu.

1. Enter the message type and choose the key combination. The latter determines
the condition table in which the condition record is stored.

2. Make the necessary entries.

3. On the next screen, create the individual condition records.

4. Via the menu options Goto -> Means of communication, enter the desired means
of communication (e.g. EDI, or an output device such as a printer) for each message
record.

5. Save your data

Include new message type

If you wish to do this, you must

1. Create the message type and define its fine-tuned control (e.g. whether the
message type is to be used only for new printouts or only for change notices),

2. Assign the message type to a schema

3. Define the message determination

4. Maintain condition records for the message type, as described above.

How is the printer determined for message output purposes?

The system checks whether a printer has been specified in the condition record. If
so, it is used. If not, it checks the message type to see whether a print parameter has
been set. If no parameter has been set, no message is generated. If a parameter
has been set, a printer is sought in accordance with this parameter. If a printer is
found, it is used to output the message. If not, no message is generated.

Note:

You can change the printer when outputting messages (e.g. via the menu options
Purchasing document> -> Messages -> Print/transmit). Select the desired message
and choose Goto -> Message details -> Edit -> Means of communication.

Goods Receipts/Invoice Receipts for Purchase Order

Transaction OMW1 allows you to set whether the Price Control is a mandatory
"S" or "V".

V indicates that you want the system to value the stocks with the latest price.
S indicates that you want the system to value the stocks with a fixed price method.

Price Control V - Moving Average Price

Assume Material Master current price is 10

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases

Accounting Document Posting created
 o Debit 12345 Inventory 12

o Credit 67890 GR/IR 12

o New Moving Average Price = ( GR value + Total value ) / ( GR quantity

+ Total stock )

Invoice Receipts for Purchase Order - MR01

Accounting Document Posting created

o Debit 67890 GR/IR 12

o Debit 12345 Inventory 3

o Credit 45678 Vendor 15

o New Moving Average Price = ( Inventory difference of 2 + Total

value ) / ( Total Stock)

Price Control S - Standard Price

Material and Accounting Document is the same.

The one with the lower value will be posted with a price variance entry.

Goods Receipts for Purchase Order - Movement Type 101

Material Document Posting created - inventory increases

Accounting Document Posting created

o Debit 12345 Inventory 10

o Debit 23456 Price Variance 2

o Credit 67890 GR/IR 12

o No change in Standard Price

Invoice Receipts for Purchase Order - MR01

Accounting Document Posting created

o Debit 67890 GR/IR 12

o Debit 23456 Price Variance 3

o Credit 45678 Vendor 15

o No change in Standard Price

General Ledger Account Configuration

Transaction OMWB - Automatic posting for inventory
Inventory posting BSX
Goods receipt/inv.receipt clearing acct WRX
Cost (price) differences PRD
Transaction XK03 - Account Payable Vendor Master
Tick Accounting info. And hit the Enter key
Field name Reconcil.acct 45678

Vendor Returns without PO Reference

You can used Return Purchase Order, transaction code ME21N

At the item details, look for the Return columns and tick it.

MIGO_GR - Goods Receipt for Return Purchase Order

Movement type will be 161 to deduct the stock and 162 for reversal.
During Goods Receipt for Return Purchase Order, you do not have to change the
movement type from 101 to 161 as the system will automatically assign the
movement type to 161 upon saving the postings. However, before saving, check if
there is a tick in the Return Column to ensure that it is a return Purchase Order.

Create a new Purchase Order Number range to differentiate

OMH6 - Define Number Ranges

Create a new Purchase Order Type to differentiate e.g. ZB

OMEC - Define Document Type

Changing the PO Layout sets

OMFE - Messages: Output Programs

/: IF &EKKO-BSART& = 'ZB'.
/ RETURNED PURCHASE ORDER
: ELSE.
/ PURCHASE ORDER
/: ENDIF.

Purchasing List for Open Purchase Order, Goods Receipt, Invoices

Open Purchase Order = Open Goods Receipts (Selection parameters WE101)

These two parameters determined what information is shown:

selection parameter
scope-of-list parameter

The configuration transaction code is OMEM.

You can define additional selection parameter for your users as well as un-tick those
fields which you does not want it to be printed.

Your can have the Purchasing Documents by:-

ME2L - Vendor
ME2M - Material
 ML93 - Service

ME2K - Account Assignment

ME2C - Material Group

ME2B - Requirement Tracking Number

ME2N - Purchase Order Number

ME2W - Supplying Plant

Force buyers to create Purchase Order with ref. to a Pur. Req., Quotation or
Pur. Ord.

