Storing Incoming Purchasing Documents with Bar Code 

Use

You can apply a bar code to quotations and order acknowledgments sent to you in printed form (as hardcopies) by your vendors, and then have them electronically scanned and stored on a content server. You can do the same with purchase requisitions originating within your enterprise. The documents are then forwarded to Purchasing or some central department in order for their data to be processed. The employees responsible enter the bar code shown on the document into the relevant R/3 system document.

Storage for subsequent entry is supported for quotations and purchase requisitions. Storage for subsequent assignment is supported for order acknowledgments.

You will find information on these document storage processes in the SAP ArchiveLink component:

For background information, refer to Store for Subsequent Entry

Process: Store for Subsequent Entry

Procedure: Store for Subsequent Entry

For background information, refer to Store for Subsequent Assignment

Process: Store for Subsequent Assignment

Prerequisites

Technical Realization

Object Types

Link Table

TOA01

Document Class

TIF

Document Type

The following types of document are provided in the standard system:

Description

Document type

Quotation

MEIQUOTA

Acknowledgment of PO

MEIORDERSP1

Acknowledgment of scheduling agreement

MEIORDERSP2

Acknowledgment of contract

MEIORDERSP3

Purchase requisition

MEIREQUIS

Enhancements

No enhancements are planned.

Preparation and Customizing

In Customizing for Purchasing, you have to enter the print-form document types against the R/3 system document types.

We recommend that you define your own R/3 system document types for processing with bar codes. Otherwise a dialog box enabling you to enter a bar code appears each time you save a document of this type.

The basic pre-settings in SAP ArchiveLink are contained in Customizing.

For more information, refer to the following sections:

Activities

Storing Print-Format Documents and Creating or Assigning R/3 Documents

The incoming order acknowledgment, quotation, or purchase requisition in print-format is provided with a bar code, scanned and placed in a content server via Office ® Business documents ® Documents ® Store. The documents in print-format are forwarded to the employees responsible.

The employee proceeds as follows:

He or she changes the R/3 system document to which the incoming acknowledgment relates, and enters the acknowledgment number on the item detail screen.

The employee can also enter acknowledged quantities and dates via Item ® Confirmations ® Overview. To enable the bar code number to be recorded in the system, it is essential that the acknowledgment number is entered on the detail screen.

He or she changes the RFQ and enters the quotation data.

He or she creates a purchase requisition.

The employee saves his or her data. A dialog box then appears, in which the bar code number shown on the print-format document must be entered.

When the employee confirms the data entered in the dialog box, the R/3 document is linked to the stored scanned document.

Displaying Stored Print-Format Documents

From the display of the R/3 system document, choose System ® Display links ® Stored documents.