Display Delivery Due List and Create Inbound Deliveries 

Use

The delivery due list shows the supplier which materials are to be delivered in what quantities and when the delivery should take place. The list contains all data that is relevant for the delivery process. The system determines the requested delivery quantities by using the forecast delivery schedule from the ERP System. It also determines the scheduling agreement schedule lines for the ERP scheduling agreements without a delivery schedule history, the forecast delivery schedules from the APO System and purchase orders from the ERP System.

The delivery due list makes it possible to list the documents that exist for a delivery (purchase order delivery schedule lines or quantity/date lines from the scheduling agreement releases) for a particular period. It also makes it possible to generate shipping notifications (ASNs) for the materials in a delivery directly. This supports the shipping activities of the supplier. When you are creating ASNs, the delivery due list enables you to also select the packing instructions provided by the customer and to print the shipping documents/pack labels locally.

The user can access the screen for entering ASNs from the document overview screen of the delivery due list. In the overview screen, the system groups together all documents for which the Supplier, Plant and Unloading Point match. You can copy only document items that have the same group number into a joint ASN.

It is possible to determine packing instructions for the delivery quantities and to assign these instructions to the material. You can then print a delivery note.

This Internet application contains the following functions:

·         Overview with list of all purchasing documents that are assigned to the supplier,

-         purchase order items with an open quantity and date,

-         open scheduling agreement schedule lines (scheduling agreements without delivery schedule history in the ERP System),

-         the previous forecast or JIT delivery schedule for a scheduling agreement with history (scheduling agreement and delivery schedules in the ERP System, the delivery schedules in the related APO System (Release 3.0)).

The purchasing documents are sorted according to the following hierarchy:

-          by relevance, that is, whether ASNs can be created for them at all;

-          by groups (same supplier, plant, unloading point).

·        Selection screen for shipping notifications with open quantities

·         Creation of ASNs

·         Assignment of packing instruction / cancellation of assignment

·         Provision of additional packaging materials

·         Printing of a delivery note and a pack label

SAP has provided only access to a printing function from the Supplier Workplace for the printing of shipping documents and pack labels. SAP does not provide printing programs that print an ASN so that it looks like a delivery note at the supplier (Sender: name of supplier, Recipient: customer plant, and so on). Nor does SAP provide a program for printing pack labels. See also Printing of Documents from the Supplier Workplace.

Prerequisites

·         If you want to create inbound deliveries from the delivery due list, you must have set the confirmation key in the function for scheduling agreements in the ERP System. For information on this, see: Procurement Using Vendor Confirmations.

·         To be able to print the inbound delivery document locally, you must set the corresponding message determination and enter/assign a printing program for this message type.

·         So that open quantities appear as the default value when you create ASNs, you must enter the parameter DDL1_QTY_PROP and set the value ‘X’ for it in the user maintenance function (Tools → Administration → User Maintenance → Users; tab page Parameters).

Procedure

Navigate in the delivery due list:

...

       1.      In the Workplace, you choose Delivery Due List or the description that you have selected for this application.

The system displays a list of all purchasing documents that are assigned to your suppliers.

The selection corresponds to those from the function Process Open Scheduling Agreement Releases and Purchase Orders.

       2.      You can use the Search Criteria to restrict/extend your selection or to change the supplier. You can restrict the delivery due list so that the system selects only documents that have at least one delivery date that lies in the period to be examined. This delivery due horizon, that is always from today to “n” days in the future, can be set freely by the user.

       3.      In the Total Qty. to Deliver/Schedule Lines column, you can expand the total line and display scheduling details. The user can see from which and from how many individual dates the total quantity results. In contrast to the display of scheduling agreement releases and purchase orders, the delivery due list function displays the cumulative, open quantity for the document immediately in the overview screen.

The buttons Expand Schedule Lines / Collapse Schedule Lines also result in this being displayed.

       4.      If you have entered a grouping, the system displays all documents that can be contained in one ASN. This allows the user to see immediately which documents can be selected together in the second step – the creation of inbound deliveries. The rule for the formation of these groups is that each individual document (purchase order item or scheduling agreement release) must have the same entries for Supplier, Receiving Plant and Unloading Point.

