Topic overview

The Cockpit: Purchase order documents/line items application is described below. This application is primarily used to query order document line items and obtain an overview of the line items entered.

Definitions of terms

Purchase order

A purchase order is a request to a supplier to perform services or deliver goods at a specified time. A purchase order may contain information about the item, price, quantity, delivery date, terms of payment and delivery, and the delivery address. Purchase orders can be referenced to purchasing RFQs in the system and therefore be part of a voucher references chain.

Purchase order document

A purchase order document is the voucher document for the purchase order. It is used to inform the supplier about the agreements of the purchase order made.

Purchase order change document

A purchase order change document is a voucher document for the purchase order with which information on the changes to an existing order document already sent can be transmitted to the supplier. Purchase order change documents can also relate to purchase order change documents that have already been sent. Just like purchase order documents, they can be output and transmitted to suppliers on different output media.

Application description

You can use the Cockpit: Purchase order documents/line items query application to obtain an overview of all or selected purchase order document line items. Additional processing options are also available, as the application allows you to:

• Display the voucher references chain for an individual voucher line item
• Switch via a voucher number or a voucher line item number to the Purchase order documents query application for further processing of the voucher.

The application consists of a query pane and a work pane.

Query pane

Query fields are stored in the query pane. As a rule, the most important query fields are already available. However, the number of query fields and their placement can vary.

The query pane is the same for all views of the work pane. You can determine which query fields are displayed.

All essential query fields are listed below. If additional fields are added, you will find their description in the help article for the relevant application:

• Purchase order type – in this field, you can select one or more purchase order types as search characteristics for the purchase order documents that contain the line items you are looking for
• Purchase order document number – in this field, you can enter one or more numbers for the purchase order documents that contain the line items you are looking for.
• Order date – in this field, you can limit the purchase order documents that contain the line items you are looking for using a date or period
• Employee responsible – in this field, you can enter one or more employees as search characteristics for the Employee responsible field of the purchase order document header
• Supplier – in this field, you can select one or more suppliers using the corresponding partner numbers as search characteristics for the supplier of the purchase order document header
• Warehouse – in this field, you can enter one or more warehouses existing in the system as search characteristics for the receipts warehouse according to the order document line item
• Item – in this field, you can select one or more items using the corresponding item numbers as search characteristics
• Identifier – in this field, you can select one or more identifiers using the corresponding identifier numbers as search characteristics
• Purchasing organization – in this field, you can select one or more organizations as search characteristics for the purchasing organization of the order
• Delivery recipient – in this field, you can select one or more partners using the corresponding partner numbers as search characteristics for the delivery recipient of the line item
• Price variant – in this field, you can select the price variant of the purchase order documents you are looking for.  You can select one or more of the following values as search characteristics:
  • Priced purchase order document
  • Unpriced purchase order document
• Purchase order document category – in this field, you can select the category of purchase order documents you are looking for. You can select one or both of the following values as search characteristics:
  • Purchase order document
  • Purchase order change document
• Purchase order document status – in this field, you can select the status(es) of the order document line items you are searching for. You can select one, several, or all of the following statuses as search characteristics:
  • General status:
    • Invalid
    • Completed
    • Reorganization started
  • Confirmation status on generation:
    • Not confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
  • Confirmation status:
    • Not confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
• Order status – in this field, you can select the status(es) of the purchase orders of the purchase order documents of the line items you are searching for. You can select one, several, or all of the following statuses as search characteristics:
  • General status:
    • In process
    • Released
    • Blocked
    • Invalid
    • Completed
    • Reorganization started
  • Cancellation status:
    • Not canceled
    • Canceled
  • Purchase order status:
    • Not ordered
    • Ordered
    • Purchase order document canceled
    • Purchase order change document required
  • Confirmation status:
    • Not confirmed
    • Confirmation in progress
    • Partially confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Partially rejected
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
  • Status of pending confirmation:
    • Outstanding confirmation
    • No outstanding confirmation
  • Status of external delivery:
    • No delivery order in process
    • Delivery order in process
  • Delivery status:
    • Not delivered
    • Delivered in part
    • Delivered in full
  • Invoice status:
    • Non-invoiced
    • Invoiced in part
    • Invoiced in full

The following status is also available in multi-site environments:

• Status of inter-company billing:
  • Not cleared internally
  • Cleared internally in part
  • Cleared internally in full
• Creation date – in this field, you can enter a time or a period in which the purchase orders of the purchase order documents of the line items you are looking for were entered
• Purchase order number – in this field, you can select one or more purchase order numbers in this field as search characteristics for the purchase orders of the purchase order documents of the searched line items
• Delivery partner – in this field, you can select one or more suppliers using the corresponding partner numbers as search characteristics for the delivery partner of the line item
• Invoicing party – in this field, you can select one or more suppliers using the corresponding partner numbers as search characteristics for the invoicing party of the order document header
• Delivery date – in this field, you can enter a time or a period as a search criterion for the delivery date of the line item you are looking for
• Currency – in this field, you can use one or more selections to specify which currency the purchase order documents of the searched line items should contain
• Change status – in this field, you can select the change status(es) of the line items you are looking for. You can select one or more of the following statuses as search characteristics:
  • Added
  • Changed
  • Unchanged
  • Removed
  • Canceled
  • Cancellation deleted
• Canceled – in this field, you can specify whether you only want to search for canceled or non-canceled line items

Work pane

A table is available in the work pane in which the requested line items are displayed. You can determine yourself which information is displayed for a line item. Several views can be created in order to view a line item in different ways with different information.

