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it is not, re-check the 
rejection indicator as in exercise 1-4. 
© SAP AG TSCM50 8-16 
\uf8e9 SAP AG 2002
Purchase orders
Sched. agrmnts
Gen.purchasing docs
Pur. requisitions
. . .
Document Overview in ME21N (and ME51N)
Change breakdown
How are the docs
Selection variant
Which documents
are to be
displayed in the
doc. overview?
... select
... change
Which data from
the selected
documents is
„ In the document overview, you can display the different purchasing documents that you need every 
day, for example, purchase requisitions, requests for quotations, purchase orders and scheduling 
„ You use the selection variant to decide which documents to select. On the selection screen you can 
restrict, for example, vendor, material and time period of the document creation. If you only want to 
select the purchase orders or purchase requisitions that you have created, you can use the 'My 
documents' or 'My purchase requisitions' selection variants. You do not have to enter any other 
selection values. Specify the selection time period for these two variants in your Personal settings. 
„ In the breakdown, specify the criteria to be used for sorting the selected documents. In the example 
above, the purchase orders were grouped according to vendor / plant / material / purchase order. 
„ Use the layout to determine the data to be displayed for the documents (until SAP R/3 4.6B, layout 
was called display variant). This is explained in more detail on the following pages. 
„ To display a purchase order or purchase requisition from the document overview, simply double-
click on the relevant item. 
Requests for quotations/quotations, scheduling agreements and contracts cannot be displayed from 
the document overview. 
© SAP AG TSCM50 8-17 
\uf8e9 SAP AG 2002
Layout in the Document Overview
Select layout
Change layout
Save layout
Manage layout
Change layout
Show selected
Hide selected
Welche Daten 
der ausgewählten 
Belege werden 
Which of these
documents is to
be displayed?
„ Use the layout to change the document overview display. You can then display additional fields from 
the column set, or hide unwanted fields from the column selection. You can also order the fields in 
the way you want and form totals. 
„ You have the option of saving these changes as your own layout. You can create your own cross-
user or user-specific layouts. With the 'Manage layout' function, you can define one layout as a 
default setting. This layout is automatically used when you open the document overview. 
„ Note: The layouts differ according to whether they are layouts for purchasing documents (purchase 
orders, requests for quotations, contracts and scheduling agreements) or for purchase requisitions. 
© SAP AG TSCM50 8-18 
\uf8e9 SAP AG 2002
Select document or doc.
item and
Create Reference Purchase Order (ME21N)
Select document or doc.
item and drag with the
mouse into the
 'Shopping cart'
„ If you work with the document overview, you have the option of converting requests for quotations 
or purchase requisitions directly into purchase orders. You can also create contract release orders, or 
use an existing purchase order as a template for a new one. To do this, select the document or the 
document item in the document overview and choose 'Adopt', or simply drag the document or 
document item into the shopping cart. This means you do not have to enter all the data manually. 
„ Note: If you double-click on the purchase order or purchase requisition, the particular document is 
displayed (not copied). 
© SAP AG TSCM50 8-19 
Procurement of Stock Material 2- Exercises 
Unit: Procurement of Stock Material 
Topic: Purchase Order Processing 
At the conclusion of this exercise, you will be able to: 
\u2022 Create a purchase order with reference to a quotation 
You want to order the headlamp from the most reasonable 
vendor. To minimize data-entry time, you reference the vendor\u2019s 
quotation when you create the purchase order. 
2-1 Purchase order with reference to RFQ 
For plants 1000 (Hamburg) and 1200 (Dresden), you need 100 pieces of the 
material T-RM2##, headlamp extra bright-##. 
With reference to the most reasonable quotation (T-K12B##), 
create a purchase order for the purchasing organization IDES (1000) and plant 
1000 (Hamburg). The system proposes all the data contained in the quotation, such 
as the quantities and conditions. 
Add a second item for 1000 pieces of the same material for plant 1200 (Dresden). 
The other data is the same as that used for item 10 (standard taillight). 
Make sure that the info update indicator is set for both order items. 
Save your purchase order. 
PO number: _____________________________________________ 
2-2 Determine the status of the message 
Display the purchase order and determine whether the purchase order has already 
been issued as a message. If the message has not yet been sent, print the document 
and then check the status of the message again. 
© SAP AG TSCM50 8-20 
2-3 Change the purchase order 
The sales employee responsible has informed you by phone that the price has been 
reduced further. The gross price for material T-RM2## in this purchase order is 
80 UNI. The remaining conditions are unchanged. Change your purchase order 
2-4 Display the purchase order 
Display the purchase order and answer the following questions. 
2-4-1 Which user created the purchase order? 
 Created by: __________________________________________ 
2-4-2 Which user changed the order item? 
 Changed by: __________________________________________ 
2-4-3 When were the order items changed? 
 Changed on: __________________________________________ 
2-4-4 What has been changed? 
2-4-5 Where in the system is the RFQ number linked with the purchase order 
items stored? 
2-4-6 Is there a purchase order history for both items? 
 Give reasons for the result. 
2-5 Display the changed purchase order as a message 
Display a printout (message) on your screen of the change to the purchase order. 
Is the message flagged as a change message, and are the changes listed in the 
© SAP AG TSCM50 8-21 
\uf8e9 SAP AG 1999
Screw A21
Vendor 1234
Info record
6 UNI / kg
Last purchase order
Purchasing Info Records
„ Purchasing info records contain concise information on a vendor and the material you procure from 
this vendor. 
„ The purchasing info record is an important source of information for the buyer, enabling him or her 
to determine via list displays which vendors offer a particular material, or which materials can be 
procured from a particular vendor. 
„ You can store and maintain the following data in info records: 
y Current and future prices and conditions (for example, freight and discounts) 
y Delivery data (for example, planned delivery time and tolerances) 
y Vendor data (for example, contacts) 
y Texts. 
„ When you create purchasing documents (for example, purchase orders or contracts), the system