Topic overview

This article describes the application-related actions that are available in the Purchase orders application and in the Cockpit: Purchase orders and Cockpit: Purchase orders/line items query applications.

The fields of the Purchase orders application are described in the Purchase orders article.

Instructions for handling purchase orders, e.g. how to enter or edit purchase orders, can be found in the article Procedures: Purchase orders.

Purchase order types are used to identify purchase orders. They contain settings and default values and define, among other things, the category of purchase orders (e.g. consignment orders). They are described separately in the article Purchase order types.

Actions for processing

The actions described in this section are used for processing a purchase order.

Standard actions

The standard actions [New], [Duplicate header], [Refresh], [Validate], [Save], and [Delete], as well as the interaction between the line item table and the line item editor are described in the article General actions for voucher processing.

Other actions for generating purchase orders

[Generate from quotation…] action

Use the [Generate from quotation…] action under the [New] button in the standard toolbar to create a purchase order from an existing supplier quotation. If you work with supplier quotations, this procedure is recommended because the data already entered in the supplier quotation is transferred and therefore does not have to be entered again. The system also creates voucher references so that you can work with the voucher references chain.

Effects

The system creates a new purchase order based on the selected quotation. The following data is transferred from the quotation to the order: the supplier, specific data from the voucher header and the line items. Missing data is taken from the purchase order type and the supplier or item master data.

When transferring the quotation line items to the purchase order, you can choose between individual transfer and complete transfer. You activate the individual transfer using the [Accept line items using editor] function. If it is activated, the quotation line item is first transferred to the line item editor as a new order line item. You can edit it and then transfer it to the line item table of the purchase order.

If the function is not activated, the complete transfer takes place. All quotation line items are transferred to the order as new line items in the table in one step and the order is saved immediately. After this, certain data, such as the identification of an item, can no longer be changed. If an error occurs during transfer, the system automatically switches to individual transfer mode.

When transferring line items individually, additional buttons are available in the line item editor for editing them. These are described in the article General actions for voucher processing.

When saving, the order status of the transferred quotation line items and the quotation header is updated. A voucher references chain relationship is created between the order header and the quotation header and between the quotation line items and the corresponding order line items. In addition, the identification of the corresponding quotation line item is displayed for each order line item in the Quotation line item field.

Generating from a supplier quotation comparison

The Compare supplier quotations application displays quotations that have been received in response to a purchasing RFQ. The user can compare the supplier quotations and generate one or more purchase orders from them, e.g. to order different requested items from different suppliers. Quotation line items from the same supplier can be combined in one order.

Further information can be found in the article Compare supplier quotations.

Generating from a purchasing recommendation

A purchasing recommendation is a recommendation calculated by the system about items to be ordered and their quantities as well as the timing of the order. Purchasing recommendations are automatically generated by the system in the Calculate purchasing recommendations and Generate purchasing recommendations applications. The Purchasing recommendations application is used to edit the calculated purchasing recommendations. If required, you can also generate new purchase orders there.

Further information can be found in the Purchasing recommendations article.

Generating from a sales order (external third-party order)

For a sales order with third-party order line items, a purchase order can be generated for these line items in the Sales orders application and in the Cockpit: Sales orders and Cockpit: Sales orders/line items query applications using the [Generate purchase orders] action.

Further information can be found in the article Sales orders: Actions.

Third-party orders are described in detail in Introduction: Third-party orders.

Rescheduling dates

The description of the actions [Reschedule delivery date…] and [Move preferred date…] can be found in the article Actions: Reschedule reminder date, shipping date, delivery date, preferred date.

Completing delivery and billing

In the standard toolbar, under the [Edit delivery dates and status] button, you can find actions for completing a delivery or billing line items, described in the following sections.

[Complete delivery manually…] action

Use the [Complete delivery manually…] action under the [Edit delivery dates and status] button in the standard toolbar to complete the delivery of line items with a quantity not equal to zero (0) ahead of time. Use this action if you do not need to assign receipt of goods to the relevant line item anymore. Open invoices remain unaffected by this action.

The manual completion of delivery is logged for each line item and visualized in the status icon using a blue frame around the delivery status.

Further information can be found in the article Actions: Complete delivery and billing line items manually.

[Remove manual completion of delivery…] action

You can use the [Remove manual completion of delivery…] action under the [Edit delivery dates and status] button to cancel the manual completion of the delivery for individual or all line items.