Standard view

All the main table columns in this view are described below. If additional columns are added, you will find their description in the help article for the relevant application:

• Purchase order type – the purchase order type is used together with the purchase order document number and the order line item number to identify the order line item
• Purchase order document number – the purchase order document number is used together with the purchase order type and the order line item number to identify the order line item
• Order line item number – the order line item number is used together with the purchase order type and the purchase order document number to identify the order line item
• Item – it displays the item according to the order line item
• Item description – it displays the description of the item according to the order line item. For pseudo items, the item description, which may differ from the master data, is displayed according to the order line item.
• Preferred date – it displays the preferred date according to the order line item
• Ordered quantity – it displays the ordered quantity according to the order line item
• Total gross amount (voucher currency) – it displays the gross amount of the order line item in the voucher currency
• Total gross amount (primary currency) – it displays the gross amount of the order line item in the primary currency
• Total net amount acc. to PO doc (voucher curr.) – it displays the net amount of the order line item in the voucher currency
• Total net amount acc. to PO doc (primary curr.) – it displays the net amount of the order line item in the primary currency
• Supplier – it displays the supplier according to the order line item
• Supplier name – it displays the name of the supplier according to the order line item
• Identifier – if an identifier has been entered in the order line item, it is displayed in this column
• Identifier description – if an identifier has been entered in the order line item, its description is displayed in this column
• Warehouse – it displays the receipts warehouse entered in the order line item
• Change status – it displays the change status of the order line item
• Canceled – it indicates whether the order line item has been canceled

[Sub-items] button

The search for sub-items is optionally available as a detail search. The corresponding fields are explained below.

• Sub-item – it displays the number of the sub-item
• Item – it displays the number of the item according to the sub-item
• Item description – it displays the description of the item according to the sub-item
• Preferred date – it displays the preferred date according to the sub-item
• Ordered quantity – it displays the ordered quantity according to the sub-item
• Status – it displays the status of the sub-item

Extended view

In addition to the fields in the Standard view, the Extended view displays the following columns for the delivery information in the third line and the order information in the last line:

• Delivery partner – it displays the delivery partner according to the order line item
• Delivery partner name – it displays the name of the delivery partner according to the order line item
• Delivery recipient – it displays the delivery recipient according to the order line item
• Delivery recipient name – it displays the name of the delivery recipient according to the order line item
• Carrier – it displays the carrier according to the order line item
• Carrier name – it displays the name of the carrier according to the order line item
• Purchase order number – the purchase order number is used together with the purchase order type and the line item number to identify the purchase order line item
• Purchase order line item number – the purchase order line item number is used together with the purchase order type and the purchase order number to identify the purchase order line item
• Creation date – it displays the creation date of the purchase order
• Gross amount according to order (voucher curr.) – it displays the gross amount of the order line item in the voucher currency
• Gross amount according to order (primary curr.) – it displays the gross amount of the order line item in the primary currency
• Net amount according to order (voucher currency) – it displays the net amount of the order line item in the voucher currency
• Net amount according to order (primary currency) – it displays the net amount of the order line item in the leading currency

Customizing

No settings need to be defined for the Cockpit: Purchase order documents/line items application in the Customizing application.

Business entities

The following business entity is relevant for the Cockpit: Purchase order documents/line items application, which you use, for example, to

• Assign authorizations
• Set up activity definitions
• Import or export data

Purchase order document: com.cisag.app.purchasing.obj.PurchaseOrderCorrespondence

The business entity belongs to the following business entity group: com.cisag.app.purchasing.OrderData

Authorizations

Authorizations can be assigned both using the authorization roles and by assigning an organization. The authorization concept can be found in the technical article Authorizations.

Special capabilities

There are no special capabilities for the Cockpit: Purchase order documents/line items application.

Organizational assignments

Organizational structures are used to control which data is visible, usable, or editable. The Content-based authorizations function must be activated in the Customizing application for this purpose.

For the Cockpit: Purchase order documents/line items application to be displayed to a person in the user menu, they must be assigned to an organization that is integrated into one of the following organizational structures:

• Purchasing

For a person to be able to query order line items:

• One of the organizations assigned to them must be entered in the Authorizations table in the Purchase order types application
• The person must be allowed to query purchase order documents using an authorization role for the business entity

Further information on the Authorizations table and an overview of the content-based authorizations can be found in the Content-based authorizations article.

Special features

There are no special features for the Cockpit: Purchase order documents/line items application.

Authorizations for business partners

The Cockpit: Purchase order documents/line items application is released for business partners of the Supplier category.