Storing Incoming Purchasing Documents with Workflow 

Use

After they have been scanned, you can file away quotations and order acknowledgments that vendors have sent you in printed form (as hardcopies) on an electronic content server.

Storage for subsequent entry is supported for quotations. Storage for subsequent assignment is supported for order acknowledgments. In both cases SAP Business Workflow is integrated.

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

You can carry out both storage processes using bar codes instead of SAP Business Workflow (see Storing Incoming Purchasing Documents with Bar Code).

Prerequisites

Technical Realization (MM-PUR)

Object Types

Link Table

TOA01

Document Class

TIF

Document Type

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

Description

Document type

Assigned workflow task

Quotation

MEIQUOTA

WS24500028

Acknowledgment of PO

MEIORDERSP1

WS24500012

Acknowledgment of scheduling agreement

MEIORDERSP2

WS24500039

Acknowledgment of contract

MEIORDERSP3

WS24500040

Enhancements

No enhancements are planned.

Preparation and Customizing (MM-PUR)

You need not make any settings in Customizing for Purchasing.

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 acknowledgment or quotation in print-format is scanned and placed on a content server via Office ® Business documents ® Documents ® Store. At the same time, a workflow is started in the R/3 System, which places a work item in the integrated inbox of the buyer responsible.

The buyer processes the work item. The stored acknowledgment or quotation is displayed in a window.

The remaining activities differ according to whether you are processing quotations or acknowledgments:

The buyer goes to the transaction for entering a quotation. He or she enters the number of the RFQ and can then enter the quotation data.

A dialog box appears, in which the buyer enters the number of the PO, scheduling agreement or contract to which the acknowledgment relates. The buyer then branches to the screen for processing the relevant purchasing document and enters the acknowledgment number.

It is only possible to enter the acknowledgment number on the item detail screen. Acknowledged quantities and dates cannot be entered via Item ® Confirmations ® Overview.

The buyer saves the relevant data. At the time of saving, the system links the R/3 system document to the stored print-format document.

Displaying Stored Print-Format Documents

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