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FSH_PO_MASS_MAINTAIN - Purchase Order Workbench

CPI1466 during Backup   General Data in Customer Master  
This documentation is copyright by SAP AG.

Purpose

You can change multiple purchase orders (PO) or stock transport orders (STO) quickly and efficiently based on the business process needs.

For example, you can reevaluate a PO for some of the following situations:

• The PO quantity is too large for a single vendor to fulfill.

• The existing vendor cannot deliver all the goods on time, but another vendor can.

• You can obtain one of the PO items from a different vendor at a better price.

You can view or run this report in the following modes:

• Mass Overview: This is purely a display mode. You can view header and item information belonging to multiple POs simultaneously. This is the default mode.

• Mass Change: You can use this mode to update fields in a set of POs together. You can either manually change the field values or use Fast Change to change multiple fields at the same time.

• Split PO: You can use this mode to either create a new line item within the same PO or to create a new PO based on changes in the field values.

• Alignment: You can also align open account assigned purchase requisitions to freely available POs based on the configured business rules defined in the system.

Prerequisites

Features

You can work on both non-diversion and diversion POs using this report.

• Non-Diversion PO

In Mass Change mode, you can change the header or item details for the selected POs or STOs.

In Split PO mode,

• At the header level, if you change the header data or select the New PO checkbox against the PO, the target item is created in a new PO. Otherwise, the target item is added as a new item to the same PO.

• At the item level, you can change the plant, storage location, quantities, delivery date, and stock segment for the target item. Also, you can use the Activate Split checkbox to automatically fill the Reduce Quantity field with the value of Order Quantity or manually change the Reduce Quantity.

• Diversion PO

Diversion POs are created due to the quantity reduction or cancellation of third-party orders or individual purchase orders.

In Mass Change mode, you can change the header or item details for the selected POs. You can see the diversion status of the POs at item level in Mass Change, Split PO, and Mass Overview modes.

In Split PO mode,

• At the header level, if you change the header data or select the New PO checkbox against the PO, the target item is created in a new PO. Otherwise, the target item is added as a new item to the same PO. The newly created POs or items are always of the non-diversion type.

• At the item level, you can change the plant, storage location, quantities, delivery date, and stock segment for the target item. Also, you can use the Activate Split checkbox to automatically fill the Reduce Quantity field with the value of Order Quantity or manually change the Reduce Quantity.

• Traceability

You can track the origin of new PO line items using the Ref Doc, Ref Item, and Ref Action fields at item level of Split PO, Mass Overview and Mass Change modes. These fields are non-editable.

• Fast Change

This option allows you to change multiple entries for multiple fields at the same time, as follows:

1. Select an editable column or columns and choose Fast Change. The system displays the selected columns.
2. Enter the new values in the corresponding fields and choose Continue to apply the changes to the fields.
3. You can change multiple rows by selecting one or more rows at a time along with single or multiple fields.

You need to select at least one editable column. This option is available for both header and item levels in Split PO and Mass Change modes.

Example

You select the Stock Segment column at item level of the Mass Change or Split PO screens. The system displays the stock segment along with the article because the stock segment is dependent on the article. You enter values for the article with the stock segment and choose Continue to adopt the stock segment to the selected rows. You enter a stock segment valid for a plant and segmentation strategy and choose Simulate or Save.

• Nullify alignment between Purchase Requisition Item and account assigned PO Item

This feature allows you to nullify the alignment, that is, remove purchase requisition (PR) item reference from the selected account assigned purchase order item. Alignment for purchase order items with follow-on documents cannot be nullified.

You cannot nullify the alignment for VAS items that are directly associated to the main purchase order item. You can only nullify the alignment for these VAS items if the alignment is nullified for their main item. As soon as the alignment between the PR and PO item is nullified, the system automatically deletes these VAS items from the corresponding purchase order item.

Once the PR item reference is nullified, the account assigned purchase order item is converted to a normal purchase order item.

This feature is available only at the item level in the Mass Changemode.

To nullifying account assigned purchase order variant items grouped under a generic article, select the Opt. entry checkbox for the field selection key UP1F (Sub-item, variant) for the fields Account assignment category and Item category in Customizing for Materials Management under Purchasing >> Purchase Order >> Define Screen Layout at Document Level.

You can track the origin of the PO line items for which the alignment is nullified using the traceability fields at item level. The traceability fields now contain the details of the original sales order with which it was referenced to. In addition, the diversion status of the nullified PO line item is now In Process.

• Alignment

This feature allows you to assign open account assigned purchase requisitions to freely available purchase orders in the system. So basically, you enable the system to consume existing purchase orders to fulfil the demand from open account assigned purchase requisitions instead of creating new account assigned purchase order items every time.

In other words, alignment is a creation of new account assigned PO item after consuming the open quantity from the existing open purchase order item to fulfill the account assigned purchase requisition items demand.

