Purchase order confirmations

Contents

Topic overview

This article  describes how purchase order confirmations are mapped in the system and how the Purchase order confirmations application is structured. You will find out how a purchase order confirmation can relate to other applications and business entities and how it is integrated into the business processes.

The Purchase order confirmations: Actions article describes the actions you can perform to process a purchase order confirmation and the options for adopting any existing change recommendations into the purchase order.

Instructions for using the Purchase order confirmations application, e.g. how to enter or edit purchase order confirmations, can be found in the article: Procedures: Purchase order confirmations.

Purchase order types are part of the identification of purchase order confirmations and contain settings and suggested values. They are described in the Purchase order types article.

For an overview of the various business processes in purchasing, see the article Introduction: Purchasing.

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 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.

Purchase order confirmation

A purchase order confirmation is an external voucher document with which a partner with the Supplier partner function  confirms or rejects the acceptance of a purchase order document or submits a change recommendation. Purchase order confirmations usually contain data about the ordered items, quantities, prices, terms, and dates.

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.

Application description

The Purchase order confirmations application is used to generate and process purchase order confirmations. A purchase order confirmation documents the reporting of a supplier for a purchase order document or purchase order change document.

The Purchase order confirmations application consists of an identification pane and a work pane with the individual purchase order confirmation line items.

Note
A confirmation can be changed until it is completed. Please note that the completion is technically divided into several phases and the already completed data can no longer be changed.

Identification pane

The identification pane contains fields that uniquely identify a purchase order confirmation, as well as basic data that is generally valid for purchase order confirmations. You will also find further data under tabs, which are described in the following chapters:

Default values

The purchase order confirmation header contains the following default values and information:

  • Information about the received external voucher and about the original purchase order document/purchase order change document or the corresponding purchase order
  • Generally valid data of the purchase order confirmation, which is also available in the purchase order header and applies to all line items (for instance: payment terms)
  • Default values for purchase order confirmation line items and for optional adoption into the purchase order header for new order line items

Most of the data in the confirmation header and confirmation line items is suggested based on data from the associated purchase order document/purchase order change document or – if available – based on data from a previous confirmation for the same purchase order document/purchase order change document.

Fields for identification

Purchase order types and purchase order confirmation numbers uniquely identify a purchase order confirmation. In addition to this identification, the status of the order confirmation and the supplier are displayed.

The fields in detail:

  • Number – displays the unique identification of a purchase order confirmation. It consists of two pieces of information: a purchase order type in the first field and a purchase order confirmation number in the second field. The purchase order type used, together with the purchase order confirmation number, is used to identify the purchase order confirmation.
      • Purchase order type – select a purchase order type for the purchase order confirmation that you want to create or edit. After saving a new purchase order confirmation, the purchase order type can no longer be changed.
    Note
    A new purchase order confirmation is always created using the [Generate from purchase order document…] action and with reference to a purchase order document or purchase order change document. The order type for the purchase order confirmation is derived from the order type of the purchase order document/purchase order change document, which in turn is identical to the order type of the associated purchase order.
      • Purchase order confirmation number – a purchase order confirmation number is automatically generated by the system based on the number range defined in the purchase order type. It cannot be assigned manually. You can enter the number of a purchase order confirmation you want to process as the search characteristic.

    Note
    A number that has been assigned to a purchase order confirmation cannot be reused, even if the confirmation has not been saved.
  • Status – displays the status information for an order confirmation. A new order confirmation receives the status In process. Further information can be found in the chapter Statuses and status changes.
  • Supplier – displays the partner identification of the supplier according to the order document header for the purchase order confirmation.

General tab

The General tab contains, among other things, information on the persons and organizations involved, as well as dates.

The fields in detail:

  • Name and Address – these fields are automatically filled by the system. The data comes from the referenced purchase order document.
  • Care of – displays the contact person data according to the referenced purchase order document
  • External voucher number and date – you can use these fields to enter the identification and date of the supplier’s confirmation voucher for a purchase order document/purchase order change document. They are entered when the purchase order confirmation is generated and can be changed until the purchase order confirmation is completed. The data entered in these fields is used only for information and for searching, e.g. in a cockpit application. They have no further effects in the system.
Note
The data you enter in these fields does not create any voucher references.
  • Creation date – displays the date on which a purchase order confirmation was created. The system automatically enters the current date. It can be changed before the confirmation is completed, for instance, for the purposes of evaluations and statistics.
  • Employee responsible – allows you to select the partner identification of an employee who should be the contact person in your company. The partner entered must have the role Employee and thus be assigned to your company.
    If possible, the employee responsible is accepted from the order document by default. The employee can be changed until the confirmation is completed.
  • Purchase order document number – displays the number of a purchase order document to which the purchase order confirmation refers. Only the number is displayed because the purchase order type is identical for both vouchers.
    Next to it, the confirmation status is displayed according to the purchase order document.
  • Order – displays the number of a purchase order to which the purchase order confirmation refers. Only the number is displayed, since the purchase order type is identical for both vouchers.
    The confirmation status and the general status according to the purchase order are displayed next to it.
  • Change order on completion – allows you to define how deviations between the purchase order confirmation and the corresponding purchase order should affect the purchase order. The selected setting takes effect when the purchase order confirmation is completed.
    If there is already a purchase order confirmation for a subsequent purchase order change document, this field can no longer be edited.
    No entry is defined for new purchase order confirmations in this field. If the system does not detect any relevant deviations when the [Prepare completion] or [Complete purchase order confirmation…] actions are executed, the option No is set automatically.
    If the automatic determination is prevented, you can manually select an appropriate option.
    The following options are available:

