Creating and Running Reports and Analyses Reporting in Purchasing MM

Using an example, this section explains how to enter criteria for a report or analysis, and then run it and print out the results.

Prerequisites

Consider which information you need, then delimit the report by entering the appropriate selection criteria so that the information provided is as concise and pertinent as possible.

You can define the layout and content of your list via the scope-of-list and selection parameters.
These two parameters are described in the section Adjusting List Analyses.

Procedure

Suppose you discovered quality defects in a material procured from one of your vendors. To identify which purchase orders are currently outstanding with the vendor, you could perform the following steps.

1. From the Purchasing menu, choose Purchase order ® List displays ® By vendor. The Purchasing documents for vendor screen then appears, allowing you to enter criteria delimiting the scope of your report.

You can select the following criteria to narrow down the information provided by the report:

– Vendor

– Purchasing organization

– Purchasing group

– Plant

– Item category

– Account assignment category

Enter several criteria to delimit the list in a sensible way. The resulting data will then be clearer and easier to process.

To see whether deliveries against purchase orders were received on time, enter the relevant date in the Delivery date field. The system then displays the status of the purchase order(s) you are interested in.

2. Enter your selection criteria. For example, if you enter vendor ACME in the first column, the system will select all purchasing documents for this vendor.

3. Enter a scope-of-list parameter, if applicable.

Validity key date
If, for example, you wish to know which scheduling agreements are valid as at a certain date, enter this date in the Validity key date field.

Range of coverage to
To determine the scheduling agreements under which you can obtain a certain material on a certain date, enter this date in the Range of coverage to field. The system calculates which agreements still have open quantities as at this date on the basis of the date and the already-delivered quantity.

Exclude/include documents
Choose Choose... to call up a dialog box in which you can specify the purchasing documents - apart from those of the standard setting - to be covered by the report.

4. Run the report. The list display containing the data you are interested in appears on the screen.

To print the list, choose List ® Print.

You can branch from the report to the following functions:

• Display document
• Display schedule lines
• Display changes
• Monitor PO history

Selecting Intervals

In addition to the entry of individual values on the initial screen of a report or analysis, you have the option of selecting intervals. For this purpose, you will find a further column next to the first entry column, in which you can enter a second vendor, a second purchasing organization etc.

Selecting several intervals
To select several intervals, position the cursor on the desired field and perform the multiple selection function.

You get a screen containing several input lines, on which you can select either several individual values or several intervals.

Choose Multiple selection... to have the possible entries displayed. Adopt your data and then return to the selection screen.

Selection options
With certain fields, you can specify whether the listed data is to lie within or outside the specified interval.

Position the cursor on the desired field and choose Edit ® Selection options. Press ENTER to return to the selection screen .

Displaying a Document

To display details on a certain purchase order from within the list display, position the cursor on the PO number and choose Environment ® Display document. The system branches to the PO display. Return to the report.

Displaying changes
To find out whether anything has been changed in a PO, choose Goto ® Changes from within the list display. The system displays a change document listing the changed data, the date of change, and the name of the user who made the change.

Monitoring the PO history

You can monitor the PO history of an item by positioning the cursor on the item and selecting Goto ® PO history. All goods and invoice receipts involving the item are displayed. Return to the report.