Create, Release and Display Purchase Order

This document explains how you create, release, and display a purchase order.

Outcome

The processes described in this document allows you to:

Before you start

Create PO from planned PO

Register/Change PO header

  1. Start 'Purchase Order. Open' (PPS200). Open the P panel and specify the panel sequence. Press Enter.

    The panel sequence is EFG1H in the text below.

  2. Open the A panel. New purchase orders are always manually specified in the A panel.

    If no order type is specified, the value is defaulted from 'Supplier. Define Purchase & Financial' (CRS624/E).

  3. When specifying a new purchase order, some of the fields in the A panel must be specified. The order must be connected to a supplier and a requested delivery date (the need date) must be specified.

    If no order type is specified, the value is defaulted from 'Supplier. Define Purchase & Financial' (CRS624/E).

  4. The panel sequence determines the panels to go through when placing a new order.

    A standard setup for the sequence, both for the header and lines, can be defined in 'PO Type. Open' (PPS095).

  5. If no PO number is manually written, a purchase order number will automatically be retrieved from the number series specified in 'PO Type. Open' (PPS095).

  6. Select Create.

    • (PPS200/E)

      The E panel contains data mostly defaulted from the supplier. The values can be changed manually on each order. If the purchase order is created from a planned purchase order, the values will be copied from the proposal.

      • 'Final destination' is your goods receiving destination. This address is set in 'Internal Addresses. Open' (CRS235) and will be printed on the external documents.
      • 'Language code' determines the language in which the external documents are printed. The language codes are set in 'Language. Open' (CRS010).
      • If the telephone order field is marked, a text is printed on the order document, indicating that this order has been placed over the telephone.
      • 'Harbor/airport' indicates the ID of the harbor or airport. It is needed for reporting purposes in trade statistics. This information is only relevant for exports or imports where the goods do not pass any customs office at the border.
    • (PPS200/F)

      The F panel shows the agent, payment, and currency terms.

      • Media profile - A media controlling object that is used as a filter in the media control table (CRS945). See Define Basic Data for Output Management.
      • 'Delivery terms' - Some delivery terms require a delivery text (example: loading port if FOB is used). This text can be specified in the open line under delivery terms or can be collected from 'Supplier. Connect Delivery Term Text' (PPS014) which is accessed from 'Supplier. Define Purchase & Financial' (CRS624).
      • Signature - If authorization is needed, the authorization code is specified in the signature field.
      • 'Currency terms' and 'Agreed rate' are used for orders in foreign currencies. If currency terms are used on the order, M3 Business Engine will use the agreed rate instead of the exchange rate for the conversion from foreign to local currency.
    • (PPS200/G)

      The G panel shows different address fields. The address fields are opened for changes by activating the 'Chg adr' box, followed by Enter.

      • 'Suppliers address' is proposed from 'Supplier. Connect Addresses' (CRS622). The others - 'Our Invoice address', 'Via address' and 'Final destination' - are proposed from 'Internal Addresses. Open' (CRS235).

Register/Change PO lines

The order lines are specified in 'Purchase Order. Open Lines' (PPS201). A new panel sequence for the line is used. The panel sequence used in this description is EFG.

Summary for the complete PO

The (PPS200/H) panel is a summary picture of the complete order.

Print PO documents and release PO

A purchase order can be released automatically or manually. A purchase order is released when the purchase order document is printed (status 20 -'Document printed').

Display PO

'Purchase Order. Open' (PPS200) can be used to follow up existing orders, for example, orders that have been created automatically or released planned purchase orders.

Information about order lines can be accessed from 'Purchase Order. Display Lines' (PPS220).

(PPS220) has many different inquires, and you can make your own information views. See Create View and Sorting Order in (MWS410).

Parameters to set

Program ID/ Panel

Field

The field indicates …

(PPS200/P)

Panel sequence

…which panel sequence is valid when creating a new order header. These are the panels:

E = Delivery conditions

F = Agent, payment, and currency terms

G = Addresses

1 = Order lines (PPS201)

2 = Payment table (PPS203)

3 = Activity list (PPS205)

4 = Revision (CRS340)

5 = Charges (PPS215)

8 = Reconcile received/not invoiced (APS370)

H = Summary panel with order totals (PPS200)

(PPS200/P)

Repair/subcontract

…whether repair and subcontract order fields should be displayed on the purchase order panels. To display these fields, the order type category must be 10, 60, 65,or 70.

Recommendation: Do not select this check box if you do not use repair or subcontract orders.

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