Procedures: Purchase order confirmations

Topic overview

This article describes the procedures for using the Purchase order confirmations application. The procedures include instructional steps, such as how to enter or edit a purchase order confirmation. You will also be informed of possible preconditions and effects.

The description of the Purchase order confirmations application, which also includes field and action descriptions, can be found in the articles Purchase order confirmations and Purchase order confirmations: Actions.

Standard actions

Procedures for the standard actions [Refresh], [Validate], [Save], [Delete] and the interaction between the line item list and the line item editor are described in the article Procedures: Voucher applications.

[Generate from purchase order document…] action

The [Generate from purchase order document…] action is used to generate a purchase order confirmation that always refers to and is based on a purchase order document. The purchase order confirmation is the supplier’s reporting and can include confirmations, rejections, and change recommendations.

Due to the reference to the purchase order document, there is always a reference to the corresponding purchase order. A number range for the confirmation to be generated is taken from the associated purchase order type.

To generate a purchase order confirmation, no other purchase order confirmation for the same purchase order may be in process.

Preconditions

  • The purchase order document/purchase order change document for which the confirmation is to be made has the Completed status. This indicates that it has been completely generated
  • No other purchase order confirmation is being processed for the purchase order
  • A number range has been entered in the Confirmation number range field for the purchase order type
Note
In contrast to the procurement order, neither a purchasing organization nor a purchase order type needs to be selected to create a new order confirmation. Both data result from the selected purchase order document header.

Instructions

1. Open the Purchase order confirmations application.

2. Select the [Generate from purchase order document…] button on the standard toolbar

  • The Generate confirmation from purchase order document dialog window will open
Note
If you press [Cancel] in the dialog window, the process will be canceled without generating a purchase order confirmation.

3. In the dialog window, enter data for the mandatory fields and, if necessary, change the default values.

Note
If you do not want to accept all of the purchase order document line items, or if you want to change the line items, activate the Accept line items using editor parameter. Please also note that you can use the Accept base only parameter and an appropriate option in the Confirmation status field in the Line item acceptance section to control whether line items should be accepted and which ones. If you use the Accept line items using editor function, you can add skipped line items later using the [Add line items…] action.

4. Press [OK] to enable the system to generate the order confirmation.

  • The dialog window will close
  • Provided that all the information is permissible, the system will generate a new purchase order confirmation based on the selected purchase order document/purchase order change document and the settings specified in the dialog window. If a previous confirmation already exists for the same purchase order document, its values are adopted into the confirmation header and all generated confirmation line items as default values.
  • If you have not activated the Accept line items using editor parameter and no errors occur, the purchase order confirmation will be saved automatically

5. Change or add to the default values as required

6. Change or add to the confirmation line items as required. For example, you can enter or change the prices.

7. Save the new confirmation.

  • The confirmation status of the adopted purchase order document line items and the order document header will be updated. In this context, the voucher chain relationships between the purchase order, purchase order document and purchase order confirmation will also be generated.

[Reschedule delivery date…] action

For a description of the action [Reschedule delivery date…], see the article Actions: Reschedule reminder date, shipping date, delivery date, preferred date.

Canceling and deleting the cancellation of line items

Purchase order confirmation line items can either confirm the cancellation of a purchase order document line item, reject the cancellation of a purchase order document line item, reject a purchase order document line item that has not been canceled, or basically confirm the delivery of a purchase order document line item. In the latter case, change recommendations may be available for the other data.

Canceling line items

Instructions

1. Open the Purchase order confirmations application.

2. Open the voucher for which you want to cancel a line item.

3. On the standard toolbar, under the button [Edit delivery dates and status] , select the [Cancel line items…] action.

  • A dialog window will open with the list of all the line items that can be canceled

4. Select the line items you want to cancel.

5. Press [OK] to cancel the selected line items.

  • The system will cancel the selected line items. The voucher will be saved automatically.

Deleting the cancellation of line items

Instructions

1. Open the Purchase order confirmations application.

2. Open the voucher for which you want to delete the cancellation of a line item.

3. On the standard toolbar, under the button [Edit delivery dates and status] , select the [Delete cancellation of the line items…] action.

  • A dialog window will open with the list of all the line items whose cancellation can be deleted

4. Select the line items whose cancellation you want to delete.

5. Press [OK] to delete the cancellation of the selected line items.

  • The system will delete the cancellation of the selected line items. The voucher will be saved automatically.

[Change pseudo item descriptions…] action

For a description of how to proceed with the actions [Change pseudo item descriptions…] on the standard toolbar and [Change pseudo item description…] on the line item editor toolbar, see the article Actions: Change pseudo item description(s).

[Prepare completion] action

The [Prepare completion] action helps you to complete the purchase order confirmation regarding value determination when the Change order on completion option is set in the header and the line items.

Preconditions

  • All the desired data is included in the purchase order confirmation
  • The voucher has been saved and the application is in Display mode
  • The purchase order confirmation is not completed

Instructions

1. Open the Purchase order confirmations application.

2. Open the order confirmation that you want to prepare for completion.

3. Select the [Prepare completion] action under the [Actions] button on the standard toolbar.

  • The system will process the data and issue messages

[Change order change specification…] action

With the action [Change order change specification…], you can simultaneously define an option for the Change order on completion setting for both the header and line items. A dialog window opens for this purpose, in which you can select the line items and define the setting.