Further information can be found in the article Actions: Complete delivery and billing line items manually.

[Complete billing line items] action

You can use the [Complete billing line items] action under the [Edit delivery dates and status] button in the standard toolbar to complete the billing status of line items with a zero quantity (0) ahead of time. Use this action if no further supplier invoice is to be assigned to the respective line item.

This action is not available for the Consignment order category.

Further information can be found in the article Actions: Complete delivery and billing line items manually.

Canceling line items/removing cancellation

Purchase order line items to which no receipt of goods or supplier invoice has been assigned yet can be canceled. Receipts of goods and supplier invoices that belong to a canceled purchase order line item are rejected by the system. In contrast to deleted line items, canceled line items remain in the system.

If all line items of an order are canceled, the entire order is marked as canceled.

Information on the effects can be found in the Effects chapter.

Information on the individual actions can be found in these chapters:

• Canceling multiple line items
• Removing the cancellation of multiple line items
• Canceling a single line item in the line item editor
• Removing the cancellation of a single line item in the line item editor

Effects

Canceling a line item

• Status – the delivery status, invoicing status, and status for internal billing are marked as Completed. The quantity allocations are set to 0.
• Prices and values – the net price and line item values (e.g. gross amount, net amount, cash discount value, cost value) are set to 0. The delivered or invoiced quantity and the corresponding open quantities and values are also set to 0.
• Weights – the gross weight, net weight, and volumes are set to 0.
• Availability – the line item is no longer available.
• Sub-items – if there are sub-items for the basic line item, all sub-items are also canceled.
• Header – if all line items of the order are canceled, the order header is also canceled.
• Referenced quotation line item – if the line item is connected with a quotation line item through a reference, the total quantity of the order line item is calculated from the ordered quantities of the order line item.
• Referenced contract line item – if the line item is connected with a contract line item through a reference, the total quantity of the order line item is calculated from the called quantity of the contract line item.

Removing the cancellation of a line item

• Status – the delivery status, invoicing status and the status for internal billing are entered again.
• Prices – the net price and line item values (e.g. gross amount, net amount, cash discount value, cost value) are recalculated.
• Weights – the gross weight, net weight, and volumes are recalculated from the item master data.
• Availability – the line item is again available as usual.
• Sub-items – if there are sub-items for the basic item, the cancellation is also removed for each sub-item.
• Basic line item – if the cancellation of a sub-item is removed and the basic line item is canceled, the cancellation of the basic item is also removed.
• Header – if the order header is canceled, the cancellation of the order header is also removed if the cancellation of a line item is removed.
• Referenced quotation line item – if the line item is connected with a quotation line item through a reference, the total quantity of the order line item is added to the ordered quantities of the quotation line item.
• Referenced contract line item – if the line item is connected with a contract line item through a reference, the total quantity of the order line item is added to the called quantity of the contract line item.

Canceling multiple line items

You can cancel individual or all line items using the [Cancel line items…] action under the [Edit delivery dates and status] button in the standard toolbar.

Removing the cancellation of multiple line items

Use the [Delete cancellation of the line items…] action under the [Edit delivery dates and status] button in the standard toolbar to remove the cancellation of individual or all line items.

Canceling a single line item in the line item editor

Use the [Cancel] action under the [Actions] button in the line item editor toolbar to cancel the line item that is being edited in the line item editor and has not been canceled yet.

Removing the cancellation of a single line item in the line item editor

Use the [Delete cancellation] action under the [Actions] button in the line item editor toolbar to remove the cancellation of the canceled line item that is being edited in the line item editor.

[Change delivery partner data…] action

You can use the [Change delivery partner data…] action under the [Actions] button in the standard toolbar to change the data (name, address, contact person) of a delivery partner for multiple line items at the same time.

Further information can be found in the article Actions: Change delivery recipient data/delivery partner data.

[Change delivery data…] action

You can use the [Change delivery data…] action to change the delivery term, the shipping terms, and the carrier of the line items on the basis of an already saved document. If necessary, the freight costs are also updated.

Further information can be found in the article Action: Change delivery data.

[Change invoicing terms…] action

You can use the [Change invoicing terms…] action under the [Actions] button in the standard toolbar to display the valid invoicing terms at a glance in a dialog box. If necessary, you can edit the displayed invoicing terms manually, even if line items already exist. This editing is independent of the status of the order and the order line items. The invoicing terms for blocked orders can also be edited.