    • (Empty) – the field can remain empty as long as the purchase order confirmation is not completed
    • Yes – detected changes will be transferred to the header of the associated purchase order when the purchase order confirmation is completed.
    • No – changes will not be detected and may be missing from the header of the associated purchase order
  • Change status – indicates whether there are deviations in the header between the original purchase order document and the open purchase order confirmation.
    Changes in the purchase order confirmation are indicated by field names and data colored in red.
    The following change statuses can be displayed:

    • Unchanged
    • Changed

Delivery recipient tab

Corresponding data from the referenced purchase order document is displayed on the Delivery recipient tab.

The fields in detail:

  • Delivery recipient – displays the partner identification of the delivery recipient according to the header data of the referenced order document
  • Name and Address – display the name and address of the delivery recipient according to the header data of the referenced purchase order document
  • Care of – displays the contact details of the delivery recipient according to the header data of the referenced purchase order document
  • Carrier – displays the partner identification of the carrier according to the header data of the referenced purchase order document
  • Warehouse – displays the warehouse according to the header data of the referenced purchase order document
  • Sales order – displays the identification of the sales order according to the header data of the referenced purchase order document

Delivery partner tab

The Delivery partner tab lists the data of the partner involved in the delivery.

Purchase order document section

This section displays data according to the header data of the referenced purchase order document.

The fields in detail:

  • Delivery partner – displays the partner identification of the delivery partner according to the header data of the referenced purchase order document
  • Name and Address – display the name and address of the delivery partner according to the header data of the referenced purchase order document
  • Care of – displays the contact details of the delivery partner according to the header data of the referenced purchase order document
Confirmation section

In this section, you can enter the data confirmed by the supplier. Using the Change order on completion setting, the changed data can be transferred to the purchase order. Deviations are marked in red.

The fields in detail:

  • Delivery partner – suggests the partner identification of the delivery partner. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If you change the delivery partner, note that all partners assigned to the supplier as delivery partners in the partner master data are allowed as delivery partners. The delivery partner can be the same as the supplier. You can change the delivery partner until the purchase order confirmation is completed.
  • Name and Address – suggest the name and address of the delivery partner. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If the delivery partner is changed, this data is updated.
    You can change this data until the purchase order confirmation is completed.
Note
Data changed in these fields is only saved in the purchase order confirmation, not in the partner master data.
Note
If the name or address of the delivery partner has changed in the master data, the current data can be transferred to the voucher using the [Refresh] button to the right of the Name field.
  • Care of – suggests a contact person for the delivery partner. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If the delivery partner is changed, this data is updated.
    You can change this data until the purchase order confirmation is completed.

Delivery terms tab

Under the Delivery terms tab, you will find the terms of delivery.

Purchase order document section

This section displays data according to the header data of the referenced purchase order document.

The fields in detail:

  • Delivery term – displays the delivery term according to the header data of the referenced purchase order document
  • Shipping terms – displays the shipping terms according to the header data of the referenced purchase order document
  • Delivery restriction – displays the delivery restriction according to the header data of the referenced purchase order document
Confirmation section

In this section, you can enter the data confirmed by the supplier. Using the Change order on completion setting, the changed data can be transferred to the purchase order. Deviations are marked in red.

The fields in detail:

  • Delivery term – suggests the delivery term. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    For an INCO term as a delivery term, you must enter a location reference.
    You can change the delivery term until the purchase order confirmation is completed.
  • Shipping terms – suggests the shipping terms. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the shipping terms until the purchase order confirmation is completed.

Purchasing organization tab

The Purchasing organization tab displays the corresponding data from the referenced purchase order document.

The fields in detail:

  • Purchasing organization – displays the partner identification of the purchasing organization according to the header data of the referenced purchase order document
  • Name and Address – display the name and address of the purchasing organization according to the header data of the referenced purchase order document
  • Care of – displays the contact details of the purchasing organization according to the header data of the referenced purchase order document
  • Firm – the purchasing organization belongs to a firm. In this field, the partner identification of the associated firm is displayed according to the header data of the referenced purchase order document.
  • Quotation – displays the identification of a supplier quotation according to the header data of the referenced purchase order document
  • Price classification – displays the price classification according to the header data of the referenced purchase order document

Invoicing party tab

The Invoicing party tab summarizes the data on the invoice issuer.

Purchase order document section

The data is displayed according to the header data of the referenced purchase order document.

The fields in detail:

  • Invoicing party – displays the partner identification of the invoicing party according to the header data of the referenced purchase order document
  • Name and Address – display the name and address of the invoicing party according to the header data of the referenced purchase order document
  • Care of – displays the contact details of the invoicing party according to the header data of the referenced purchase order document
Confirmation section

In this section, you can enter the data confirmed by the supplier. Using the Change order on completion setting, the changed data can be transferred to the purchase order. Deviations are marked in red.