Preconditions

  • The voucher has been saved and the application is in Display mode
  • The order confirmation has not been completed.

Instructions

1. Open the Purchase order confirmations application.

2. Open the order confirmation for which you want to specify the Change order on completion setting.

3. Press the [Change order change specification…] action under the [Actions] button on the standard toolbar.

  • A dialog window will open

4. The current setting in the order confirmation header is displayed in the Order change specification of base field.

5. If necessary, change the selection criteria for the line item list in the Order change specification of line item field and select the [Refresh] button on the line item list toolbar to update the list according to the selected criteria.

  • The line item list will be updated according to the selection criteria

6. Use the checkbox in the Selection column of the line item list to select the line items for which you want to specify an order change.

7. In the Specification for order change field, select the option you want to specify for the line items.

Note
Selecting the empty entry can also be useful for re-executing the [Prepare completion] action.

8. Use the Accept order change specification of base parameter to define whether the option for the header of the order confirmation should also be changed.

9. Press [OK] to enable the system to process the new specifications.

  • The dialog window will close
  • The specification for the Change order on completion setting will be changed accordingly in the order confirmation and the voucher will be saved

[Complete purchase order confirmation…] action

You can use the [Complete purchase order confirmation…] action to complete purchase order confirmations and change their status to Completed.

Please note that there can only be one purchase order confirmation for a purchase order. As long as it is not completed, no further purchase order confirmation can be created. Furthermore, it is not possible to create a purchase order change document for the referenced purchase order.

Preconditions

  • All the desired data is included in the purchase order confirmation
  • The voucher has been saved and the application is in Display mode
  • The purchase order confirmation is not completed

Instructions

1. Open the Purchase order confirmations application.

2. Open the order confirmation you want to complete.

3. Select the [Complete purchase order confirmation…] action under the [Actions] button on the standard toolbar.

  • The order confirmation will receive the status Completed

[Add line items…] action (item list)

The [Add line items…] action allows you to add missing line items from the associated purchase order document to the confirmation. Selecting the action button opens a dialog window for selecting the relevant line items. Only the line items that were ordered with the referenced voucher and that are not listed in the confirmation are offered for selection.

Preconditions

  • The voucher has been saved and the application is in Display mode
  • The purchase order confirmation is not completed

Instructions

1. Open the Purchase order confirmations application.

2. Open the order confirmation to which you want to add line items.

3. Press [Add line items…] on the toolbar of the line item list.

  • A dialog window will open

4. If necessary, optimize the line item list by entering search characteristics in the query fields or selecting statuses. Then click the [Refresh] button on the dialog window toolbar so that the system can evaluate the entered characteristics and update the line item list.

  • The line item list will be updated according to the defined search characteristics

5. Select the line items to be added using the checkbox in the Selection column of the line item list.

6. In the Line item acceptance section, define the settings in the fields Delivery date for line items (and Delivery date, if necessary) and Quantity defaults.

7. Optionally, press the [Validate] button on the toolbar of the dialog window to check before the transfer whether the defined settings lead to messages that could prevent the transfer.

  • The data will be checked and messages will be displayed if necessary

8. Select either the [Accept all selected] or [Accept individually] action.

  • The system will add the selected line items to the voucher. When you select the [Accept individually] action, the new line items will be added one after the other to the line item editor, where they can then be edited. When you select the [Accept all selected] action, the line items will be added in one step and the target voucher will be saved immediately. If errors occur, the system will automatically switch to the line item editor for you to correct the errors.

[Create new detail line item] action

For a confirmation basic line item, you can use the [Create new detail line item] action on the line item editor’s toolbar to create a new sub-item. You can use a sub-item to add items that differ from the purchase order document. As soon as the sub-item is saved, you can no longer change the item.

Preconditions

  • The voucher has been saved and the application is in Display mode
  • The purchase order confirmation is not completed

Instructions

1. Open the Purchase order confirmations application.

2. Open the order confirmation for which you want to enter a sub-item.

3. Select the [Sub-items] button on the item list toolbar to display sub-items in the item list.

Note
If the [Sub-items] button is not pressed and the sub-items are therefore not displayed in the line item list, then a new sub-item that has been entered in the line item editor and added to the line item list will not be displayed either.

4. In the line item editor, open the desired confirmation basic line item to access the purchase order document basic line item for which you want to create a sub-item.

5. Select the [Create new detail line item] button on the line item editor toolbar.

  • The line item editor will prepare for entering a sub-item. For this purpose, a sub-item number will be assigned and the fields will be emptied or filled with default values that you can then edit.

6. Enter the data for the sub-item.

7. Press [Accept] on the line item editor toolbar.

  • The new sub-item will be added to the line item list. It will only be displayed when the [Sub-items] button is pressed.

8. Press the [Save] button on the standard toolbar.

  • The order confirmation will be saved
Note
The added sub-items are only added to dependent vouchers, in particular to the purchase order, when the order confirmation has the status Completed.

[Change pseudo item description…] action

The procedure for the [Change pseudo item description…] action can be found in the article Actions: Change pseudo item description(s).

[Alternative variant…] action (line item editor)

When entering a new sub-item, you can use the [Alternative variant…] action under the [Actions] button in the line item editor toolbar to select a suitable variant item for reference items entered in the Item field.

For more details, see the article Action: Select variant item for reference item.

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