Material Exchange in Purchase Orders

Use

This function enables you to exchange a part in a purchase order, which you might need to do if:

  • You create the purchase order with reference to a requisition

  • The goods receipt is different than the purchase order.

Features

Material Exchange in a Purchase Order with Reference to a Purchase Requisition

You, the buyer, decide to purchase a different part than the one requested in the purchase requisition. Therefore, you copy the requested part into the purchase order and replace it with

  • One or more fully interchangeable parts

  • One or more one-way or restricted interchangeable parts

The system displays a selection of all the parts that are fully interchangeable and one-way or restricted interchangeable with the original part. You select the parts and adjust the individual order quantities.

When you convert the purchase requisition into a purchasing document (such as, purchase order, contract release, scheduling agreement delivery schedule line, request for quotation), you can assign the requested source of supply to any requisition item. In the source determination, the system also takes account of the suppliers of interchangeable parts.

Caution Caution

If the originally requested part belongs to a MPN-MRP set , the source determination is restricted to the parts in the MPN-MRP set.

End of the caution.
Material Exchange/Distribution After Issuing the Purchase Order

During the ordering process, the supplier might partially or fully exchange the ordered part with another similar part. Partial deliveries of different parts may also take place. It is possible that you learn of this only on delivery.

You have to amend the purchase order item, so that the subsequent processes, such as shipping notification, goods receipt, and invoice verification, actually apply to the parts that were delivered. Subject to the information that you receive from your supplier, you replace the originally ordered part in the purchase order with

  • One or more fully interchangeable parts

  • One or more one-way or restricted interchangeable parts

The system displays a selection of all the parts that are fully interchangeable and one-way or restricted interchangeable with the original part. You select the parts and adjust the order quantities.

Material Exchange in Documents Created with Reference to Contract

If a purchase order item is created with reference to a contract and a material exchange is carried out, the subitems no longer refer to the original contract. As a result of the material exchange, the purchase order item may contain materials that are different to those in the contract. The system displays a message so the user knows that there is no reference to the original contract and the contract is not updated. You can make a Customizing setting to change the message type (error, warning, information).

If a purchase order item referring to a contract was already saved, material exchange is no longer possible for this item. The reference to the contract must be deleted manually and the document saved. If you delete the reference from the item, material exchange is possible again.

Changing a Purchase Order - Creating Subitems

The system generates subitems for the material exchange. The header item is only a "noted item" that contains the original MPN and quantity. The generated subitems are required in the posting of the goods receipt and the invoice.

Activities

Create the purchase order as usual. For more information, see Creating a Purchase Order .

To exchange a part in the purchase order :

  1. In the item overview, select the item with the part to be exchanged and choose Material Exchange .

    The system creates a subitem, which is a copy of the main order item.

  2. In the lower Item group box, select the item details for the main item.

  3. Go to the Material Exchange tab.

  4. Choose Other Material Numbers .

    The Display Interchangeable Parts screen appears; it contains all fully and restricted interchangeable parts, from which you can select.

  5. Select the parts for the exchange.

  6. Enter the Order Quantity .

  7. Save the purchase order.

    Note Note

    If you are not authorized to change a purchase order, you can only exchange parts under Start of the navigation path Logistics Next navigation step Materials Management Next navigation step Inventory Management Next navigation step Environment Next navigation step Part Interchange Item in Purchase Order End of the navigation path (transaction MEM1).

    End of the note.