Creating Collective Purchase Orders (SAP Library

Creating Collective Purchase Orders

Use

Use this procedure to group sales orders and warehouse orders (issue documents) in the one collective purchase order (procurement document).

Procedure

On the Create Collective Purchase Order: Selection and Control Parameters Screen select the issue documents to be combined in the one collective purchase order. Use one of the following options to do this:

Enter at least one distribution center.
Narrow down the documents to be selected using sensible criteria, such as vendor or article.
Define one or more Processing methods. The system only selects items for which the selected processing methods are defined in the distribution profile of the article master assigned to the articles concerned. The processing method must also be valid for the distribution center (distribution center in the site master).
Enter the Procurement period. The system selects the issue document items for which either the article availability date or the transportation lead-time date is within the procurement period entered.
Use the Schedule-line interval to define the maximum time the merchandise should remain in the distribution center.
Enter the document categories to be taken into account and specify whether the quantities should be optimized for the collective purchase order.
Determine whether the system should check for merchandise already procured in the distribution center and for existing procurement documents.
Select a further processing method (initial screen):

Worklist: Here you can group all the issue document items for the same vendor and the same distribution center. All selected issue document items already exist in the worklist.
Individual processing: Here you generate a collective purchase order item for each article, distribution center, and vendor. You then decide which issue document items are to be included in the worklist, and if any should be grouped together further.

Execute the program.

How you now proceed depends on the further processing option you selected:

Processing via a worklist

One potential collective purchase order item is displayed for each article, distribution center and vendor.
You can determine the source of supply in one of two ways:

You can enter the source of supply manually.
You can have the system find a source of supply for you. To do so, select an item and choose Edit ® Find source of supply. If more than one source of supply is available, select one.
You can use automatic supply source determination. If you do not enter a source of supply, the system will find a source of supply when generating the documents.

The processing method is suggested from the distribution profile of the article master, and can be changed as required. The processing method must be the same as that defined for the distribution center.

Select a collective purchase order item and choose Goto ® Display details. All the schedule lines appear for the item and their associated issue document items. On this screen you can also process individual items. See Individual processing.

You have the following options:

Delete the issue document items from the collective processing run. If you do not want specific issue document items to be grouped in this run, select an item and choose Edit ® Delete.
Change the quantity in the collective purchase order item.
Quantity optimizing: To see what happens when you optimize order quantities, choose Edit ® Quantity optimizing. If you set the Quantity optimizing indicator, the system will optimize the quantity in the background when the purchase order is generated.

Choose Edit® Worklist, to obtain an overview of the collective purchase order items contained in the worklist. To delete a complete collective purchase order item from the worklist, select an item and choose Edit ® Delete.

Generate the collective purchase orders by choosing Collective purchase order ® Generate ® Total worklist. A collective purchase order is created for each vendor, and an item for each distribution center.

Individual processing

The system displays the potential collective purchase order item for a particular article and distribution center, together with the schedule lines and the associated issue document items. When you go to the individual processing screen, the worklist is empty. You decide which items are to be grouped together as follows:
You can call up and edit the other collective purchase order items one by one by choosing Edit ® Selection ® .... To edit the items, see Processing via a worklist.
You have two options for selecting the issue document items to be grouped together:

You generate a collective purchase order immediately. All the issue document items displayed on screen are combined to form a purchase order, that is, a collective purchase order is created per article, distribution center and vendor.

You flag items for the worklist. All items displayed are put in a worklist as the one collective purchase order item. This can then be converted later to a collective purchase order for each vendor. As with individual processing, you can group together various articles for the one vendor, by first placing a number of articles you order from the vendor in the worklist.

Choose Edit® Worklist, to obtain an overview of the collective purchase order items contained in the worklist. To delete an item from the worklist, select the item and choose Edit ® Delete.