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Creating a SAP Purchase Order - With a Master Record

If a material master record exists for the material to be ordered, proceed as follows:

  1. From the Purchasing menu, choose Purchase order
  2. ® Create ® Vendor known. The initial screen appears.
  3. On this screen, enter the necessary data or change the existing default values as necessary.
  4. Press ENTER to branch to the item overview.

  5. For each item, you must enter the following:
  6. Material

    Order quantity

    Plant/storage location

    Net price

    The default value for the net price is taken from the purchasing info record. If no info record is available for the material from the vendor in question, it is taken from the last document.
    If the price should deviate from the net price of the last document, select the item and choose Item
    ® Details.

    Enter the net price on the item detail screen. Press ENTER to branch to the item overview.

    If you enter the vendor’s gross price per unit and then enter conditions for the item, the system will automatically replace the price you entered with the net price.

    You enter conditions or change the gross price by selecting the item and choosing Item ® Conditions.

    For more information on this topic, refer to the section Maintaining Conditions.

    Price unit/order price unit

    If the specified price relates to a unit that differs from the order unit, here you can enter the order price unit (OPUn column) and the price unit (per column).
    After pressing
    ENTER , you can specify the conversion factor on the item detail screen (if one has not already been defined in the system).

    For more information, refer to the section Units of Measure in Purchase Orders

    Delivery date

    You can enter the latest possible date on which you are prepared to accept a goods receipt in the Latest GR date field (menu path: Item ® More functions ® Additional data).

    If this field has been maintained, the system will check each goods receipt to verify whether or not the date has been adhered to. If not, an appropriate system message is issued.

  7. Check the following where appropriate:
  8. – Item data (item detail screen)

    – Texts for the item (Item ® Texts ® Text overview)

    (For more information on this topic, refer to the section Entering Text, Printing and Transmitting Documents (as Messages).)

    – Document header data (header detail screen)

    – PO header texts (Header ® Texts ® Text overview)

    With Header ® Conditions you can display the total value of the purchase order.

    You can use the Cash budget management function in Purchasing to enter a financing entity, a funds center, and a commitment item.
    To do so, choose Item
    ® More functions ® Cash budget management.

  9. Save the purchase order.


The purchase order is created in the R/3 System. In order that the information in the purchase order can be transmitted to the vendor, the system generates a message for the PO. How to transmit the message to the vendor is described in the section Outputting Messages.

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