Once the action has been confirmed, the prices and amounts are recalculated using the changed invoicing terms.

Further information can be found in the article Action: Change invoicing terms.

[Change pseudo item descriptions…] action

With the [Change pseudo item descriptions…] action in the standard toolbar and the [Change pseudo item description…] action in the line item editor, you can store different descriptions for pseudo items used in the line items.

Further information can be found in the article Action: Change pseudo item description(s).

This action is not available for the Consignment order category.

Changing the general status

Actions for editing the general status of an open purchase order are available under the [Actions] button in the standard toolbar. You can change the status of individual order line items using the corresponding actions that are available under the [Actions] button in the line item editor toolbar when a line item is open in the line item editor.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

Further information on the meaning and effects of the general status of the order and the individual order line items can be found in the Purchase orders article.

[Release] action

You can use the [Release] action under the [Actions] button in the standard toolbar to change the general status of the order to Released. This releases both the header and all line items.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

[Release line items…] action

Through the [Release line items…] action in the standard toolbar under the [Actions] button, you can release the header and optionally all or selected line items.

[Block] action

You can use the [Block] action under the [Actions] button in the standard toolbar to change the general status of the order to Blocked. This blocks both the header and all line items.

Further information can be found in the article Actions: Release, block, and complete voucher or line items.

[Block line items…] action

Through the [Block line items…] action in the standard toolbar, you can block all or selected line items. This does not change the status of the voucher header.

[Release] action (line item editor)

If the voucher header has the status Released, the [Release] action is available for line items in the line item editor toolbar under the [Actions] button.

The line item in the line item editor is immediately assigned the Released status by executing the action both in the line item editor and in the line item table. The voucher does not have to be saved for this action.

[Block] action (line item editor)

If the voucher header does not have the Completed status, the [Block] action is available for line items in the line item editor under the [Actions] button.

The line item in the line item editor is immediately assigned the Blocked status by executing the action both in the line item editor and in the line item table. The voucher does not need to be saved for this action.

[Find and add line items…] action (line item table)

In various voucher applications, such as Purchasing RFQs, Supplier quotations, Purchase orders, Sales orders, Distribution orders, etc., you can use the [Find and add line items…] action to search for suitable line items from other vouchers and add them to the target voucher. The source voucher in which the line item is searched for may or may not have the same voucher category as the target voucher. Other voucher categories are also available as sources.

In contrast to the [Duplicate] function in the line item editor, only selected data such as the item identification and quantity are copied from the source voucher line item.

Further information can be found in the article Action: Find and add line items.

[Find and add external manufacturing line items…] action (line item table)

You can use the [Find and add external manufacturing line items…] action to combine external manufacturing line items from different purchase orders. External manufacturing line items are transferred from one purchase order to another purchase order. The action is available if the open purchase order contains an external manufacturing line item.

If you select the action, a dialog window opens in which you can select the desired line items. After you confirm your selection, the system adds the selected external manufacturing line items to the open purchase order. At the same time, the external manufacturing line items are deleted from the purchase orders from which they were transferred.

If there are no more line items in a purchase order, the order header is also deleted.

[Find and add item…] action (line item table)

With the [Find and add item…] action in the toolbar of the line item table, you can add new line items to the purchase order by searching for purchasing items, supplier items or, if applicable, item characteristics.

Further information can be found in the article Action: Find and add item.

[Find and add variant item to reference item…] action (line item table)

Using the action [Find and add variant item to reference item…] in the line item table toolbar opens a dialog window in which you can search for variant items for a reference item and enter a total quantity for each of the desired variant items. If you then select the [Accept all selected] action, new basic items are automatically created and saved for the line item table of the voucher if no errors prevent saving. If errors occur, the transfer can be carried out using the line item editor.

Further information can be found in the article Action: Find and add variant item to reference item.

[Alternative variant…] action (line item editor)

Use the [Alternative variant…] action in the line item editor toolbar under the [Actions] button to select a variant item for a reference item opened in the line item editor. If a variant item is already open, select an alternative variant item.

You can find further information in the article Action: Select variant item for reference item.