The fields in detail:

  • Invoicing party – suggests the partner identification of the invoicing party. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If you change the invoicing party, note that all partners that are assigned to the supplier as invoicing parties in the partner master data are permitted. The invoicing party can be the same as the supplier.
    You can change the invoicing party until the purchase order confirmation is completed.
  • Name and Address – suggest the name and address of the invoicing party. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If the invoicing party is changed, this data is updated.
    You can change this data until the purchase order confirmation is completed.
Note
Data changed in these fields is only saved in the purchase order confirmation, not in the partner master data.
Note
If the name or address of the delivery partner has changed in the master data, the current data can be transferred to the voucher using the [Refresh] button to the right of the Name field.
  • Care of – suggests a contact person for the invoicing party. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    If the invoicing party is changed, this data is updated.
    You can change this data until the purchase order confirmation is completed.

Invoicing terms tab

Under the Invoicing terms tab, you will find conditions for the calculation of the ordered items.

Purchase order document section

The data is displayed according to the header data of the referenced purchase order document.

The fields in detail:

  • Payment terms – displays the payment terms according to the header data of the referenced purchase order document
  • Payment method – displays the payment method according to the header data of the referenced purchase order document
  • Fixed value date – displays the fixed value date according to the header data of the referenced purchase order document
  • Discount origin – displays the discount origin according to the header data of the referenced purchase order document

Drop-down area:

  • Discount 1-4 – display discounts according to the header data of the referenced purchase order document
  • No multi-item discounts(parameter) – displays the setting for multi-item discounts according to the header data of the referenced purchase order document
  • No order value discounts(parameter) – displays the setting for order value discounts according to the header data of the referenced purchase order document
Confirmation section

In this section, you can enter the data confirmed by the supplier. Using the Change order on completion setting, the changed data can be transferred to the purchase order. Deviations are marked in red.

The fields in detail:

  • Payment terms – suggests the payment terms. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the payment terms until the purchase order confirmation is completed.
  • Payment method – suggests the payment method. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the payment method until the purchase order confirmation is completed.
  • Fixed value date – suggests the fixed value date. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the fixed value date until the purchase order confirmation is completed.
  • Discount origin – the discount origin is automatically determined by the system and displayed in this field. The following origins can be displayed:
    • Purchase order document – it is displayed if the data and settings for Discount 1-4, No multi-item discounts, and No order value discounts in the open purchase order confirmation are identical to those in the header of the purchase order document
    • Manual – it is displayed if there are deviations

Drop-down area:

  • Discount 1-4– suggest discounts. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the discounts until the purchase order confirmation is completed.
  • No multi-item discounts – suggests the setting for multi-item discounts. The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the setting until the purchase order confirmation is completed.
  • No order value discounts – suggests the setting for order value discounts.
    The suggestion comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation of the referenced purchase order document/purchase order change document.
    You can change the setting until the purchase order confirmation is completed.

Classifications tab

The Classifications tab displays the corresponding data according to the purchase order document header.

  • Classification 1-5 – display classifications according to the header data of the referenced purchase order document

Intrastat tab

Under the Intrastat tab, you can enter data required for the Intrastat declarations, which document the cross-border movement of goods between EU member states.

Purchase order document section

The data is displayed according to the header data of the referenced purchase order document.

The fields in detail:

  • Delivery from – displays the location information according to the header data of the referenced purchase order document
  • Delivery to – displays the location information according to the header data of the referenced purchase order document
  • (Air)port – displays the (air)port according to the header data of the referenced purchase order document
  • Nature of transaction – displays the nature of transaction according to the header data of the referenced purchase order document
  • Transport mode – displays the transport mode according to the header data of the referenced purchase order document
  • Statistical method – displays the statistical method according to the header data of the referenced purchase order document
Confirmation section

In this section, you can enter the data confirmed by the supplier. Using the Change order on completion setting, the changed data can be transferred to the purchase order. Deviations are marked in red.

The fields in detail:

  • Delivery from – displays the location information according to the header data of the referenced purchase order document
  • Delivery to – displays the location information according to the header data of the referenced purchase order document
  • (Air)port – suggests the (air)port data. The recommended data comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation for the referenced purchase order document/purchase order change document. The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
  • Nature of transaction – suggests the nature of transaction. The recommended data comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation for the referenced purchase order document/purchase order change document. The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
  • Transport mode – suggests the transport mode. The recommended data comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation for the referenced purchase order document/purchase order change document. The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
  • Statistical method – suggests the statistical method. The recommended data comes either from the Purchase order document section of the open purchase order confirmation or from a previous confirmation for the referenced purchase order document/purchase order change document. The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.

Order values tab

The Order values tab lists the gross values of the purchase order confirmation.

Purchase order document section

This section displays data according to the header data of the referenced purchase order document.

The fields in detail:

Note
When comparing the values, please note that not all line items of the purchase order document must be included in the open purchase order confirmation.
  • Total gross amount (primary currency) – displays the gross amount in the primary currency according to the header data of the referenced purchase order document
  • Total gross amount (voucher currency) – displays the gross amount in the voucher currency according to the header data of the referenced purchase order document
Confirmation section

The Confirmation section summarizes and displays the amounts of the open confirmation’s line items. The amounts of the line items of other confirmations of the same purchase order document are not included. Please note that only the gross amounts are calculated in a confirmation. If any changes to the discounts in the header or line items are adopted in the purchase order, they will affect the calculation of net amounts and other data there.

