Creating, Changing, and Displaying a Purchase Order (SAP Library

Creating, Changing, and Displaying a Purchase Order

Use

You can create, change, and display purchase orders on a single screen.

Prerequisites

You can switch between Create, Change, and Display modes only if you have the necessary authorizations.

Procedure

Creating a Purchase Order

To create a new purchase order, click .

Changing a Purchase Order

To change a displayed purchase order, click .

Displaying a Purchase Order

To display or change another document, click , select Purchase order in the next window, and enter the document number.

Creating a Purchase Order

In the SAP menu, choose Logistics ® Materials management ® Purchasing ® Purchase order ® Create ® Vendor/supplying plant known.

The Create Purchase Order screen appears.

Note

The document overview shows you the purchasing documents according to the last-used variant – unless specified otherwise in your personal settings.

You can adopt any PO items listed in the Document overview in the document you are currently creating by selecting the items with the cursor and dragging them onto the shopping basket symbol with the left-hand mouse button depressed.

Enter the necessary data in the relevant screen areas.

You need only enter part of the name in the fields Vendor, Material, Plant, Material group, and Storage location. The system is able to automatically determine the existing vendors, for example, from the text fragment you enter.

Note

You can store default values for all three screen areas.

If, for example, you have stored your purchasing group and purchasing organization in the Default values, you needn’t re-enter this data manually every time. Instead, the system suggests it automatically in each case.

Header data: E.g. vendor and conditions

Item overview: E.g. material, quantity, delivery date, and plant

Note

If you accidentally entered the wrong material, you can change it without having to create a new item. You can also change the item category and plant without having to create a new item.

Item details: E.g. account assignment, schedule lines, vendor confirmations

Note

If you wish to use the repeat account assignment function, proceed as follows:

Enter the desired PO items without an account assignment category.

Then enter the account assignment category in an item.

Enter the account assignment data on the Account Assignment tab page and click Repeat on to activate the repeat account assignment function.

Then enter the account assignment category in the remaining items or use the fast change function if you wish to specify an account assignment for a large number of items.

Click Repeat off to switch off the repeat account assignment function.

Check the data entered.

If necessary, click Header details and Item details to expand the respective detail data areas.

Click in the upper left-hand corner of the relevant screen area to collapse the area again.

Fast change

If you wish to change data in numerous items of the item overview, you can use the fast change function.

Select one or more columns and click to change the data. Enter the new value in the window that now appears.

If you do not select any columns, a further window appears, in which you can choose the fields you wish to enter from the complete range of existing fields.

Processing faulty items

An status in the status column shows you whether items are faulty. Click on the status column for the relevant item in order to process the error.

To access the error log containing the messages for all items, click on the toolbar.

Click to save the purchase order.

Note

If the purchase order still contains faulty or incomplete items, you can Hold the PO and continue processing it later.