Manage Purchase Order Batch Entry

This document explains the workflow for purchase order (PO) batch entry.

Outcome

A purchase batch header is created, validated, and processed. It contains an address, charges, and a text block.

A purchase order batch entry is used for bulk purchase order entries.

The following tables are updated:

Before you start

The parameters in Settings for Purchase Order Batch Entry must be defined.

Follow these steps

Receive data for the batch PO through PPS370MI

PPS370MI is used to process external information in order to create a purchase order in M3.

The MI program PPS370MI transfers data sent from the external system to M3 and creates records in the interface tables. The interface data is displayed and maintained in the interface programs named PPS370/371/372/375/376.

The following MI transactions exist:

See also Purchase Order Batch Entry.

It is also possible to only receive key values for the purchase order while all other required information is created according to the default values for the supplier (CRS620), item (MMS001/002), and order type (PPS095). The purchase order number can be passed from the external system, however, it can also be left blank, and it is then generated according to the number series (CRS165).

Validate and check errors in received data

Validation can be performed in one of these ways:

The statuses of the header, line, address, charge, or text for the PO batch are as follows:

Settings in (PPS090) and (PPS091) control how the validation process is performed, as follows:

It is also possible to validate an entire batch order in (PPS370) or a single batch order line in (PPS371). The validation is always performed interactively from (PPS370/371), etc.

Transfer data into M3 BE database

As with validation, transfer is possible by using any of these options:

The process is determined by the settings in (PPS090) and (PPS091). The order must be validated before the transfer can start, regardless of whether a separate validation has been made. The transfer process results in new records in the existing M3 tables and batch order tables.

Unexpected problems such as power cuts, which result in an interrupted transfer, will keep a work-in-progress flag and a job number on the purchase header in the interface. If a purchase order with several PO lines in the interface is transferred successfully to M3 except for one PO line, then the status of the interface PO would be 25/90. Also, the PO header in M3 will have status 06/06. This status indicates that the transfer is not completed. The PO line with the error can be processed again, when the power supply is working, including validation and transfer in the interface (PPS370-376).

Purchase order created

The result of the transfer process is a new purchase order (PO) in M3 that can be maintained and used as if it were created directly in (PPS200) and (PPS201). The addition, changing, copying, or deletion of purchase order lines, as well as order confirmation, shipment advice, transportation notification, goods receipt, and invoice control are all possible for a purchase order created through POBE. Charges and text management are also included in this version.

One limitation is that only purchase order category 20 (Normal) can be used in this version.

Work with batch PO data manually in the PO batch entry

You can create and change batch PO data manually in the PO batch entry programs. The following sections describe how to do this.

Manually create batch purchase order

  1. Start 'Purchase Order Batch. Open' (PPS370).

  2. Press F13 to activate the P panel. Set the panel sequence to EF and the opening panel as A. Press Enter to return to (PPS370). The panel sequence should be set to EF1. It is not possible to access (PPS370/A) from the P panel. You can only select F17 in (PPS370/B) to open (PPS370/A).

    You can also access the A panel by selecting F17='Create PO Batch Header'.

  3. On the A panel, specify the facility, warehouse, supplier, order type, request delivery date, and PO batch origin. The supplier's default order type is used if the order type is left blank.

  4. Press Enter to continue to the E panel.

    The message number and purchase order number are created automatically.

  5. Press Enter to continue to 'Purchase Order Batch. Open Lines' (PPS371).

  6. On the B panel, specify the line, item, and quantity. Click Create.

  7. On the E panel, click F11='Account Entry' to open a dialog box.

  8. Specify the account details and click OK.

  9. Press Enter to return to (PPS371).

    A purchase order line is created that has status 10.

  10. Press F3 to continue to 'Purchase Order Batch. Open' (PPS370/A).

    Press F13 to open the P panel and set the opening panel as B1.

  11. Press Enter to continue to (PPS370/B1).

    A purchase batch header is created that has status 10.

Manually connect address for batch PO header

  1. Click F12='PO Batch Address' to continue to 'Purchase Order Batch. Connect Address' (PPS372).

  2. On the B1 panel, specify the PO address type and click Create.

  3. On the E panel, specify the company name, address lines, city, state, postal code, and country.

  4. Press Enter to continue to (PPS372/B1).

  5. Press F3 to continue to 'Purchase Order Batch. Open' (PPS370).

Manually connect charges for batch PO header

  1. Click F15='PO Batch Charges' to continue to 'Purchase Order Batch. Connect Charges' (PPS375).

  2. On the B panel, specify the serial number and supplier costing element. Click Create.

  3. On the E panel, specify the costing markup.

  4. Press Enter to continue to (PPS370/B1).

Manually connect text for batch PO header

  1. Click F16='PO Batch Text' to continue to 'Purchase Order Batch. Connect Text' (PPS376).

  2. On the B panel, specify the text box and sequence number. Click Create.

  3. Press Enter to continue to (PPS370/B1).

  4. Click F16='Finish Entry' to complete the batch entry.

    The status is updated from 10 to 20.

  5. Select the PO batch header record and then select F25='Validate'.

    The status is updated from 20 to 25.

  6. Select the PO batch header record and then select F30='Process'.

    • The status is updated from 25 to 90.
    • The record will disappear from (PPS370) if parameter 40 is set to 2 in (PPS090/E).
    • A new purchase order is created in (PPS200).

Manually connect address for batch PO line

  1. Click F12='PO Batch Address' to continue to 'Purchase Order Batch. Connect Address' (PPS372).

  2. On the B1 panel, specify the PO address type. Click Create.

  3. On the E panel, specify the company name, address lines, city, state, postal code, and country.

  4. Press Enter to continue to (PPS372/B1).

  5. Press F3 to continue to 'Purchase Order Batch. Open Lines' (PPS371).

    A plus sign is displayed in the record for the address column.

Manually connect charges for batch PO line

  1. Click F15='PO Batch Charges' to continue to 'Purchase Order Batch. Connect Charges' (PPS375).

  2. On the B panel, specify the serial number and supplier costing element. Click Create.

  3. On the E panel, specify the costing markup.

  4. Press Enter to continue to (PPS371/B1).

    A plus sign is displayed in the record for the charge column.

Manually connect text for batch PO line

  1. Click F16='PO Batch Text' to continue to 'Purchase Order Batch. Connect Text' (PPS376).

  2. On the B panel, specify the text box and sequence number. Click Create.

  3. Press Enter to continue to (PPS371/B1).

    A plus sign is displayed in the record for the text column.

  4. Click F16='Finish Entry' to complete the batch entry.

    The status is updated from 10 to 20.

  5. Select the PO batch header record and then select F25='Validate'.

    The status is updated from 20 to 25.

  6. Select the PO batch header record and then select F30='Process'.

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