The fields in detail:

  • Gross amount (primary currency) – displays the sum of the gross amounts of the line items contained in the open purchase order confirmation in the primary currency.
  • Gross amount – displays the sum of the gross amounts of the line items contained in the open purchase order confirmation in the voucher currency

Texts tab

Additional texts for the entire purchase order confirmation can be entered under this tab. The texts are for information purposes only and have no further effects. If a further purchase order confirmation is entered for a purchase order document or purchase order change document, the texts from the previous purchase order confirmation are adopted.

If an icon appears on the Texts tab button, this is an indication of existing texts.

For more information on texts and file attachments, see the Texts article.

Work pane

The work pane contains both the purchase order confirmation line items as a report from the supplier and the associated purchase order document line items.

Since a purchase order confirmation refers to exactly one purchase order document, a purchase order confirmation can only contain reportings for the line items of this purchase order document. It is also possible that an opened confirmation only contains reportings for the header of the referenced purchase order document or only for some purchase order document line items.

A purchase order confirmation can be used to apportion a purchase order document line item into partial deliveries at different times, for example. If there are apportionings for the same order document line item in a previous confirmation for the same order document, these are automatically adopted into the open confirmation.

Unlike with purchase orders, you cannot directly enter confirmation basic line items. Instead, a purchase order document basic line item or an already existing confirmation basic line item is always required as a base. You can select the relevant order document basic line items either directly when creating the order confirmation or by using the [Add line items] action (in the toolbar of the line item list). To divide confirmation line items, use the [Duplicate] action in the toolbar of the line item editor.

The data for confirmation line items is proposed either from the previous confirmation for the same purchase order document line item or from the purchase order document line item. The only exceptions to this are the Confirmed quantity and Delivery date according to confirmation, whose data determination can be controlled by a setting when the confirmation is created or when line items are added.

Line item list

The line item list for a purchase order confirmation contains the purchase order document line items for which a reporting is available. In addition, any existing confirmation line items from a previous confirmation that refer to the same purchase order line item are automatically adopted.

You can show or hide any existing sub-items as required.
Removing individual purchase order confirmation items is only possible for apportionings or sub-items that were added with this confirmation. Otherwise, all reportings for a purchase order document basic line item form a group that can only be removed as a whole.

Note
A purchase order and a corresponding purchase order document or purchase order change document always have the same line item number for the same line item. The same applies to the purchase order confirmation line items. A new apportioning as a confirmation line item always has a new free line item number that can be automatically adopted into the purchase order when the confirmation is completed, if required.
Sub-items

Note that when you transfer a new sub-item from the line item editor to the line item list and the sub-items are hidden for the line item list, the added line item is not visible. The system does not show the sub-items when a new line item is added. If required, you can show the sub-items by clicking the button.

Discounts in kind can only be added manually for normal line items. No sub-items can be added to fixed kits. Components can be added manually to variable kits.

Ani item can be changed for unsaved apportioning line items. If necessary, components are taken from a kit. For more information, see  the Kits article.

It is not possible to remove sub-items that have been adopted from a  purchase order document or a previous confirmation of the same purchase order. If required, please use the cancellation marker instead.

Totals field

A totals field is displayed on the right-hand side of the line item editor toolbar. The total displayed refers to all confirmation line items and not to the data in the line item editor. The displayed gross amount is also visible on the Order values tab in the order confirmation header and represents the total of the gross amounts of all relevant confirmation line items.

Purchase order document line item

A line item from a purchase order document is displayed in the line item list so that a suitable comparison can be made with the confirmed line item. All data for the line item ordered comes from the purchase order document.

The columns in detail:

  • Line item according to purchase order document – displays the order document line item number
  • Ordered item – displays the identification of the item according to the order document line item
Note
For pseudo items, an item description, which may differ from the item master data, is displayed.
  • Delivery date according to purchase order document – displays the delivery date according to the order document line item
  • Ordered quantity – displays the quantity according to the order document line item
  • Binding unit – displays the setting for the binding unit according to the order document line item
  • Gross price according to purchase order document – displays the gross price according to the order document line item
Note
If the purchase order document/purchase order change document was created without price details, the internally saved price is displayed, but is not shown as relevant.
  • Gross amount according to purchase order document – displays the gross amount according to the order document line item.
Note
If the purchase order document/purchase order change document was created without price details, the internally saved amount is displayed, but is not shown as relevant.
  • Canceled according to purchase order document (parameter) – displays whether the order document line item is marked as Canceled
  • Confirmation status as per current confirmation – displays the confirmation status according to the order document line item
Order confirmation line item

In the line item list, the confirmed line item is listed after the purchase order document line item. You can use the line item editor to enter the data. After the data has been transferred to the line item list, not all of it can be edited.

