OTB Procurement - SAP Documentation

Use

This function is used to procure budget for purchase orders and grouped purchase order documents in the worklist that have the status OTB Check Negative and to make the result for the OTB checkpositive.

This can be done using:

Document changes

You change the current document or other documents belonging to the same budget so that the planned values are adhered to.
Special release

You apply for permission to exceed the planned budget. A budget manager can authorize this.

On the SAP Easy Access screen, choose Start of the navigation path Logistics Next navigation step Retailing Purchasing Seasonal Procurement Open-to-Buy (OTB) End of the navigation path

OTB Procurement (transaction WOTB1 )
OTB Procurement: Special Release (transaction WOTB6 )

Integration

In the OTB check with and without reference to a contract, the special release always overrides contract Customizing. This means that the special release always uses the budget that is still available, irrespective of the settings in contract Customizing regarding the use of the contract budget or the budget flagged as not being for contracts.

For more information, see OTB-Relevant Contracts .

Using the Business Add-In WRF_POTB_X_SELECT_E ( BAdI: Selection Criteria OTB Procurement Open Documents ), you can implement customer-specific selection criteria for OTB procurement.

Prerequisites

The prerequisites are the same as for the OTB check, for example, regarding the system behavior when the result of the OTB check is negative. For more information, see OTB Check .

Features

The worklist for OTB procurement contains all purchase order documents with insufficient budget (with a negative result for the OTB check). The following information is available in the application functions for OTB procurement:

The header data for the purchase order document
The item and schedule line data for the purchase order
The header data for all documents still open for a schedule line budget number for the purchase order document with a negative check result.
The item and schedule line data for a selected open purchase order document
The budget information for the selected purchase order document and for documents for other delivery periods.

There are several ways to procure budget for the purchase order document with the negative result:

Change the purchase order document with the negative check result itself.

For more information, see OTB Procurement Item and Schedule Line Data (Quick Guide) .
- Reduce the quantity of a purchase order document item or schedule line.
  
  By doing this, you reduce the budget that is required. This can mean that sufficient budget is now available, or that budget you reserved earlier for a budget number is released and therefore available again, or both.
- Delete a schedule line in a purchase order document item
  
  The system releases the budget that was reserved for the budget number. However, an order document item must have at least one schedule line. If the check result of all schedule lines for a purchase order document item is positive, the item in question has the status OTB Check Positive . If the check result is negative, the item status is OTB Check Negative .
- Delete a purchase order document item
  
  The system releases the budget that was reserved for the budget number. The status of a deleted purchase order document item is always OTB Check Positive . If the check result of all purchase order document items is positive, the purchase order document also has the status OTB Check Positive. If the check result is negative, the status of the order document is OTB Check Negative .
- Shift the delivery date of a purchase order document item or schedule line to another delivery period
  
  This can result in a new budget assignment. If this is the case, the system releases budget previously reserved for the old budget number so that it can be reused. The system then checks the budget required by the new budget number.
Change another open document that is assigned to the same budget number as the purchase order document item or schedule line.

For more information about changing open documents, see Item and Schedule Line Data for Open Documents (Quick Guide) .
- By reducing the quantity of the purchase order document item or schedule line, you can reduce the budget required. This allows you to release reserved budget for the relevant budget number, which you can then use for the purchase order document with the negative result.
- Delete a schedule line in a purchase order document item
  
  The system releases the budget that was reserved for the relevant budget number and uses it for the purchase order document that got a negative result. However, an order document item must have at least one schedule line.
- Delete a purchase order document item
  
  By deleting a purchase order document item, the budget already reserved for the budget numbers in question is released and used for the purchase order document with the negative result.
OTB special release for a purchase order document

For more information, see OTB Procurement Header Data (Quick Guide) .

If you cannot procure sufficient budget by changing the purchase order document, you can set the Special Release Requested indicator (even if you are not authorized to change the purchase order document). An authorized individual can then perform the special release for the purchase order document. The system then assigns the status OTB Check Positive , and in the budget number it reserves budget that is still needed by setting the OTB Special Release indicator. The budget number is then overbooked by at least this amount.

Note
If OTB procurement is not possible, you can cancel the purchase order documents completely in the worklist for purchase order processing in seasonal procurement.

You can restrict change authorizations to prevent any unpermitted OTB procurement being performed.

End of the note.

See also:

Budget Number