You can choose to select the appropriate account assigned purchase requisition items by giving the necessary details inside the selection screen.

You can enter a delivery date horizon (in days) which in-turn displays a list of proposals of open purchase order items with respect to the selected purchase requisition items from which you can choose an appropriate PO Item as a default proposal for alignment.

You have additional capability to align PR items with

• Purchase order items that have the diversion status In Process.

• Purchase order items having different season or plant when compared to purchase requisition items.

If needed, you can align all subitems that are grouped under the same generic article or structured article (BOM) in a sales order, when the subitems are received through the purchase order items. During this process, subitems under the same generic article or structured article cannot be aligned separately. You can also align all subitems belonging to the same generic article or structured article (BOM) inside a sales order, to a single purchase order item when needed.

You can also define the minimum percentage of the open quantity that a purchase order item is to contain in relation to the requested quantity of the selected purchase requisition item before it can be proposed for alignment.

Selection

To run the report, proceed as follows:

• Select the Mass Maintenanceradio button to display only the mass maintenance related search criteria or select the Alignmentradio button to display only the alignment related search criteria.

For Mass Maintenancerelated selection, proceed as follows:

• Enter a purchasing document type and select the Diversion PO or Non-Diversion PO radio button. To limit the number of documents, enter the header or item details of the PO and run the report. For example, you can filter all purchase orders created for a plant or all purchase orders with a specific delivery date range.

• To run the report in parallel processing mode, enter the packet size and the server group, and choose Execute.

• On the Mass Overview screen, select the POs from the worklist under Vendor\Purchasing Document and choose Adopt Selection. You can also navigate to the VAS (Value Added Services) Redetermination report, Season Redetermination report, and Dateline Workbench.

• Choose Mass Change to change POs or Split to divide the POs.

• In Mass Change mode, you can change the header and item data of multiple POs. You can change the fields specified in the Customizing activity Define Fields for Mass Change Mode in Purchase Order Workbench.

• On the item screen of Mass Change mode, select the Nullify PR-PO Item Alignment button to nullify the purchase requisition item reference from the selected account assigned purchase order item.

• In the Split PO mode, you can change the header and item details.

Under the Header section, the system creates a new line with the company code, purchasing group, purchasing organization, and vendor details. You can edit the vendor, company code, or order type in the header details.

Under the Item section, you can edit the following fields and the system creates a new line item in the same PO or a new PO:

1. Plant
2. Storage Location
3. Reduced quantity by
4. Stock segment
5. Status
6. Delivery date
7. Requirement segment (relevant only for STOs)

• You can view the status of the purchase order at header level after processing the POs.

For Alignmentrelated selection, proceed as follows:

General tab

• Select the General tab to enter search details regarding material, sales order (SO) or purchase requisition (PR). Material details are mandatory if the document details are not entered. If either the necessary details regarding SO or PR Items are entered, Material details need not be entered.

• You must select the Include Third-party Ordercheckbox or Include Individual Purchase Ordercheckbox, or both from the Generaltab.

• Select the Article-based checkbox to display the purchase requisition items within the tree content in the Articles\Ship-to Party\Purchase Requisition Items order.

By default, the purchase requisition items within the tree content are displayed in the Ship-to Party\Articles\Purchase Requisition Itemsorder.

Example:

For generic article with variants, the Articles node is split into generic article followed by variants. The tree structure is therefore Ship- to Party\Generic Article\Variant\Purchase Requisition Items. Each variant has its own entry in the tree structure.

For structured articles, the Articles node is split into article followed by its components. The tree structure is therefore Ship-to Party\Structured Article\Component\Purchase Requisition Items. Each component has its own entry in the tree structure. This works only for sales assortment (LUMF) header articles containing components.

For single articles, the Articles node consists only of articles. The tree structure is therefore Ship-to Party\Article\Purchase Requisition Items.

Conditions tab

• Select the Conditionstab to set rules based on which open purchase order items are selected for the account assigned purchase requisition items

• You can use the Delivery Date Horizon (Days)field to enter a delivery date range (in days) which should display a list of proposals of open purchase orders items available within the entered day range.

• Select the Sort Dates Ascendingradio button to sort the PO items based on the ascending order of the delivery date.

• Select the Sort Dates Descendingradio button to sort the PO items based on the descending order of the delivery date.

• Select the Group by Purchase Requisitionradio button to process each purchase requisition document item individually. Processing of purchase requisition document items can happen multiple times to a purchase order document.

• Select the Group by Purchase Order radio button to process each purchase order document only once.

If you select this radio button, the Align All Schedule Lines of a Sales Order Item checkbox and the Align All Subitems of a Generic Article / BOM checkbox will not be available.

To improve performance, SAP recommends you select this radio button if the proposed number of purchase orders is less.

• You use the Include “In Process” Diversion Purchase Order checkbox to also consider purchase orders that have the diversion status In Process for alignment.