The columns in detail:

  • Line item according to confirmation – the line item number is used to precisely identify the order confirmation line items. Normally, the number of a purchase order confirmation line item corresponds to the number of the associated purchase order document line item.
    New sub-items and new confirmation line items as apportionings of an existing line item receive their own line item numbers when they are entered. These numbers are derived from the number range for purchase order confirmations from the purchase order type.
  • Apportioning – each apportioning to a basic order document line item is assigned a unique number when it is entered, regardless of the line item number. This number is displayed in this column. The first confirmation basic line item that is automatically generated for a purchase order document basic line item always has the value zero (0). For all other apportionings, a free number can be assigned when the new entry is made. For an increment, the setting for the line item numbers according to the number range for purchase order confirmations from the purchase order type is used.
    The apportioning together with the purchase order document line item number should also serve as identification for the communication with the supplier, since this can be determined in advance (e.g. when transferring data from an external system) in contrast to the line item number.
  • Text note – if an icon is displayed in this column, this is a reference to existing line item texts
  • Confirmed item – displays the item identification in accordance with the purchase order confirmation line item. It can be changed for new sub-items and new apportionings for non-saved line items.
Note
For pseudo items, the item description displayed may differ from the item master data.
  • Delivery date according to confirmation – the delivery date of the purchase order confirmation line item is suggested and can be changed for all line items except kit components until the confirmation line item is completed.
    The suggested value is based on the Delivery date line items setting, which was either defined when the [Generate confirmation from purchase order document] and [Add line items] actions were executed or when the data was imported.
Note
You can change the delivery date of several order confirmation line items at once using the action [Reschedule delivery date…]. This action can be found on the standard toolbar under the [Edit delivery dates and status] button.
  • Confirmed quantity – the total quantity of the purchase order confirmation line item is suggested and can be changed for all line items except fixed kit components until the confirmation line item is completed.
    The default value is based on the Quantity defaults setting, which was either defined when the [Generate confirmation from purchase order document] and [Add line items] actions were executed or when the data was imported.
  • Binding unit – the binding unit setting from the purchase order confirmation line item is suggested and can be changed until the confirmation line item is completed
  • Gross price according to confirmation – the gross price is suggested in accordance with the purchase order confirmation line item and can be changed for normal items and for the price-relevant level for sets until the confirmation line item is completed
  • Gross amount according to confirmation – displays the calculated gross amount for the purchase order confirmation line item
  • Canceled according to confirmation (parameter) – the setting for the cancellation marker is suggested according to the purchase order document line item. Enable the parameter if the supplier rejects the delivery of this line item. The value can be changed until the purchase order confirmation line item is completed.
  • Change status – displays the determined change status compared to the original order document line item
  • Change order on completion – in this column, you can define how differing data in the purchase order confirmation line item for the current line item group (the same purchase order document basic line item) should affect the purchase order. The selected setting takes effect when the purchase order confirmation is completed.
    If a purchase order confirmation already exists with the same purchase order document basic line item for a subsequent purchase order change document, this column cannot be edited.
    No option is defined in this column for new purchase order confirmation line items. If the system does not detect any relevant deviation when the [Prepare completion] or [Complete purchase order confirmation] actions are executed, the option No is set automatically.
    If the automatic determination is prevented, you can manually select an option.
    The following options are available:

    • (No selection) – the blank entry can remain as long as the purchase order confirmation line item is not completed
    • Yes – detected changes are adopted into the line item of the associated purchase order when the purchase order confirmation is completed
    • No – changes are not detected and may be missing from the line item of the associated purchase order

Line item editor

In the line item editor, the data of the confirmation line items or purchase order document line items are summarized under tabs described in the following sections:

General tab

The basic data of the purchase order document line item or order confirmation line item is summarized under the General tab. This includes the item, quantity, date, cancellation marker, or voucher references to a quotation and contract as well as the relevant status.

Purchase order document section

This section displays data according to the purchase order document line item.

The fields in detail:

  • Ordered item – displays the identification of the item is displayed according to the order document line item
Note
For pseudo items, the item description is displayed, which may differ from the item master data.
  • Ordered quantity – displays the quantity according to the order document line item
  • Delivery date – displays the delivery date according to the order document line item
  • Canceled (parameter) – displays whether the order document line item has been canceled
  • Binding unit – displays the binding unit setting according to the order document line item
  • Contract line item – displays the contract line item according to the order document line item
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Quotation line item – displays the quotation line item according to the order document line item
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Identifier – displays the identifier according to the order document line item
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Warehouse – displays the warehouse according to the order  document line item
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Reference – displays the reference according to the order document line item
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Confirmation – displays the last confirmation for the open order document line item
Note
If a confirmation number other than the open confirmation is displayed, there is a subsequent confirmation for the same purchase order document line item. In this case, the confirmation status may deviate from the confirmation status that would result from the reportings of the currently open confirmations.
Note
If an order confirmation line item is open in the line item editor, this field is hidden.
  • Current confirmation status – displays the status of the last confirmation for the current order line item
Note
If an order confirmation line item is open in the line item editor, the status is hidden.
Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Confirmed item – suggests the identification of the item related to the order confirmation line item according to the order document line item. For unsaved line items, tt can be changed for new sub-items and new apportionings.
Note
For pseudo items, the item description is displayed if it differs from the item master data.
  • Confirmed quantity – suggests the total quantity of the order confirmation line item. It can be changed until the confirmation line item is completed, except for components of a fixed kit.
    The default value results from the Quantity defaults setting, which was either defined using the [Generate confirmation from purchase order document] and [Add line items] actions or during the data import.
  • Delivery date – suggests the delivery date of the order confirmation line item. It can be changed until the confirmation line item is completed, except for kit components.
    The default value results from the Delivery date line items setting, which can either be defined using the [Generate confirmation from purchase order document] and [Add line items] actions or during the data import.
Note
You can change the delivery date of several confirmation line items at once using the [Reschedule delivery date] action. You will find this action on the standard toolbar under the [Edit delivery dates and status] button.
  • Canceled (parameter) – you can use this parameter to specify whether the supplier rejects the delivery of a given line item. The setting can be changed until the order confirmation line item has been completed.
  • Binding unit – suggests the binding unit according to the order document line item. It can be changed until the confirmation line item is completed.
  • Contract line item – suggests the reference to a supplier contract line item for the order confirmation line item according to the order document line item. It can be changed for basic line items until the confirmation line item is completed.
Note
Please note that changes do not lead directly to contract release orders, but only take effect when the changes are adopted into the order during completion.
  • Change status – determines and displays the change status. It indicates whether there are deviations between the purchase order document line items and confirmation line items.
    Changes in the order confirmation line items are indicated by red-colored field descriptions and data.
    The following change statuses can be displayed:

