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 Purchase Order Worklists

 

You can find the purchase order worklists on the Purchase Orders screen. You can use the worklists to check which purchase order items need action from your side, you can perform the required actions, or just check the status of purchase order items.

The system contains several different worklists so that you can select the one that covers the task you want to execute on the purchase order items. Depending on the worklist, a different set of actions is available.

Worklists

Items to Confirm

These worklists show the purchase order items that the customer has placed in SAP Supply Network Collaboration (SAP SNC), and that are awaiting confirmation. You use these worklists mainly for confirming purchase order items.

Purchase order items in these worklists are items whose request schedule lines are not fully covered by confirmation schedule lines. For example, you may find partially confirmed items as well in these worklists.

Based on the collaboration status of the purchase order item, four worklists of this type are available:

  • New items

    New purchase order items from the customer. You, as a supplier, have not confirmed them yet (even a partial confirmation has not happened)

  • Changed items

    Purchase order items modified by the customer. You have not confirmed the updated items yet. You may have confirmed the original request.

  • Rejected confirmations

    Items you have already confirmed, but your confirmations were different from what the customer requested. For example, the quantity or a date did not match the request. The customer rejected these previous confirmations, and expects you to confirm these purchase order items again.

  • Items to confirm

    This worklist contains the items of all three collaboration-status-based worklists listed above.

Actions that you can perform on purchase order items in these worklists are:

  • Confirm

    Confirm a purchase order item as it was requested

  • Confirm with deviation

    Confirm a purchase order item with deviation (quantity, shipping date, or delivery date does not correspond to the request)

  • Reject

    Reject a purchase order item

Confirmed Items

This worklist contains purchase order items that have been confirmed, but are still open (they have the item status neither Closed nor Canceled). You can use this worklist to check the purchase order items that you have already confirmed, or reconfirm them.

Both items that have been fully confirmed and items that have been partially confirmed are displayed here.

Actions that you can perform on purchase order items in this worklist are:

  • Reconfirm

    Reconfirm a purchase order item

  • Confirm with deviation

    Confirm a purchase order item with deviation (quantity, shipping date, or delivery date does not correspond to the request)

  • Reject

    Reject a purchase order item

All Items

This worklist contains all purchase order items (both confirmed ones and not yet confirmed ones) that are still open (they have the item status neither Closed nor Canceled). In other words, all items in the above-mentioned worklists are displayed in this worklist.

The actions you can perform on an item depend on the confirmation status of the item.

Items Due for ASN Creation

This worklist contains schedule lines that are considered due for ASN creation. Settings that the customer has made in SAP SNC define which schedule lines are determined due for ASN creation.

In this worklist, the only possible action is creating an ASN.

Note Note

For this worklist, only the table view is available.

End of the note.
Items with Unread Notes

This worklist lists those purchase order items awaiting confirmation that have new notes: notes that none of the supplier users at your company has read yet. Notes may contain important additional information.

The purchase orders listed here can have different statuses, therefore the actions available for items in this worklist depend on the status of a specific item.

Flagged Items

This worklist lists those purchase order items awaiting confirmation that you (or another supplier user at your company) have considered important, and flagged them for follow-up.

The purchase orders listed here can have different statuses, therefore the actions available for items in this worklist depend on the status of a specific item.

Features

Time Left Until Confirmation

In the Customizing for SAP SNC, user interface (UI) add-on for purchase order collaboration, the customer can define until when he or she expects the supplier to respond to a purchase order in the UI add-on for purchase order collaboration.

You, as a supplier, can see the time left until confirmation for each purchase order item, and you can sort the worklist based on this criterion in order to see which purchase order items are the most urgent ones.

Overview of Request and Confirmation Schedule Lines

In the table view, you find the R:C column, which displays how many request schedule lines and confirmation schedule lines a specific purchase order item contains.

You can also display this information in the Purchase Order Details screen, among the item-level data (see Purchase Order Details).

Related ASNs

For those purchase order items that have ASNs created for them, you can display the related ASNs, and, if applicable, the ASN due quantity (open quantity that is due for ASN creation).

Notes

Both customer and supplier can add additional textual information to purchase order items, at header or at item level. The system displays how many notes belong to a specific purchase order item, and how many of them are unread. For example, 1/3 means that there are 3 notes added to the purchase order item, and one of them is unread.

Flagging Items

You may consider some purchase order items specially important. You can flag these items in order to find them later easily. When an item loses its importance, remove the follow-up flag.

Search

You can use the Search field to find items in an already loaded worklist that fulfill certain criteria. When you enter a value in the Search field, the system searches that certain value in the following fields:

  • Purchase order and item number

  • Product

  • Product description

  • Ship-to location

  • Ship-from location

  • Requested quantity

  • My product description

  • Requested shipping date

  • Requested delivery date

The search returns the items that fulfill the search criteria.

Note Note

In case the worklist is filtered, the search does not run on the items that are filtered out.

End of the note.

Delete the value from the search box to get the complete worklist.

Search works the same way both in the card view and in the table view.