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 Underdeliveries, Overdeliveries, and Final Deliveries

Purpose

During entry of a goods receipt for a purchase order, the SAP system proposes the item's open purchase order quantity as the quantity received. If the quantity delivered differs from the open order quantity, you can change the proposed quantity.

Whenever you enter a goods receipt item, the system compares the quantity delivered with the open order quantity. The SAP System can therefore determine and report under or overdeliveries immediately.

What Is the Open Purchase Order Quantity?

The open purchase order quantity is the quantity still to be delivered for an order item. It is calculated as the difference between the quantity ordered and the quantity delivered to date. If the entire order quantity or more has already been delivered, the open purchase order quantity equals zero.

The open purchase order quantity is automatically adjusted whenever goods are received for an order item or when the order item is changed.

Underdeliveries

In the standard system, underdeliveries are allowed. The system interprets the quantity received as a partial delivery and accepts it as such. The system issues a warning message indicating that there has been an underdelivery.

It is also possible to enter an underdelivery tolerance percentage in the order item. When a quantity of goods is received that lies within the underdelivery tolerance range, the quantity is interpreted as a partial delivery and is accepted as such. The system does not issue a warning message. If the quantity of goods received lies below the underdelivery tolerance, the system issues a warning message.

If the underdelivery is not a partial delivery but a final delivery, you have to set the "delivery completed" indicator.

Note Note

In Customizing for Inventory Management, you can define that the “delivery completed” indicator is set automatically if the underdelivery lies within the tolerance limits. In this case, the system interprets any underdeliveries within the tolerances as final deliveries.

End of the note.
Overdeliveries

In the standard, overdeliveries are not allowed. In the event of an overdelivery, the system issues an error message.

If overdeliveries are to be allowed, you can specify the following data in the purchase order:

  • Unlimited indicator

    If this indicator is set, overdeliveries of any size are allowed. The system does not issue any message.

  • Overdelivery tolerance

    You can enter a percentage overdelivery tolerance in the purchase order. If a quantity of goods received is larger than the order quantity plus the overdelivery tolerance, it is not accepted by the SAP system.

"Delivery Completed" Indicator

The "delivery completed" indicator specifies whether a purchase order item is considered closed. This means that no more goods receipts are expected for this item. If the "delivery completed" indicator is set, the open purchase order quantity becomes zero, even if the full quantity has not been delivered. It is still possible to post goods receipts of remaining quantities, but these no longer change the open purchase order quantity.

In Customizing for Inventory Management , you can define that the “delivery completed” indicator is set automatically in the order if:

  • the total quantity was delivered

  • the underdelivery or overdelivery lies within the tolerances

If an underdelivery lies outside the tolerances, you can set this indicator manually for the order item during entry of the goods receipt to indicate that delivery for the order item is to be considered complete.

If you enter a return delivery or reversal for an item whose "delivery completed" indicator has already been set, so that the delivered quantity falls below the underdelivery tolerance limit, the “delivery completed” indicator is automatically reset. In this case, the system issues a warning message informing you that the “delivery completed” indicator has been reset. If you are not expecting another delivery, you can reset the “delivery completed” indicator manually. After you do this, the system will no longer change the “delivery completed” indicator automatically.

The “delivery completed” indicator has the following effects:

  • The purchase order item is considered closed, even though the total quantity may not have been delivered.

  • Although a further delivery is not expected, it is still possible.

  • At the time of the next goods receipt, the system suggests the item as unselected.

  • The purchase order item can be deleted, even if the total quantity was not delivered.

    Note Note

    Although the “delivery completed” indicator is not set, a purchase order item is still considered closed if the full quantity has been delivered. In this case, the “delivery completed” indicator is not required.

    End of the note.