    • Unchanged
    • Changed
    • Added

The Changed and Added statuses are also visible as icons next to the field.

  • Identifier – suggests the identifier of the order confirmation line item according to the order document line item. For unsaved line items, it can be changed for new sub-items and new apportionings.
  • Apportioning – each apportioning for a purchase order document basic line item receives a unique number when it is entered, regardless of the line item number. This number is displayed in this field. The first purchase order confirmation line item that is automatically generated for a order document basic line item always has the value zero (0). For all other apportionings, a free number can be assigned when the new entry is made. The line item number settings according to the number range for purchase order confirmations from purchase order types are used for the increase.
    The apportioning together with the purchase order document line item number should also serve as identification for communication with the supplier, since this can be determined in advance (e.g. when transferring data from an external system) in contrast to the line item number.
  • Reference – suggests the reference for the confirmation line item according to the order document line item. It can be changed until the confirmation line item is completed.
  • Change order on completion – allows you to define how the deviating data of the purchase order confirmation line item for the current line item group (same purchase order document base line item) should affect the purchase order. The selected setting takes effect when the purchase order confirmation is completed.
    If a purchase order confirmation already exists with the same purchase order document basic line item for a subsequent purchase order change document, then this field cannot be edited.
    No entry is defined in this field for new purchase order confirmation line items. If the system does not detect any relevant deviation when executing the [Prepare completion] or [Complete purchase order confirmation] actions, then the option No is set automatically.
    If the automatic determination is prevented, then you can manually select an entry.
    The following options are available:

    • (No selection) – the empty entry can remain as long as the purchase order confirmation line item is not completed
    • Yes – if changes are detected, they are adopted in the line item of the associated purchase order when the purchase order confirmation is completed
    • No – changes are not determined and may be missing from the line item of the associated purchase order
Delivery recipient tab

Under the Delivery recipient tab, you will find information about the location (logistics organization) or about the external customer who receives the items related to a given order confirmation line item.

Purchase order document section

This section displays data according to the purchase order document line item.

The fields in detail:

  • Delivery term – displays the delivery term according to the order document line item
  • Shipping terms – displays the shipping terms according to the order document line item
  • Delivery recipient – displays the partner identification of the delivery recipient according to the order document line item
  • Name and Address – display the name and address of the delivery recipient according to the order document line item
  • Care of – displays the contact details of the delivery recipient according to the purchase order document line item
  • Carrier – displays the partner identification of the carrier according to the order document line item
  • Sales order line item – displays the reference to a sales order line item, which is the basis for the procurement, according to the order document line item
Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Delivery term – suggests the delivery term. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    For an INCO term as a delivery term, you must enter a location reference.
    You can change the delivery term until the purchase order confirmation line item is completed.
  • Shipping terms – suggests the shipping terms. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    You can change the shipping terms until the purchase order confirmation line item is completed.
Delivery partner tab

Under the Delivery partner tab, you will find a summary of the data of the partner involved in the delivery.

Purchase order document section

This section displays data according to the purchase order document line item.

The fields in detail:

  • Delivery partner – displays the identification of the delivery partner according to the order document line item
  • Name and Address – display the name and address of the delivery partner according to the order document line item
  • Care of – displays the contact details of the delivery partner according to the order document line item
Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Delivery partner – suggests the identification of the delivery partner. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a a previous confirmation line item for the referenced order document line item/order change document line item.
    If you change the delivery partner, please note that all partners assigned to the supplier as delivery partners in the partner master data are permitted as delivery partners.
    The delivery partner can be the same as the supplier.
    You can change the delivery partner until the purchase order confirmation is completed.
  • Name and Address – suggest the name and address of the delivery partner. The recommended data comes either from from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    If the delivery partner is changed, this data is updated.
    You can change the data until the order confirmation line item is completed.
Note
Data changed in these fields is only saved in the order confirmation line item, not in the partner master data.
Note
If the name or address of the delivery partner has changed in the address of the delivery partner, you can update the data in the voucher using the [Refresh] button to the right of the Name field.
  • Care of – suggests a contact person for the delivery partner. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    If you change the delivery partner, this data is updated.
    You can change the data until the order confirmation line item is completed.
Prices tab

The Prices tab displays the data for determining prices and amounts.