[Price origin…] action (line item editor)

The [Price origin…] action in the line item editor toolbar under the [Actions] button shows you the origin of the prices found and automatically determined as well as some associated values.

This action is not available for the Consignment order category.

You can find further information in the article Action: Price origin.

[Update accounting data] action (line item editor)

Using the [Update accounting data] action in the line item editor toolbar under the [Actions] button, the account assignment data is determined from the master data, taking into account the calculation time point (header) and delivery date (line item), and inserted into the respective fields.

This action is not available for the Consignment order category.

The following data is updated:

• Account origin
• Account
• Cost center
• Cost unit

The action is only available if the following requirements are met:

• The current user is an internal employee
• The voucher can be edited
• No deletion marker is set for the line item
• The line item has not been canceled
• The cost unit can be changed manually

[Inventory values…] action (line item editor)

The [Inventory values…] action opens a dialog window in which inventory values are displayed for the item assigned to the line item that was opened in the editor.

Contract release order (when transferring from the line item editor)

Supplier contracts are contractual framework agreements for the delivery of goods or services between a supplier and their own company in the role of the customer. Contracts are used via contract release orders in purchase orders. A released contract line item can be assigned to a purchase order line item either automatically or manually.

You call off a contract line item manually by entering the identification of the associated contract and the line item number in the Contract line item field.

If the Automatic contract selection parameter is activated for a purchase order line item, the contract release order is carried out automatically. The system determines all matching contract line items. If only one contract line item matches, it is automatically transferred to the Contract line item field. If several matching contract line items are found, the Contract selection dialog window opens, in which you can select an appropriate line item.

This contract selection is not available for the Consignment order category. If there are several suitable contract line items, the last suitable one is always used in this case.

Effects

The contract status of the contract line item is updated. A voucher reference is created between the purchase order line item and the contract line item as well as between the order header and the contract header. If a gross price is stored in the contract line item, this is adopted as the gross price of the order line item. The price origin is changed to Contract.

The total quantity and the gross amount of all call-offs are cumulated in the contract line item as the quantity or value called off. To do this, the called-off quantity of the contract line item is increased in the contract line item by the total quantity of the item ordered and the called-off value is increased by the gross amount of the order line item.

At the same time, the open quantity and the open value are updated accordingly in the contract line item.

[Recalculate] action

You can use the [Recalculate] action in the standard toolbar under the [Actions] button to recalculate the amounts of a voucher if required. The recalculation normally takes place automatically when saving, provided that the functions for order value discounts or multi-item discounts are activated or their usage has been changed.

This action is not available for the Consignment order category.

If you would like to recalculate all supplier quotations, purchase orders, sales quotations, sales orders, and distribution orders, you can use the batch application Recalculate quotations and orders.

Generation of subsequent vouchers and output of voucher documents

A purchase order can be further processed in the Purchase orders application by generating a subsequent voucher. As a rule, a separate dataset is also created for this via corresponding business entities. At the same time, many of these actions also generate a voucher document.

Many of the actions can also be executed in the cockpit applications for purchase orders. The actions in a cockpit application correspond to the actions of the same name in the Purchase orders application.

Actions for generating purchase orders and order changes

A purchase order document is the voucher document for a purchase order. The purchase order document is used to inform the supplier of the agreements made in the purchase order. Various actions are available in the Purchase orders and Cockpit: Purchase orders applications to generate a purchase order document.

[Generate and output priced purchase order document…] action

The action [Generate and output priced purchase order document…] can be used to create a purchase order document with price details and output the corresponding voucher document. The gross price of the line item is shown on the voucher document for each line item.

[Generate and output unpriced purchase order document…] action

The action [Generate and output unpriced purchase order document…] can be used to create a purchase order document without price details and output the corresponding voucher document.

[Output purchase order change document…] action

The [Output purchase order change document…] action can be used to create a changed “purchase order document” and output the corresponding voucher document. A purchase order change document tracks the changes to previously created purchase order documents or order changes and displays them. Use the purchase order change document to inform the supplier of changed purchase order line items.

A purchase order change document can only be created for a purchase order if a purchase order document already exists for this order. If this purchase order document includes prices, then all purchase order changes for this order also include prices. If this purchase order document is without price details, then all purchase order changes for this order are also without price details.

In order for a purchase order change document to be generated, no purchase order confirmation must be in process for the respective purchase order. The order must also have the order status Purchase order change document required.

