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Author's profile photo Micheal Mathews

No PO without PR

Purpose of this Configuration

Consider there is a business requirement that there should be no Purchase Order (PO) in SAP without a Purchase Requisition (PR). The system should block buyers from raising a PO if they fail to provide a valid PR reference. There are many ways in SAP to go about this configuration, I will be explaining how the same can be done using Function Authorizations and Parameter ID’s in SAP.

We first execute T-Code OMET and create a new Function Authorization: Z1 “No PO without PR” and check mark the field which states ‘Ref. to Purchase Requisition’ and save the Function Authorization.

Screen%20OMET

Screen OMET

At this point we have only setup a function authorization in SAP which will not allow a user to make a PO without a PR. However, this function will not work unless it is assigned to the SAP ‘Buyer’ User ID. This function needs to be invoked by assigning parameter ID ‘EFB’ under the Parameters Tab in User Maintenance.

We execute T-Code SU01 and maintain the following:

Parameter ID: ‘EFB’

Parameter Value: ‘Z1’

Z1 will invoke the function authorization we defined in transaction OMET

Screen%20SU01

Screen SU01

In order to verify that the above configuration is functioning as expected, we attempt to create a PO without any reference to a PR from User ID “Buyer” using T-Code ME21N. We noted that the system gave an error stating “You have no authorization to create without reference to another document

The error would not go unless reference to a PR is given in the PO.

Screen%20ME21N

Screen ME21N

In this blog we understand how we can make use of SAP’s inbuilt functionality to resolve a business issue, without the need for developing a custom code to achieve the same result.

I will conclude by saying that this method is effective only if parameter “EFB” along with function authorization “Z1” is maintained for every single buyer in the SAP system. If any buyer is not configured as per the configuration mentioned above the buyer will be able to create a PO without a PR.

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      7 Comments
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      Author's profile photo Denis Vieira da Silva
      Denis Vieira da Silva

      Hi Michael Matthews

      Nice post, because it will help me in a demand in the business area.

      Thanks.
      graciously
      denis

      Author's profile photo Micheal Mathews
      Micheal Mathews
      Blog Post Author

      Hi Denis,

      Thank you for your kind words, i am happy my blog could help you 🙂

      Regards,

      Michael

      Author's profile photo Fawad Tung
      Fawad Tung

      Hi! Michael Matthews,

       

      I need to ask what if I want to stop the user from adding additional line item to the PO when being created with reference to PR. If I do what you have suggested the system will stop the user from creating a PO without PR completely.

      What I intend to do is, allow the user to create a PO without PR but yet at the same time when referring to a PR, it may not be allowed to add in new materials.

       

      Regards

       

      Fawad Tung

      Author's profile photo Micheal Mathews
      Micheal Mathews
      Blog Post Author

      Hey Fawad,

      Yes with the above configuration the buyer can only make a PO with reference to a PR. I am not aware of any configuration which will help you achieve what you mentioned in your question. Do let me know if you figure a way out for this i would love to know.

      Thank you

      Author's profile photo support Basis
      support Basis

      Can we have a function where the user cannot create the PO until the PR is fully approved?

      Author's profile photo Ravi Chander Naik Mudavath
      Ravi Chander Naik Mudavath

      Can we have a function where the user cannot create the PO until the PR is fully approved?

      Author's profile photo Micheal Mathews
      Micheal Mathews
      Blog Post Author

      Hi Ravi Chander Naik Mudavath

      Yes that would be possible and for that you would have to enable the PR release strategy in SAP, but i would suggest you rather keep the approval process at the PO level so that individual teams can approve their PO.

      This is because many times from 1 PR multiple teams make their PO's so now you will face an approval issue of who will approve the full PR amount ?

      In my opinion the approval at the PO level is more effective because now the person approving the PO has given authority to purchase XYZ item.

      Regards,

      Micheal