Purchase order document section

This section displays data according to the purchase order document line item.

Note
If the order document/order change document has been created without price details, internally saved data is displayed but is not shown as relevant.

The fields in detail:

  • Gross price – displays the gross price according to the order document line item
  • Price dimension – displays the price dimension according to the order document line item
  • Price origin – displays the price origin according to the order document line item
  • No base discounts (parameter) – displays the No base discounts setting according to the order document line item

Drop-down area:

  • Discount 1-4 – display the item discounts according to the order document line item
  • Procurement costs 1-2 (in %) and Procurement costs 3-4 – display the procurement costs according to the order document line item
  • No multi-item discounts (parameter) – displays the No multi-item discounts setting according to the order document line item
  • No order value discounts (parameter) – displays the No order value discounts setting according according to the order document line item
Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Gross price – suggests the gross price for the order confirmation line item according to the order document line item. It can be changed for basic line items and for the level that is price-relevant for kits until the confirmation line item is completed.
    The corresponding currency is derived from the order document header.
  • Price dimension – suggests the price dimension for the order confirmation line item according to the order document line item. It can be changed for basic line items and for the level that is price-relevant for kits until the confirmation line item is completed.
  • Price origin – displays the price origin determined by the system. The following origins can be displayed:
    • Purchase order document – displayed when the following data and settings match between the purchase order document line items and the purchase order confirmation line items:
      • Gross price
      • Price unit
      • Price dimension
      • Discount 1-4
      • No multi-item discounts
      • No base discounts
      • No order value discounts
      • Item price classification
    • Manual – displayed if there are deviations between the purchase order document line items and the purchase order confirmation line items
    • Discount in kind – displayed for discounts in kind
    • Kit line item – displayed for kit line items
    • Component – displayed for component line items of a kit
  • No base discounts (parameter) – allows you to determine whether base discounts and surcharges should be used when calculating the net amount.
    The setting for the purchase order confirmation line item is suggested based on the order document line item. It can be changed until the purchase order confirmation line item is completed.

Drop-down area:

  • Discount 1-4 – suggest discounts for the order confirmation line item. The recommended data comes either from the Purchase order document section of the open order confirmation item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    You can change the discounts until the order confirmation line item is completed.
  • Procurement costs 1-2 (in %) and Procurement costs 3-4 – suggest the procurement costs for the order confirmation line item. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    You can change the procurement costs until the order confirmation line item is completed.
  • No multi-item discounts – suggests the No multi-item discounts setting. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    You can change this setting until the order confirmation line item is completed.
  • No order value discounts – suggests the No order value discounts setting. The recommended data comes either from the Purchase order document section of the open order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    You can change this setting until the order confirmation line item is completed.
Account assignment tab

The Account assignment tab displays data according to the purchase order document line item.

The fields in detail:

  • Cost center – displays the cost center according to the order document line item
  • Cost unit – displays the cost unit according to the order document line item
  • Account origin – displays the account origin according to the order document line item
  • Account – displays the account according to the order document line item
Intrastat tab

Data required for the Intrastat declarations is summarized under the Intrastat tab. The Intrastat declarations document the cross-border movement of goods between EU member states.

Purchase order document section

This section displays data according to the purchase order document line item.

The fields in detail:

  • Delivery from – displays the location information according to the purchase order document line item
  • Delivery to – displays the location information according to the purchase order document line item
  • (Air)port – displays the (air)port according to the purchase order document line item
  • Nature of transaction – displays the nature of transaction according to the purchase order document line item
  • Transport mode – displays the transport mode according to the purchase order document line item
  • Statistical method – displays the statistical method according to the purchase order document line item
Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Delivery from – displays the location information according to the purchase order document line item. The information is determined by the system and cannot be changed for purchase order confirmation line items.
  • Delivery to – displays the location information according to the purchase order document line item. The information is determined by the system and cannot be changed for purchase order confirmation line items.
  • (Air)port – suggests the (air)port data. The recommended data comes either from the Purchase order document section of the open purchase order confirmation line item or from a previous confirmation line item for the referenced order document line/order change document line item.
    The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
  • Nature of transaction – suggests the nature of transaction. The recommended data comes either from the Purchase order document section of the open purchase order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
  • Transport mode – suggests the transport mode. The recommended data comes either from the Purchase order document section of the open purchase order confirmation line item or from a previous confirmation line item for the referenced order document line item/order change document line item.
    The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the order confirmation is completed.
  • Statistical method – suggests the statistical method. The recommended data comes either from the Purchase order document section of the open purchase order confirmation line item or from a preceding confirmation line item for the referenced order document line item/order change document line item.
    The corresponding country-specific code is determined and displayed by the system.
    You can change this data until the purchase order confirmation is completed.
Line item values tab

Under the Line item values tab, you can find the gross values of the open order confirmation line item.

Purchase order document section

This section displays data according to the order document line item.

The fields in detail:

  • Total gross amount (primary currency) – displays the gross amount in the primary currency according to the order document line item
  • Total gross amount (voucher currency) – displays the gross amount in the voucher currency according to the order document line item
  • Component valuation value – displays the component valuation value according to the order document line item
  • Item price classification – displays the item price classification according to the order document line item

Confirmation section

In this section, you can enter the data confirmed by the supplier. The Change order on completion setting can be used to incorporate the changed data into the purchase order. Deviations are marked in red.