Preconditions

A purchase order change document can only be created if at least one purchase order document exists. If an order document already exists, no further order document can be created.

A purchase order change document can only be generated if no purchase order confirmation is being processed for the respective purchase order.

The header must be marked with the purchase order status Purchase order change document required.

The following data and settings are relevant for the status Purchase order change document required of a line item when comparing an order with the last order document/order document change:

• Cancellation flag
• Item
• Identifier
• Total quantity or delivered quantity

• Preferred date

• Delivery partner (identification, name, address)
• Delivery term (incl. location reference)
• Shipping terms
• Warehouse
• Delivery recipient (identification, name, address)
• Texts for the purchase order document

If prices are used according to the original purchase order document, the following data and settings are also used for the comparison:

• Gross price
• Price dimension and price unit
• Discounts 1 to 4
• No base discounts
• No multi-item discounts
• No order value discounts

The following data and settings are relevant for the purchase order status of the header:

• A line item has not been ordered
• A line item has been deleted
• A purchase order change is required for a line item
• Confirmation required

• Confirmation until

• Invoicing party (identification, name, address)
• Payment terms
• Payment method
• Fixed value date
• Texts for the purchase order document

If prices are used according to the original order, the following data and settings are also used for the comparison:

• Discounts 1 to 4 according to the header
• No multi-item discounts
• No order value discounts

Effects

The system generates a voucher document of the Purchase order document type for the purchase order using the determined or specified output medium and with the format according to the stored or selected voucher document template.

Prior to this, a Purchase order document business entity is created as a separate dataset, which contains the data of the purchase order document or purchase order change document. The newly created order document or order change document is linked to the purchase order by a voucher reference and serves as the basis for the output.

The total quantity of the order line item is normally taken as the quantity to be ordered. If it is specified in the Customizing application for the purchasing organization in the Purchasing function that the delivered quantity is to be accepted for completed order line items, then the delivered quantity is accepted for completed order line items instead of the total quantity. The amounts of the line items are determined accordingly and also transferred. The prices are displayed as gross prices on a purchase order document or purchase order change document.

When a purchase order change document is created, the line items are compared with the last purchase order document or purchase order change document created for this purchase order and the result is noted in a change status. This status contains information on whether the line item has been added, changed, removed or canceled since the last purchase order document or purchase order change document. If the order line item has been canceled since the last purchase order document or purchase order change document, this is also noted in the change status.

[Output confirmation reminder…] action

If the Confirmation required parameter is activated for both the last purchase order document and the order and a confirmation is still outstanding for either the purchase order document header or one of the line items of the last purchase order document and the Confirmation until date has expired, a confirmation reminder can be issued for the purchase order. This always refers to the last purchase order document or purchase order change document and not to any deviating current data of the purchase order.

Preconditions

The Confirmation reminder voucher document can only be issued if the Confirmation outstanding parameter is activated in the order header and the date in the Confirmation until field is less than or equal to the current date (i.e. today or in the past).

Effects

Each time the action is executed, the system generates the Confirmation reminder voucher document using the determined or specified output medium and with the format according to the stored or selected voucher document template.

The voucher document lists all line items of the last purchase order document with their current confirmation status.

If required, the printed confirmation expediter level can be increased. You can also enter a voucher date for the voucher to be generated.

[Output delivery dun…] action

For a purchase order, you can use the [Output delivery dun…] action to issue the Delivery dun voucher document. All line items that have not been delivered in full are listed in the delivery dun.

Preconditions

The Delivery dun voucher document can only be output if there are order line items whose delivery status is not Delivered in full.

Effects

Each time the action is executed, the system generates the Delivery dun voucher document using the determined or specified output medium and with the format according to the stored or selected voucher document template.

Only those order line items whose delivery status is not Delivered in full are listed in the voucher document.

The Number of delivery duns counter is increased by one in the purchase order.

Actions for returning delivered items

You can use various actions to return delivered items to the supplier. The actions are described in the following chapters:

• [Generate delivery order for return of goods…] action
• [Generate delivery order and output return of goods slip with inventory posting…] action
• [Generate delivery order and output return of goods slip without inventory posting…] action

These actions are available in the Purchase orders and Cockpit: Purchase orders/line items applications.

The actions [Generate delivery order for return of goods…] and [Generate delivery order and output return of goods slip with inventory posting…] cause the outgoing quantities to be posted, i.e. they are the counterpart to posting the receipt of goods.