       5.      If the confirmation control key for shipping notifications in the ERP scheduling agreement has been set accordingly, you can use an indicator in the column Sel. /Group to select this purchasing document and choose the button Copy selected item(s) into ASN to create an inbound delivery for this document. The first open, total quantity is then entered as the default value in the list of items for this purchasing document if the corresponding parameter has been set in the user settings (see above). You can select as many purchasing documents as you wish to be able to deliver several items for different purchasing documents in the same inbound delivery.

       6.      By choosing the icons  and  you can select or deselect all documents in the overview list for which you can create inbound deliveries.

       7.      If you want to update the data, choose the Refresh button. The system may need some time to refresh the data depending on the amount of data that exists.

       8.      Choose the Expand Schedule Lines / Collapse Schedule Lines buttons if you want to see details for the total line.

Create ASNs:

...

       1.      If you have selected one or more items for creating an inbound delivery, choose the Copy selected item(s) into ASN button.

The Delivery Due List: Create Advanced Shipping Notification screen appears.

You can copy only items that have the same group number into an ASN. If the user selects items with different group numbers and tries to copy these to an ASN by choosing Copy selected item(s) into ASN, an error message appears.

The system displays the following information in the header area of the Create Advanced Shipping Notification screen:

Delivery No. (Supplier): number given to the delivery note by the supplier

Document Date: date of the delivery note at the customer, for example, the date on which the delivery note was created or printed.

Delivery Date: date on which the materials (that is, the inbound delivery items) are expected to arrive at the recipient (that is, the customer). The system proposes the current date as default.

Delivery Time: time at which the materials (that is, the inbound delivery items) are expected to arrive at the recipient.

Means of Transp. Type: list of various means of transport that are defined using IDs in the manufacturer’s system, for example, truck, rail, and so on.

Means of Transport ID: additional ID for the means of transport, for example, license plate, and so on.

Bill of Lading: number given to bill of lading

Inbound Delivery Group:freely-definable grouping term that can be used to group different inbound deliveries logically so that the grouping can be documented at the recipient. In Germany, some deliveries could be identified by using the delivery-loading reference number that is usual in the automotive supplier industry. 

Regular Route: indicates in the receiving system that the inbound delivery will arrive through an existing and valid regular route.

The item area of the screen contains the following information:

Item: sequential numbering of ASN items

Product: product number given to the material by the operator of the Supplier Workplace, that is, the manufacturer.

Purch. Doc. / Item: document number and item number of the purchasing document (purchase order, scheduling agreement) that is referred to by the ASN item.

Delivery Quantity: quantity of the corresponding material that is being notified to the customer in this ASN. The supplier can enter a quantity here.

Open Quantity: quantity that the overview list shows as open for the entered key date and that is therefore expected by the customer.

Unit: unit of measure of the quantities entered in the quantity fields.

Packing Status: entry showing whether the material has been packed already or not.

       2.      To enter header texts for the ASN, choose the Maintain Header Text button.

       3.      By choosing the Additional Packing Items button, you can enter additional packaging materials that are provided for the material to be delivered.

       4.      Different icons appear in the item list depending on whether the items have already been assigned packing instructions or not. By choosing the icon , you access a new screen in which you can assign the individual items to a packing instruction. By choosing , you cancel this assignment.

If a packing instruction has already been assigned, the quantity in the ASN cannot be changed anymore. If you want to change this quantity, choose the icon .

5.       When you want to pack the individual items, choose the icon .

The Delivery Due List: ASN and Packing Details screen appears. In the upper screen area, the system once again displays the header data for the inbound delivery. The lower screen area contains the following information:

Product: material number given to the item by the manufacturer. The product number can refer either to the product that is to be packed or to the packaging material.

Product (Supplier): material number given to the item by the supplier

Description: text that the manufacturer enters for the item

Delivery Quantity: quantity of the item

Unit: unit of measure for the displayed quantities

In addition, you can select one of the following functions:

By choosing the Pack with Packing Instruction button, you can assign a different packing instruction instead of the proposed packing instruction. By choosing the Clear Packing Proposal button, you cancel the packing instruction, that means, the system ignores it in the inbound delivery. The existing packing data is deleted and the overview list appears again.

       5.      The system creates an inbound delivery in the manufacturer’s system only after you have chosen the Save ASN button in the Create Advanced Shipping Notification screen. The number that the system gives to the inbound delivery appears in a new field. It is possible that the system creates several inbound deliveries. If this is the case, you have the option of accessing an ASN again and displaying the data.

       6.      If you want to print the delivery note, choose Print Delivery. See Printing of Documents from the Supplier Workplace.