Transaction OMET

Create a new entry, give it a name and tick :-

o Ref. to PReq

o Ref. to P.O.

o Ref. to quotation

Next, you've got to associate via SU01

o Click Parameters; insert a new parameter id EFB to the authorization

code.
o Type in Parameters value you want e.g. XX

o You have to assign the control for ALL the SAP buyers via their SAP
users id.
Logoff and login again. Then try to create a Purchase Order without a
reference.

Define default values for buyers

Transaction OMFI

Double click on the default values you want to change.

Save it.

Next, you've got to associate via SU01

o Click Parameters; insert a new parameter id EVO to the authorization

code.
o Type in Parameters value you want e.g. 01

o You have to assign the control for ALL the SAP buyers via their SAP
users id.
o Logoff and login again. Then try to create a Purchase Order and check
the default values.
In the Fast Processing button:-

You can choose whether to adopt automatically all the line items fields in the
Purchase Requisitions

Purchase Order Condition

Suppose you want to calculate the GST and DISCOUNT for a Net Value of 1000.
Net value 1000
GST 10% of 1000 100
DISCOUNT 10% of 1000 100

Final Net value 900

This is what you do:-

M/08 - Define calculation schema

First check the conditions column Steps e.g. PB00 and PBXX belongs to step
1.
Next check the last Steps after Actual Price

Now, look at the column Fro To

If you want the DISCOUNT to be calculated based on 1000, put the Steps
number in the column Fro
The Fro To controls the calculation.

Information Structure

In the SAP standard info structure S012 is updated by the Purchase Order creation
date, not the Goods Receipt date. E.g. a Purchase Order is created in January and
good receipt is in February and March, S012 will show the values in period January.

Transaction MC26
Info structure S012 Update group (stats) SAP

Double click on Goods received qty

In the section Date field for period determination

Purchase Order Layout Sets, Message Types

Create a new message types for a different layout of Purchase Order

M/34 - Maintain message types

o Click the Partner definition button

o Insert the new message type to the Partner

OMQN - Fined-tuned Message Control

 o Add a new Printer Operation 1 - New 2 - Change

OMFE - Layout sets for Purchase Order

o Attach the new message type to the new layout sets

M/36 - Maintain message determination schema : Purchase Order

OMQS - Assign schema to Purchase Order

OMGF - Assign Output devices to Purchasing Groups

MN05 - Assign default Message Type to Purchasing Groups

User Defaults for Purchase Order

There are some fields which you can set as defaults for the buyer in transaction
ME21.

Transaction SU01
Input the user name and click Parameters

PID Parameter value

LIF - Vendor number
BES - Purchase Order Number
BSA - Order type
EKG - Purchasing group
EKO - Purchasing organization
WRK - Plant
LAG - Storage location
MKL - Material group
WAK - Promotion

PO Release Strategy

4.6x

The release code is a two-character ID allowing a person to release (clear, or

approve) a requisition or an external purchasing document. The release codes are
basically controlled via a system of authorizations (authorization object
M_EINK_FRG).

Use SE12; structure CEKKO to check all the fields available for controlling the
Purchase Order.

E.g. If the total value for the Purchase Order exceeds 10,000, release strategy 01 is
assigned to the Purchase Order. There is only one characteristic created in this
example. For controlling the Purchase Order type, create characteristic for CEKKO-
BSTYP and the value NB.

CT04 - Create Characteristic e.g. NETVALUE

Click Additional data Table name CEKKO Field name GNETW and press
enter
(for currency dependent field, you are prompt to enter the currency which the system
then converts the currency of the Purchasing document into this currency)

In the Basic data (X refers to tick),

X Multiple values
X Interval values

In the Value data, in the Char. value column, type >10000 and press enter

Save your data

CL02 - Class

Class - Create REL_PUR

Class type - 032

Click Create

Description - Release Procedure for Purchase Order

In the Same Classification section, click Check with error

In the Char. (characteristic) tab, type NETVALUE to assign your characteristics to

the class

OMGS - Define Release Procedure for Purchase Order Type

Release Group - New entries

Rel.group Rel. Object Class Description
02 REL_PUR Rel. Strategy for PO

Release codes - New entries

Grp Code
02 01

Release indicators
Release indicators Release Description
0 Blocked
1 X Release

Release Strategy
Release group 02

Rel.strategy 01

Release codes 01
Release status 0
1

Classification Choose your check values

OMGSCK - Check Release Strategies

(make sure there are no error messages)

Once the Purchase Order is not release, buyers will not be able to print the Purchase
Order.