• You use the Allow Cross Seasoncheckbox to align purchase requisition items with a purchase order item having different seasons.

• You use the Allow Cross Plant checkbox to align purchase requisition items with a purchase order item having different plants.

• You use the Allow Cross Segment checkbox to include purchase order items that have different stock segment compared to the purchase requisition item for alignment.

• You use the Align All Schedule Lines of a Sales Order Item checkbox to align all purchase requisition items generated from different schedule lines of a single sales order item in a sales order.

If you select this checkbox, purchase requisition items that belong to the same sales order item cannot be aligned separately.

• You use the Align All Subitems of a Generic Article / BOM checkbox to align all subitems that are grouped under the same generic article or structured article (BOM) in a sales order, when the subitems are received through the purchase order items.

If this checkbox is selected, subitems under the same generic article or structured article cannot be aligned separately.

• You use the Align All Subitems to Same Purchase Order checkbox to align all subitems belonging to the same generic article or structured article (BOM) inside a sales order, to a single purchase order item.

This checkbox is enabled when the Align All Subitems of a Generic Article / BOM checkbox is selected.

• You use the Minimum Quantity Fulfillment % field to define the minimum percentage of the open quantity that a purchase order item should have before it can be proposed for alignment to the selected purchase requisition items.

Sales Order tab

• Select the Sales Ordertab to enter sales order related search details to fetch the necessary account assigned purchase requisition items.

Purchase Requisition tab

• Select the Purchase Requisitiontab to enter purchase requisition related search details to fetch the necessary account assigned purchase requisition items.

Purchase Order tab

• Select the Purchase Ordertab to enter purchase order related search details to fetch the appropriate open purchase order items needed during the alignment process.

To run the Alignmentreport, proceed as follows:

• Choose @15@ or press F8 to run the report.

• Select the purchase requisition items from the Worklistand choose @8X@ or Shift + F8. Default proposals are displayed for these PR items in the Default Alignment Proposalpane.

Items with default proposal display @08@. Items with no proposal display @0A@.

• For items without a default proposal, the system displays @5C@ in the Reason codecolumn. This indicates the reason the PR item failed to get a proposal. Choose @5C@ to see more details about the failure reason code.

• Double-click an item with proposal to display a list of matching POs in the Matching Purchase Orderspane.

• If the plant of the matching PO is different from that of the PR item, the Cross Plantcolumn shows @2K@. If the season details of the matching PO are different from that of the PR item, the Cross Seasoncolumn shows @2K@. If the stock segment details of the matching PO are different from that of the PR item, the Cross Segment column shows @2K@.

• If the diversion status of the matching PO is In Process, the Diversion In Process column shows @2K@.

• Select a matching PO and choose @0Z@ to replace the default proposed PO with the selected PO. The proposal type would now indicate @09@ for these purchase requisition items. The proposal type @09@ indicates the selected PO item is a manual proposal.

• Choose @2W@ to revert manually proposed POs to default proposed POs for the necessary purchase requisition items.

• Choose @5B@ to select only items with default proposed purchase orders (purchase requisition items having the proposal type @08@).

• Choose @5D@ to select only items with manually proposed purchase orders (purchase requisition items having the proposal type @09@).

• Select a purchase requisition item and choose @18@ to remove the selected item from the worklist.

• Select a PO from Matching Purchase Orderspane and choose @1E@ to display the valid schedule lines of the PO Item that is available for the selected purchase requisition items.

• Select a PR item and choose @2L@ to align the PR item to the proposed PO.

• On successful alignment, the Reason Codeand Messagescolumn displays @5B@.

• On a failed alignment, the Reason Codeand Messagescolumn displays @5C@. Choose @5C@ on each column to see more details about the failure reason and messages, respectively.

• Choose @4R@ to retain purchase requisition items along with proposals that are not yet aligned during the previous alignment process.

• Choose @42@ to reload the demand, that is, the items in the Default Alignment Proposalscreen are cleared and aligned PR items are refreshed from the overall worklist.

Note

Mass Maintenance

• You cannot split purchase contracts or scheduling agreements.

• You cannot change deleted items, blocked items, or completed items of POs and STOs within this report.

Alignment

• You must select the search criteria within the Alignment mode appropriately to avoid a large number of purchase requisition items and its corresponding proposals, as this process is complex and time-consuming.

• If a Pre-validation error or PO processing error occurs during alignment, the system will then fail all purchase requisition items that were to align to the purchase order.

• The system does not consider purchase order items for alignment that have a different article as a purchase requisition item.

• The components of the structured article in a purchase order are statistical items. These items would not be used during the alignment process.

Activities

To access this report, on the SAP Easy Access Retailing (W10M) menu, choose Cross-Application Functions >> Materials Management >> Purchase Order Mass Maintenance.

General Data in Customer Master   Addresses (Business Address Services)  
This documentation is copyright by SAP AG.

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