The action [Generate delivery order and output return of goods slip without inventory posting…], on the other hand, has no effect; it can only be used to issue a delivery order for the return delivery.

[Generate delivery order for return of goods…] action

The [Generate delivery order for return of goods…] action is used to create a delivery order for the return of items to the supplier. This delivery order can be picked and packed. Inventory postings are generated when a final delivery slip is created.

Preconditions

A return of goods with an inventory posting is only possible for item quantities from those purchase order line items for which the following conditions are met:

• General status: Released
• Delivery status: Delivered in part or Delivered in full

Effects

When this action is executed, a Delivery order business entity is created first. The delivery order type stored in the Delivery order type for return of goods field in the purchase order type is used as the delivery order type. If no delivery order type is stored there, the delivery order type stored in the Customizing application (Returns of goods function), is used in relation to the purchasing organization of the order.

The date entered in the dialog box for executing the action is used as the voucher date.

The quantity of an order line item to be returned is taken from the allocated quantity stored in the Delivery order for return view of the line item table in the Purchase orders application. In this case, the delivered quantity of the order line item is immediately reduced. The open quantity and the corresponding values and statuses also change.

In the Purchase orders application, the allocated quantities in the Delivery order for return view of the line item table are set to zero.

The delivery order can be picked and packed.

Please note that when posting the delivery order, the posting key according to the Customizing application (Purchasing function, Returns of goods sub-function) is relevant in relation to the purchasing organization.

[Generate delivery order and output return of goods slip with inventory posting…] action

The [Generate delivery order and output return of goods slip with inventory posting…] action is used to create a delivery order with inventory postings for item quantities to be returned and to issue the corresponding return of goods slip at the same time. The precondition is that the relevant purchase order line item has the general status Released and the delivery status Delivered in part or Delivered in full.

Preconditions

A return of goods with an inventory posting is only possible for item quantities of those purchase order line items for which the following conditions are met:

• General status: Released
• Delivery status: Delivered in part or Delivered in full

In addition, the return with an inventory posting is not possible under the following conditions:

• The item is managed in at least one other item unit in addition to the 1st item unit
• The warehouse is structured with the use of storage locations

Effects

When this action is executed, a Delivery order business entity is created first. This delivery order is delivered directly and the Delivery slip voucher document for the return of goods is issued.

The date entered in the dialog window is used as the voucher date.

The quantity of an order line item to be returned is taken from the allocated quantity stored in the Return of goods slip with inventory posting view of the line item table in the Purchase orders application.

A corresponding inventory posting is also made, since the receipt of the ordered items was posted with the receipt of goods. Now the issue of the returned item quantity is posted as the “opposite”. The corresponding values and quantities are reduced in warehouse inventory management.

The delivery order type stored in the Delivery order type for return of goods field in the purchase order type is used as the delivery order type. If no delivery order type is stored there, the delivery order type stored in the Customizing application, (Purchasing function, Returns of goods sub-function), in relation to the purchasing organization, is used.

Please note that when posting the delivery order, the posting key according to the Customizing application, (Purchasing function, Returns of goods sub-function) in relation to the purchasing organization is relevant.

The action [Generate delivery order and output return of goods slip with inventory posting…] has the following effects on the purchase order and the vouchers associated with it:

• The delivered quantity for the order line item is reduced accordingly and displayed in the line item table under Delivered. The allocated quantities in the Return of goods slip with inventory posting view of the line item table are set to zero.
• The quantity open for delivery for the order line item changes, as does the quantity of this order line item that has not yet been invoiced.

• The status of the order line item and the status of all vouchers and voucher line items linked to the order item via a voucher reference are updated accordingly by the system.

[Generate delivery order and output return of goods slip without inventory posting…] action

The [Generate delivery order and output return of goods slip without inventory posting…] action is used to create a delivery order without inventory postings for item quantities to be returned and to issue the corresponding return of goods slip at the same time. The precondition is that the header and the relevant purchase order line item are marked with the general status Released.

Further information can be found in the Inventory postings article.

Preconditions

A return without an inventory posting is only possible for item quantities if both the relevant purchase order line item and the purchase order header are marked with the general status Released.

