Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Infosys

Automatic PO Creation While Doing The Goods

Receipt In SAP MM

September, 2012

INFOSYS LIMITED

Bangalore

Document No. Ver. Rev. :

Authorized by: Signature/:

Date:

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

COPYRIGHT NOTICE

©2012 Infosys Limited, Bangalore, India. All rights reserved. Infosys believes the
information in this document is accurate as of its publication date; such information is
subject to change without notice. Infosys acknowledges the proprietary rights of other
companies to the trademarks, product names and such other intellectual property rights
mentioned in this document. Except as expressly permitted, neither this document nor any
part of it may be reproduced, stored in a retrieval system, or transmitted in any form or by
any means, electronic, mechanical, printing, photocopying, recording or otherwise, without
the prior permission of Infosys Technologies Limited and/or any named intellectual property
rights holders under this document.

Infosys Limited
Hosur Road
Electronic City, 3rd Cross
Bangalore 560 100
India.
Telephone: (91) (80)28520 261-270
Fax: (91) (80) 8520 362
Website: http://www.infosys.com

Author(s): Santhosh Kumar Guguloth

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Date written (MM/DD/YY): 28/09/2012

Project Details

 Project(s) involved: DCSAPSEZ

 S/W Environment: SAP ECC6.0

 Application Type: Customization

 Project Type: Enhancement & Support

Target readers

Functional consultants of MM.

Keywords

Automatic PO, Goods receipt

Introduction

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

This document explains how the system creates the automatic PO while doing the goods
receipt in sap MM.

Scenario

In a day to day business scenario, some times users in production dept procure the items
directly without raising the purchase order and the same is received by the stores dept.

For an accounting purpose or audit purpose the requirement is to create the automatic
purchase order at the time of receiving the goods. At the time of valuating the total price of
the item, to track these cash purchase items, SAP has provided the configuration settings to
enable the same.

For E.g. user directly goes to the any of the retail shop and purchases the Bolts for an
urgent purpose (BY Cash), and stores dept enters or receives the GR without Purchase
order, as soon as the GR is enetered and posted the PO will be created automatically.

This is possible via by enabling the simple customization setps and master data creation.
Please find the below steps to enable the same.

Customization settings

Step :1 Assigning the standard purchasing org to Plant.

Defination of Standard Purchase organization : If several purchasing organizations procure

for a certain plant, user can define one of them as the standard purchasing organization for
the transactions "pipeline procurement", "consignment" and "stock transfers".

In source determination for stock transfers and consignment, the system automatically
utilizes this standard purchasing organization. In the case of goods issues of pipeline
materials, the purchasing info records of the standard purchasing organization are read.

Path is shown below.

For FR01 plant, FR00 purchase org is assigned. This is shown below.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Step 2 : Enabling the setting for Create purchase order automatically. This path is shown
below.

This setting will enable user to create the automatic PO against the movement type while
doing the GR.

As per standard SAP functionality, system will create the automatic Purchase order for the
movement type 101 and 161.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Step 3 : Define default values for Document type.

In a business requirement, Client may require different number range for these kind of
scenarios (GR without PO). For the same, in a customization step, new document type and
number range has to be created. and the newly created document type has to be assigned
in the below path. This is shown below.

For automatic PO creation at the time of GR, user can use MIGO or MB01.

Prerequistes in the master data

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Step : 4 Material master change.

In a purchasing view, automatic PO check box has to be enabled, purchase group also
should be filled. This is shown below.

Step : 5 In a vendor master Automatic PO has to be enabled. This is shown below.

Step : 6 Info record creation.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

PIR is mandatory, because, Net value is required to create the PO. PIR will fetch the net
value while creating the automatic PO. PIR creation is shown below

Step : 7 stores dept can use MIGO or MB01 to receive the goods. In this example, MB01 is
used.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Go to transaction MB01 and the below screen will be displayed.

Stores dept doesnot have the PO number, so PO unknown button has to be clicked. And
enter the details like Movement type, Plant and Storage location and vendor details has to
be filled. This is shown below.

After entering , just click enter button, system will fetch the open quantity of GR against the
vendor, this is shown below.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

The above screen is just to an information purpose, if user wants to post the goods receipt
against the PO, select the line item and goods receipt can be done.

The requirement is PO is un-known to user, from the above screen shot, just click on the F3
button or press back button, system will display the below screen, here click on the New
button which is highlated.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Once the new button is clicked, user can see the below screen shot, enter the material, Qty,
and UoM. Plant and Sloc are defaulted from the previous screen.

After entering the above information click on the save button. system generates the
material document number and the same is shown in the message area. This is shown
below.

To know the PO number, either this can be tracked through the table or Goto MIGO and
display the material document number. The below screen is displayed.

Copy the PO number and goto ME23N transaction to display the PO.

© 2012 Infosys Limited, India

Infosys <Automatic PO creation while creating the goods receipt in SAP MM>

Reference(s)

www.help.sap.com

© 2012 Infosys Limited, India