Settings for Monitoring and Follow Up Activities for a Purchase Order

This document explains how to define the settings for purchase order (PO) monitoring and for activity follow-up.

Outcome

The parameters that control how to monitor the purchase order process and follow-up activities are defined.

Uses

You can manage the monitoring and follow-up activities for suppliers.

How the system is affected

The purchase order header file (MPHEAD) and the purchase order line file (MPLINE) are updated.

Before you start

A monitoring list must be defined in 'Monitoring Activity List. Open' (PPS035).

Follow these steps

Define Monitoring List

  1. Start 'Monitoring List. Open' (PPS035).

  2. Fill in the fields on the B and E panels.

Connect Monitoring List to Supplier

  1. Start 'Supplier. Define Purchase & Financial' (CRS624)

  2. Go to the E panel and fill in the 'Monitoring List' field.

    The monitoring list connected to the supplier is defaulted to the POs of this supplier.

  3. On the (CRS624/E) panel, press F4 in the 'Monitoring List' field to select the monitoring list that you want to set up for this supplier.

Connect Monitoring List to PO Header and PO line

  1. Start 'Purchase Order. Open' (PPS200) and go to the E panel. Fill in the 'Monitoring List' field.

    If a monitoring list is connected to the supplier, the monitoring list is retrieved from 'Supplier. Define Purchase & Financial' (CRS624).

    If monitoring list is changed on the E panel, activities connected to the previous monitoring list are lost.

  2. Start 'Purchase Order. Open Lines' (PPS201) and go the F panel. Fill in the 'Monitoring List' field.

    Different monitoring lists can be connected to every order line of the same PO.

Activate Application Messages

  1. Start 'Settings – Application Messages' (CRS424).

  2. On the B panel, you can see all the application message types and their status. If you want to change the activity code for a message type, select option 2 = Change. The E panel will be displayed.

  3. In the 'Activity code' field, select 1 = Yes to activate the application message type. Press Enter. The activity code is displayed on the B panel.

    It is not possible to create user-defined message types.

Parameters to set

Program ID/Panel Field The field indicates …

Define Monitoring List

(PPS035/B) Monitoring list

…a list with actions to perform for a purchase order.

The action date for each action is entered as days before/after the delivery date or order date.

(PPS035/E) Date code

…the date to use when calculating the monitoring date.

The valid alternatives are:

0 = Requested delivery date

1 = Order date

(PPS035/E) Monitoring lead time

…the monitoring lead time, expressed in days. The monitoring is based on the date code as set per monitoring list.

Monitoring is done either forward or back from the order date.

Example: If you want to have monitoring two days before the order date, you enter 2-.

If you want to have monitoring two days after the order date, you enter 2.

(PPS035/E) Remark … any remarks that are entered.

Connect Monitoring List to Supplier

(CRS624/E) Monitoring list

…a list with actions to perform for a purchase order.

The action date for each action is entered as days before/after the delivery date or order date.

Connect Monitoring List to PO header

(PPS200/E) Monitoring list

…a list with actions to perform for a purchase order.

The action date for each action is entered as days before/after the delivery date or order date.

Connect Monitoring List to PO line

(PPS201/F) Monitoring list

…a list with actions to perform for a purchase order.

The action date for each action is entered as days before/after the delivery date or order date.

Activate Application Messages

(CRS424/E) Activity Code

… if application message type should be active. The valid alternatives are:

0 = No

1 = Yes

Related topics