Goods Receipts will be shown with Message no. ME 390 - Purchasing document
XXXXXXX not yet released.

In 4.6c, Purchase Order with Release Strategy has tabs at the end of the Header.
This allowed the buyers to check the release status of the Purchase Order.

The person with the release authorization has to use ME28 to release the Purchase
Order.

Prompt the last Purchase Order Price for the Material

If you want the system to take the price from the last Purchase Order, then do not
maintain the conditions in the info record because it has precedence over the last
PO. This means that the net price field in the info record should be left blank.

In the case when you have already maintained the conditions in the info record (or
net price), try to delete them or make them invalid by changing the validity date.

Even though no price was maintained, the info record will still keep track of the Order
price history.

To check the Order price history, go into the material info record and click
Environment -> Order price history

Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order

Step 1:- Maintain text in Vendor Master

MK02 - Change Vendor

Choose Extras -> Texts - Input the text in Purchasing memo

Step 2:- Link Text types to Header text in Purchase Order

OMFV - Define rules for copying (adoption of) text

Choose Header Text

Choose Goto -> Linkage: text types -> To vendor

 Filled in the field No. (e.g. 01 - Header Text), next tick whether you want the
text to be adopted or for displayed only
Choose Update to save

Create a new Purchase Order Document Type

4.6x

If you have more than one company code, you might want to define a new document
type and number range to differentiate between the two companies.

Define a new number range not in used

OMH6 - Number Ranges for Purchasing Documents

Copy the NB - Standard PO to e.g. ZB

OMEC - Define Document types

Maintain:
Text for Document Header/Item
Text for Document Supplement
OMF6 - Messages Header Texts

Send Purchase Order via Output Determination

Read note 191470 - Purchase order as an e-mail

From release 4.5, you can send your purchase order via output determination. This
note have indicate all the requirement and settings necessary to send purchase
order via the output determination once your SAP have been connected to an
External Mail System.

Send Purchase Order with Microsoft Outlook

This is how it works:-

First you send the text converted Purchase Order to your SAPoffice
o Sample ABAP program for sending mail to your SAPoffice

Then from Microsoft Outlook, you can send it out externally to your Vendor

Install the SAP setup program on the SAP Presentation CD-ROM under
\GUI\WINDOWS\WIN32
Execute the SAP setup program and choose the Desktop Interfaces.
Then choose the SAP MAPI Service Provider (select Change Options to display the
selection)

Once the SAP MAPI is installed, you can create your logon profile for SAPoffice.
Go into your Control Panel of your windows.
Select the Mail option from the Control Panel to call the MAPI profile manager.
Choose Add to call up the new logon profile setup wizard
Select Add from the Services and select the SAP MAPI Service Provider
Type in the required R/3 information (client, sap user name, password)
The supplied PST file is sapwrk.pst

Now, logon to your Microsoft Outlook and see whether you can access all your
SAPoffice folders.

If you send the file using SP01 -> System -> List -> Send, the file will have the
extension ALI. Use the Windows Explorer to default open with the Windows
Notepad.

Sending mail directly from SAP via Microsoft Exchange

If you want to send your mail directly via Microsoft Exchange, you have to install the
SAP Exchange Connector Software on your Microsoft Exchange Server.

The setup program SETUP.EXE is located on the R/3 Presentation CD in the

directory :\GUI\WINDOWS\WIN32\SXC.

Then you have to setup:-

SM59 - The RFC destination

SCOT - SAPconnect

Refer to the Unix SAP Internet Mail Gateway installation steps.

Contributed by:
SAP ABAP/4 Programming, Basis Administration, Configuration Hints and Tips
webmaster for http://www.sap-basis-abap.com

Other tips

Transaction CL24 is particularly important if you do modification on release

strategies. Especially if you delete some in OMGQ: they are not completely deleted
until you delete them also in CL24. This can cause some seriously strange behaviour
on the system (and sometimes on the consultants and users). Tip by
kuentz@alum.mit.edu

The following has been contributed by Nitin Susladkar [nsusladkar@yahoo.com]

1. OMFI - Vendor Confirmation to be mandatory for Purchasing documents

2. OME0 - System Messages for Purchasing
3. OMCQ - System messages for Inventory Management
4. OMEB - Indicator specifying that a p.o.item must not contain an account
assignment