Note
This section is not displayed for purchase order document line items that are open in the item editor.

The fields in detail:

  • Gross amount (primary currency) – displays the gross amount in the primary currency. It results from the gross amount in a foreign currency, taking into account the relevant conversion factors.
  • Gross amount – displays the gross amount in the voucher currency. It is calculated as the gross price * total quantity according to the order confirmation line item, taking into account the price unit and price dimension.
    When determining the amounts for kit items from kit bills of materials, special features apply; you can find them in the chapter Special features for kit items.
  • Component valuation value – displays the component valuation value. It is used to distribute the kit price among the kit’s sub-items, provided that the basic line item is price-relevant. For each component, the component valuation value is determined as the amount in relation to the total quantity in the purchase order, where it can also be changed manually. The component valuation value of the basic line item is equal to the sum of the component valuation values of its sub-items.
    A change is possible for kit components until the purchase order confirmation line item is completed.
    The currency is always the purchasing organization’s primary currency. It cannot be changed.
  • Item price classification – displays the item price classification. It is taken either from the original voucher or, for new confirmation line items, automatically from the item master data.
Special features for kit items

The following options are available for determining amounts for a kit item or for individual kit components:

  • The kit item itself, that is, the kit as a whole, is price-relevant:
    In this case, the total amount for the kit item is arithmetically apportioned to the kit components based on the component valuation values in order to store this price information and then be able to statistically evaluate it, for example.
    Rounding differences may occur because the amounts and prices are rounded to the respective number of decimal places stored. These rounding differences, if any, are included in the calculation for the kit component with the highest cost of goods sold.
  • The individual kit components determine the price:
    In this case, the amounts are determined for each sub-item and then totaled as the amount for the kit item. The price of the basic line item is then calculated based on this amount and the total quantity.
Texts tab

You can enter additional texts and text modules for individual confirmation line items. These texts are for information purposes only and have no further effect. As with the header, any texts from a confirmation line item in the preceding confirmation for the same purchase order document or purchase order change document are adopted.

If an icon appears on the Texts tab button, this is an indication of existing texts.

For more information, see the Texts article.

Status and status changes

The status information of the order confirmation forms an additional, separate information element. With its help, you can quickly get an overview of the current processing status of the order confirmation and the individual confirmation line items. The status information is stored in the system.

Statuses are managed at both the purchase order confirmation level and the individual confirmation line item level. The confirmation header status summarizes the statuses of the individual line items, if applicable.

The statuses of the purchase order confirmation and purchase order confirmation line items in detail:

  • General status:
    • In process
    • Invalid (confirmation header only)
    • Completed
    • Reorganization started (confirmation header only)
  • Cancellation status (line items only):
    • Canceled
    • Not canceled

General status

The general status describes the status of purchase order confirmations in the system. It is determined automatically.

Cancellation status

The cancellation status is only used for purchase order confirmation line items. You can change it manually until the purchase order confirmation item is completed.

Customizing

The following settings are relevant for the Purchase order confirmations application in the Customizing application.

Base function

The following settings of the Base function in the Customizing application are relevant for the Purchase order confirmations application.

General sub-function

  • 1st-3rd internal currency – of up to three internal currencies, one is designated as the primary currency.
    In purchase order confirmations, several fields for prices and amounts may contain a currency that is usually adopted from the master files of the supplier. It must be convertible to each of the internal currencies.
    The corresponding conversion factors are entered in the Exchange rates application. For information about this application, see the Exchange rates article.

Country-specifics sub-function

If the Intrastat parameter is activated for the active OLTP client, the Intrastat tab is displayed both in the identification pane of the application and in the line item editor, allowing you to enter data for the Intrastat declarations.

Purchasing function

The following settings of the Purchasing function in the Customizing application are relevant for the Purchase order confirmations application.

  • Exchange rate usage and Exchange rate category – these settings control the conversion of other currencies to your company’s primary currency for purchasing vouchers.
  • Component valuation price – this setting, only used for kit components, determines a value for each component. The component values are summarized at the kit basic line item levels. If the kit basic line item is price-relevant, the kit price is distributed proportionately to the components based on this valuation value.

Prices sub-function

The settings Partner usage, Multi-item discounts and Order value discounts in the Prices sub-function influence the calculation of prices and amounts in purchasing.

Business entities

The following business entity is relevant for the Purchase order confirmations application. The entity is used, for example, to:

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

Purchase order confirmation: com.cisag.app.purchasing.obj.SupplierConfirmation

The business entity belongs to the following business entity group:

Purchasing voucher data: 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 Purchase order confirmations application.

Organization 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.

In order for a person to see the Purchase order documents query application in the user menu and be allowed to open it, they must be assigned to an organization that is integrated into one of the following organizational structures:

  • Procurement

For a person to be able to query an order document, one of the organizations assigned to them must be entered in the Authorizations table in the Purchase order types application.

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

Special features

There are no special features for the Purchase order confirmations application.

Authorizations for business partners

The Purchase order confirmations application is released for business partners of the Supplier category.

Czy ten artykuł był pomocny?

Wyślij opnie