Effects

When this action is executed, a new business entity Delivery order is created first. This delivery order is marked directly (without inventory postings) with the status Delivered and the voucher document Delivery slip for the return of goods is issued.

The delivery order type stored in the Delivery order type for return of goods field in the purchase order type is used as the delivery order type. If no delivery order type is stored there, then the delivery order type stored in the Customizing application, (Purchasing function, Returns of goods sub-function), in relation to the procurement organization, is used.

The date entered in the dialog window is used as the voucher date.

The quantity of an order line item to be returned is taken from the allocated quantity stored in the Return of goods slip without inventory posting view of the line item table in the Purchase orders application.

In the Purchase orders application, the allocated quantities in the Return of goods slip without inventory posting view of the line item table are set to zero.

The delivered quantities, status and values of the order line items do not change.

[Generate delivery orders for external deliveries…] action

You can use the [Generate delivery orders for external deliveries…] action to create delivery orders of the External delivery category for pickups, external third-party orders or deliveries to an internal location.

Preconditions

The action is only available if a delivery order type is defined in the Delivery order type for external delivery field in the purchase order type.

Settings

When you execute the action, a dialog window opens in which you can define the following settings:

• For deliveries to – in the For deliveries to field, you specify the categories of external deliveries for which the delivery orders are to be created. The following options are available:
  • All – all purchase order line items that meet the other requirements are taken into account.
  • To customer by pickup – the purchase order line items in which a delivery term with the delivery method Pickup is used are taken into account. With this selection, you create delivery orders for which you can generate pickup slips.
  • To customer by supplier delivery – the purchase order line items in which a delivery term with the delivery method Delivery is used are taken into account. With this selection, you create delivery orders for external third-party orders for which you can generate third-party order delivery slips.
  • To internal site by pickup – the purchase order line items in which an internal site is specified as the delivery recipient are taken into account. You can use this selection to generate delivery orders, e.g. for deliveries from the supplier to your issues warehouse.
• Include only open delivery quantity – with the Include only open delivery quantity parameter, you can determine whether the quantity already delivered of a purchase order line item is taken into account when determining the quantity to be delivered of the delivery order.
  If you activate the parameter, the quantity already delivered is deducted from the total quantity of the line item. Otherwise, the total quantity, minus any canceled quantity, is used as the quantity to be delivered.
• Group by delivery date – with the Group by delivery date function, you can determine whether grouping should be based on the delivery date of the purchase order line item in addition to the other grouping criteria when creating the delivery order.
• Automatically confirm warnings – when executing the action, warnings may occur which you must confirm so that the delivery orders can be generated. After you have read the warnings, you can use the Automatically confirm warnings function to have them automatically confirmed when the action is executed again.

Effects

Delivery orders of the External delivery category are created for the purchase order line items in accordance with the settings. The delivery order type stored in the Delivery order type for external delivery field in the purchase order type is used as the delivery order type.

The date entered in the dialog window is used as the voucher date.

The purchase order line items are grouped into delivery orders based on the following criteria:

• Delivery partner
• Delivery term
• Shipping terms
• Carrier
• Delivery date (according to settings)

When generating delivery orders, only the line items that match the specified characteristics and are marked with the status No delivery order in process (as part of the external delivery status) are taken into account. For purchase orders for which an order confirmation is required, only the line items marked with the confirmation status Confirmed are taken into account.

The purchase order line items taken into account receive the status Delivery order in process (as part of the external delivery status).

The quantity to be delivered of a delivery order results from the total quantity of the purchase order line item minus any canceled quantity and, according to the settings, minus any quantity already delivered.

The delivered quantity and the delivery status of the purchase order line items are only updated when either the delivery order is completed or the supplier invoice is posted. This is defined in the purchase order type.

[Generate supplier invoices for third-party orders…] action

With the action [Generate supplier invoices for third-party orders…] action you can generate supplier invoices for external deliveries as part of an external third-party transaction if a supplier credit memo method is used for the supplier.

Preconditions

• In the purchase order type, the option By reporting the external delivery is selected in the field Delivery status update external third-party order
• The use of the credit memo method has been defined in the partner’s supplier data for the supplier to be used as the invoicing party
• For the linked sales order line item, the option External third-party order is selected in the Purchasing link field
• The header and the line items of the purchase order to be invoiced are released

Effects

A supplier invoice line item is generated via the open invoice quantity in the purchase order line items.