Procedures: Purchase order documents query

Topic overview

The commissioning of a supplier to deliver required tangible and intangible goods is reflected in purchase orders. A purchase order describes the exact scope of the order. Purchase order documents can be issued and sent to transmit the content of a purchase order to the supplier. For changes to a purchase order and a purchase order document, special purchase order change documents can be issued to inform the supplier of the changed order line items.

This article describes the procedures for using the Purchase order documents query application. The procedures contain instruction steps, e.g. how to issue a purchase order document. You will also be informed about possible preconditions and effects.

The description of the Purchase order documents query application, which also includes field and button descriptions, can be found in the Purchase order documents query article.

Deleting a purchase order document

Precondition

As long as there are no purchase order change documents for a purchase order document or a triggering purchase order, a purchase order document with all line items can be deleted directly.

Instructions

1. Open the Purchase order documents query application.

2. Open the purchase order document you wish to delete.

3. Press the [Delete] button on the standard toolbar.

  • A dialog window will open
Note
Selecting [No] in the dialog window cancels the deletion process.

4. Answer the question as to whether the purchase order document should really be deleted by pressing [Yes].

  • The order document will be deleted

Outputting a purchase order document copy

The application-specific action [Output copy of purchase order document…] is available in the Purchase order documents query application. You can use this action to output a copy of an order document. Depending on the original, a purchase order document with or without price details or a purchase order change document is then issued for the purchase order document.

Further information on the preconditions and effects can be found in the article for the Purchase order documents query application.

Precondition

A purchase order document copy can be issued at any time.

Instructions

1. Open the Purchase order documents query application.

2. Open the purchase order document for which you want to output a copy.

3. Select the [Output copy of purchase order document…] action on the standard toolbar.

  • A dialog window will open
Note
Selecting [Cancel] in the dialog window closes it without outputting a document copy.

4. Change the background settings and output settings if required.

5. Select one of the output types: [Output] or [Display]

  • The desired order document copy will be generated and output on the determined or specified output medium and with the format according to the stored or selected voucher document template

Outputting a confirmation reminder

The application-specific action [Output confirmation reminder…] is available in the Purchase order documents query application. You can use this action to send a reminder for an expected confirmation of an order document or order change document.

Precondition

A confirmation reminder voucher document can only be output if the Confirmation outstanding value is set in the purchase order header and the Confirmation until date is earlier than the current date.

In addition, the currently displayed order document or order change document must be the last order voucher for the purchase order.

Instructions

1. Open the Purchase order documents query application.

2. Open the purchase order document for which you want to issue a confirmation reminder.

3. Select the [Output confirmation reminder…] action on the standard toolbar.

  • A dialog window will open
Note
Selecting [Cancel] in the dialog window closes it without outputting the voucher document.

4. Change the background settings and output settings if required.

5. Define the voucher date.

6. Specify the Increase reminder level setting.

  • The confirmation reminder will be generated and issued on the determined or specified output medium and with the format according to the stored or selected voucher document template

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