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The functionality to create a purchase order automatically at goods receipt is normally used when vendors deliver urgently the required material for which the corresponding purchase order could not be created due to time reasons.

Therefore, the purchase order generated this way is rather simple, and many fields and settings cannot be completed in the same way than when a normal purchase order is created directly in the transaction ME21N.

 

We will discuss the case of a goods receipt with the movement types 101 and 161 (in this last case, to create a return posting which generates a return purchase order in the background). In general, only movement types for which you can enter goods receipts for purchase orders can be used.

 

The required steps are as follows:

 

SETTINGS IN THE CUSTOMIZING

 

 

1) In OMJJ or under the IMG path:

 

Materials Management

-> Inventory Management and Physical Inventory

     -> Goods receipt

          -> Create Purchase Order Automatically.

 

Make sure that the flag for “Automatic PO” (V_156_VC-XNEBE) has been set for the movement types 101 and 161.

 

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2) In the same transaction OMJJ, this time under the folder “Field selection (Enjoy)”, or under the IMG path:

Materials Management

-> Inventory Management and Physical Inventory

     -> Settings for Enjoy Transactions

         -> Settings for Goods Movements (MIGO)

             -> Field Selection per Mvt Type

 

Make sure that the entry for the movement type 101 and the field name LIFNR (Vendor) has been created and set to optional entry. Make the same setting for the movement type 161.

 

3) In OMJX or under the IMG path:

 

Materials Management

-> Inventory Management and Physical Inventory

     -> Settings for Enjoy Transactions

         -> Settings for Goods Movements (MIGO)

             -> Field Selection for MIGO.

 

The field OK_NOT_ORDERED should be set to ‘Input’.

 

4) Make sure that the system is able to determine a Purchasing organization automatically: This is done under the IMG menu path:

 

-> Enterprise Structure

   -> Assignment

      -> Materials Management

         -> Assign standard purchasing organization to plant.

 

 

5) In OMH5 or under the IMG path:

 

Materials Management

-> Purchasing

     -> Define Default Values for Document Type        

 

There should be a default Document Type for the Purchase Order assigned to the transaction MB01:

 

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This Document Type will also be taken in case the posting is made with the transaction MIGO. There is no option to set several Document Types in this process. Only one can be specified which will apply to both, MB01 and MIGO.

 

This Document Type (NB) in this example, needs to be subject to an internal number assignment (it is mandatory the use of an internal number range since the Purchase Order is automatically created and there is no option for the user to specify it externally). This is made under the IMG path:

This is made under the IMG path in two steps:

 

1) Definition of the number range:

 

Materials Management

-> Purchasing

     -> Purchase Order

          -> Define Number Ranges

 

2) Assignment of the internal number range to the Document Type:

 

Materials Management

-> Purchasing

     -> Purchase Order

          -> Define Document Types

 

 

 

 

SETTINGS IN THE APPLICATION

 

1) The material that we are receiving must have a Purchasing Group assigned in the ‘Purchasing view’ of the material master (MM01/MM02; field MARC-EKGRP).

 

Alternatively, a Purchasing group must have been maintained in the Vendor Master (MK01/MK02, under the ‘Purchasing data’ section).

 

Note: If you only maintain the Purchasing group in the purchasing info record, the automatic generation of purchase orders during goods receipt will not work, as only certain data is taken from the info record.

 

2) A material info record which links the material and the vendor and sets a price must exist. The price for the purchase order will be taken from here and not from the material master data (standard price or moving average price).

It is not necessary that conditions have been set up in this info record. If a purchase order has been created before for this combination of material and vendor and this purchase order has been updated as ‘Last Document’ of the info record, the price will be taken from this document.

 

 

 

 

 

STEPS IN THE TRANSACTION MIGO

 

1) Select the Business Transaction A01-“Goods Receipt” & R01-“Purchase Order” and the movement type 101. Leave the field to enter the purchase order number empty.

 

 

2) In the middle of the screen, between the Header Data and the Detail Data, you should be able to see a row of icons. One of them is called ‘Non-ordered item’ (on the right-hand side).

If you press this icon, the item fields in the Detail Data sub-screen should allow you to enter data.

 

image 

 

 

3) When you press this “Non-Ordered Item” icon, the movement type at header level and also the movement type at item level (under the “Where” tab”) might change to 501. If this is the case, please, change the movement type at header level back from 501 to 101. You will receive a warning about changing the default settings. Just accept and continue.  The movement type 101 set at header level will transferred to the item level. The next time that you re-execute this same process the movement type will not be changed again since you have changed the default settings.

 

4) Now that the fields are available to be completed at item level, enter the relevant information in each tab: Material number, Quantity, Plant, Storage Location, Vendor and any other data if needed (delivery note, serial number, etc.). Flag the item as OK and post the material document.

 

5) When you display the material document in MIGO, the newly created Purchase Order will be shown under the “Purchase Order Data” tab.

The Delivery Completed Indicator will be set (the Purchase Order is considered to be closed) since the goods receipt quantity matches the ordered quantity. No further goods receipts are expected.

 

6) In the case the goods movement is created with the movement type 161, the procedure is the same one: The Business Transaction should be again A01-“Goods Receipt” & R01-“Purchase Order”, but now the movement type should be 161.

 

Again, when you click in the “Non-Ordered Item” icon, the movement type at header level and also the movement type at item level (under the “Where” tab”) might change to 101. If this is the case, please, change the movement type at header level back from 101 to 161. You will receive the warning about changing the default settings. Accept and continue.

Every time that you change the movement type for the same combination of transaction event and reference document, the movement that you enter manually will be overwritten by the default settings. You will need to re-type the right movement to use, and then, this movement will be saved into the defaults. The next time you use the combination of transaction event and reference document the default setting will be considered.

 

Enter the relevant data at item level, flag the item as OK and post the material document.

 

The Purchase Order created in the background will be shown under the “Purchase Order Data” tab. The Returns Item indicator will be flagged.

 

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The Purchase order item created will also be flagged as returns (EKPO-RETPO set).

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