EXP_0019

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Four functions are available for the purpose of optimized purchasing. They differ in the following respects:
Prerequisites
Manual effort
Result
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A prerequisite for the function Ordering: Assigned Purchase Requisitions is the existence of requisitions that have been assigned to sources of supply. The R/3 System can assign sources if, for example, quota arrangements or source list records exist.
You get a list showing the number of assigned purchase requisitions per source.
You can convert all requisitions assigned to the same source into standard purchase orders, contract release orders or lines of delivery schedules (issued under scheduling agreements) in a single step.
You cannot convert requisitions into RFQs using this function.
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You can have purchase orders generated automatically from requisitions to which a source has been assigned. You can perform the function either online or – in the case of large volumes of data – in the background.
For the purposes of automatic PO generation, the R/3 System selects only those requisitions in respect of which the Automatic PO indicator has been set for the material and vendor. 
A log shows the purchase orders generated, indicates which ones are faulty, and provides detailed information on the source of the error for each faulty requisition item. 
The R/3 System cannot convert a requisition item if data is faulty or incomplete. Possible sources of errors include:
Master data is faulty or incomplete
(For example, the vendor is blocked or the current order price is not available) 
Input data is missing 
(For example, account assignment unknown)
You cannot generate RFQs or scheduling agreement delivery schedules using this function.
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The Assign and process purchase requisitions function is a combination of the Assign purchase requisitions and Ordering: Assigned Purchase Requisitions functions.
From a list of open requisitions, you can initiate the automatic assignment of sources for all selected requisition items. If there is more than one source for a requested material, you can choose your desired source from the list.
If requisitions have already been assigned, the previous source is overwritten.
You can flag for RFQ processing any requisitions for which no source is found.
After the assignment phase, you can save your requisitions with the assigned sources or generate standard purchase orders, contract release orders, scheduling agreement delivery schedules or RFQs.
Assignment and processing can take place as separate processes and be carried out by different people.
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The Purchase order with source determination (= PO with unknown vendor) function is a combination of the Create purchase requisition and Create purchase order functions.
With this function, you:
First, enter the materials to be ordered,
Assign sources to the items.
Generate the purchase orders for the assigned items (or purchase requisitions for any items for which no sources can be determined or which must first be released).
As in the case of requisitions, the R/3 System suggests possible sources of a material on the basis of existing quota arrangements, source list records, outline agreements and/or info records.
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The user parameter EVO allows you to specify default values for certain fields and functions for each user. For example, you can specify default values for:
Various indicators
The overview screen display
The fast entry functions
Whether or not delivery time is taken into account during source determination.
You define the default values in Customizing and assign them to a user by entering the key for the default values in the user master record under the parameter ID EVO.
User parameter EVO also has implications in price determination. This aspect is covered in detail in course LO521—Pricing in Purchasing.
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If requirements for a material are planned automatically and MRP is active in the plant, the system automatically carries out planning file entries upon transactions relevant to materials planning (goods issues, reservations, change in a material’s planning data, execution of a forecast for material ...).
You can also enter planning file entries manually.
You can carry out materials requirements planning online or in the background.
Planned orders are an order proposal used for requirements coverage. They are converted to purchase requisitions in a single step. You can also create them manually.
You can also create purchase requisitions instead of planned orders.
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From the date of the purchase requisition's creation, the R/3 System calculates the material's availability date by taking into account the three time components, purchasing processing time, planned delivery time, and goods receipt processing time.
The processing time for Purchasing is the time required to convert a purchase requisition into a purchase order and issue it. The time required is measured in working days according to the factory calendar. It is plant-dependent and set in Customizing for Materials Planning.
The planned delivery time is the time from the issue of the purchase order to the receipt of the goods at the vendor. You enter this in calendar days in the material master, info record, and /or contract.
The GR processing time is the time required from the goods receipt until the material is available. It is entered in in the material master, and/or contract, in working days according to the factory calendar.
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A stock/requirements list informs you of the available quantity, based on the stock situation, requirements, and receipts.
The stock/requirements list is dynamic; that is, every time you call up the function, the system redetermines the stock elements, receipt elements, and issue elements (for example, plant stock, purchase orders, and reservations).
There is an individual display function and collective evaluation function for the stock/requirements list. The MRP list is another function used for evaluation in MRP. This is a document that describes the status of a material at the time of the planning run. The MRP list is a static report whereas the stock/requirements list is a dynamic report.
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As of Release 4.0A, you can create purchase order items with an invoicing plan. An invoicing plan consists of a series of invoicing dates and values and forms the basis for the mainly automatic creation and settlement of invoices. 
PO items with an invoicing plan are suitable for recurrent procurement transactions (such as rental, leasing, servicing agreements) or for transactions involving settlement in stages.
There are two kinds of invoicing plans: “periodic” and “partial”.
The periodic invoicing plan should be used for recurrent procurement transactions. With this type of invoicing plan, the total value of the PO item is invoiced on each due date. The due dates can be suggested by the R/3 System.
The invoicing plan type is defined in Customizing and is assigned in the PO item.
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There are two kinds of invoicing plans: “periodic” and “partial”.
The partial invoicing plan should be used for transactions involving invoicing and payment in stages (for example, in construction projects, where a down payment is required). With this type of invoicing plan, the total value of the item is spread among the individual due dates defined in the invoicing plan. Thus, only a part of the total item value is payable on each due date.
In the case of the partial invoicing plan, the due dates can be suggested by the R/3 System only if date proposals are first defined in a model invoicing plan in Customizing for simplification purposes. Otherwise, the due dates have to be entered manually at when the purchase order item is created.
The total value of the PO item can be split among the due dates on a percentage basis or in absolute amounts.Automatic invoicing is based on the dates and values specified in the invoicing plan assigned to the PO item.
The invoicing plan type is defined in Customizing and assigned in the PO item.
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To create a purchase order with an invoicing plan, you should use the document type FO (framework order). This document type enables you to enter a validity period in the purchase order header.
You must specify account assignments for PO items with an invoicing plan.
The invoicing plan function cannot be used in the case of valuated goods receipts. You must either cancel the GR indicator in the PO item or set the Non-valuated goods receipt indicator.
The automatic generation of invoices on the dates set out in an invoicing plan is possible only if the ERS indicator has been set in the Purchasing data of the vendor master record. If the indicator is set, you must enter a tax code in the PO item. 
You create a PO item with an invoicing plan by assigning the key for an invoicing plan type in the PO item. The invoicing plan type is defined in Customizing and determines, for example, whether invoicing dates are suggested (and according to which rules). 
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In Customizing for Purchasing you can use the invoicing plan type to control how the R/3 System creates the schedule of dates in an invoicing plan.
The invoicing plan type contains the basic control data for the invoicing plan. For example, the invoicing plan contains rules for date determination. The invoicing plan type also contains a date rule for determining the horizon for the invoicing plan. The horizon calculates the last invoicing date in the invoicing plan, based on the current date plus a specified time period.
The date category defines data for each invoicing date that appears in the invoicing plan. You can assign a date category for every invoicing plan type.
To generate invoices automatically according to an invoicing plan, you need to set the Evaluated Receipt Settlement (ERS) indicator in the vendor master record (purchasing data).
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