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Purchasing: Treatment of Errors in the Automatic Transmission (via EDI) of Order Acknowledgments and Shipping Notifications ( RELNMM_PUR_30CEDIFEHLER )

General Data in Customer Master   TXBHW - Original Tax Base Amount in Local Currency  
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Purchasing: Treatment of Errors in the Automatic Transmission (via EDI) of Order Acknowledgments and Shipping Notifications

Description

As of Release 3.0C, if errors should occur in the transmission of order acknowledgments or shipping notifications, you receive a mail pointing out this situation via SAP Workflow. You also have the option of dealing with such errors directly from within the mail.

The procedure for error correction is the same for both shipping notifications and order acknowledgments.

Quantity and date checks are carried out in the system for order acknowledgments and shipping notifications. (The description under "Order acknowledgment" below applies to both).

Shipping notification

Up to Release 3.0B:
Following the automatic receipt of shipping notifications via EDI, a shipping notification document is created and data in the PO is updated. If a transmission error should occur, so that no data can be updated, you receive a mail pointing out the error. The mail does not contain any detailed information on the source of the error, and you have no opportunity to deal with the error from within the mail.

As of Release 3.0C :

There is now a date check for shipping notifications. You can set up a user-specific system message in Customizing. If the message is defined as an error message, the shipping notifications are not generated and updated in the purchase order.

You now receive detailed information on the source of the error, and have the option of correcting the error directly from within the processing of the mail.

Error correction procedure

The following steps summarize the available functionality:

• If an error has occurred, your attention is drawn to this fact by a mail.
  
  

• From this mail, you can call up the faulty IDOC.
  
  

• In the IDOC, you can branch to the status records, which provide information on the source of the error.
  Several status records relating to different items may exist for a document.
  
  

• In a status record, you can obtain relevant information by displaying the long text for the message (for example, "Confirmation control key for item 30 in purchase order 12345 has not been maintained properly").
  (If the error lies with the vendor, get him to change the document and re-transmit it.)
  
  

• From the error long text, you can branch directly to the relevant PO and maintain the confirmation control key there.
  
  

• As soon as you save the PO, you are returned to the long text for the error in the status record of the IDOC.
  
  

• From within the IDOC, you can restart the processing of the IDOC.
  The system can now update the data correctly.

Order acknowledgment

Up to Release 3.0B:
In the case of acknowledgments for POs and scheduling agreements, only the blanket acknowledgment of an item is possible. (This means that an item is acknowledged if the vendor confirms exactly the quantities and dates shown in the purchase order).
If the vendor sends an acknowledgment with variances, an error message is generated.

As of Release 3.0C the automatic receipt of acknowledgments with variant quantities and dates is possible. You can display the exact data of the acknowledgment for a document item.
You can do this via the menu "Item -> Confirmations -> Overview". In the overview, you will find the vendor's acknowledged (confirmed) dates and quantities, as well as the number, the vendor has assigned to an acknowledgment.

Quantity and date checks for order acknowledgments

The following checks are made with regard to incoming order acknowledgments:

Quantity check

• The system compares the quantity of an item ordered with the total quantity confirmed by the vendor (since it may be that the vendor does not confirm delivery of the complete quantity on the date set out in the PO, but intends to spread delivery over several different dates).

• The system checks whether the over/underdelivery tolerances for the PO item have been adhered to. If so, the acknowledged (confirmed) quantities and dates are updated in the PO. If not, an error message is issued for the item.

Date check

• The system checks delivery dates at schedule line level. The acknowledged (confirmed) dates are compared with any existing delivery dates in schedule lines of the PO. The tolerance limits for date variances are determined from the confirmation control key.

• The system apportions the confirmed quantity among existing schedule lines one after the other.

• The vendor's adherence to delivery dates is then checked for each individual schedule line.

• After this check, either the PO is updated or an error message is issued.

Updating of PO where several order acknowledgments are received one after the other

If a vendor initially sends an acknowledgment for only two schedule lines in respect of a PO item containing four, you will expect further acknowledgments. As soon as another acknowledgment is received, all the old data from the first acknowledgment is deleted and replaced by the data of the current one.

For more on this subject, please also refer to IMG
Shipping notification.

RFUMSV00 - Advance Return for Tax on Sales/Purchases   CL_GUI_FRONTEND_SERVICES - Frontend Services  
This documentation is copyright by SAP AG.

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