General purchase data

Specifying additional cost sets

Additional costs can be placed on an order as extra cost (items) after the last item is recorded. Several additional cost items can be assigned to an order by bringing them together in a cost set. LN can automatically apply these cost sets to purchase orders.

For more information, refer to Additional costs on purchase orders.

Setting up the approver list

Before a purchase requisition can be converted to a purchase order or a request for quotation (RFQ), it must be approved by an approver that appears on the approver list.

For more information, refer to Purchase requisition approval process.

Specifying data to track order changes and determine the reason for the changes

Because a company’s requirements can change during the order process, purchase orders are dynamic documents. You can specify change codes and acknowledgement codes to track order changes and the reasons why these changes occurred. Although this functionality is designed to work specifically with EDI, a company without EDI functionality can also use these codes to record changes.

You can use change codes to maintain information regarding order changes that are tracked for historical purposes. You can use acknowledgement codes to manually record information regarding changes that are communicated by the purchase business partner. A purchase order acknowledgment is a message sent by the purchase business partner to the purchaser to confirm the receipt of the purchase order. This usually implies the acceptance of the order by the purchase business partner.

To maintain and track changes:

1. Use the Change Reasons (tdpur0197m000) session to specify change reasons codes, which can be assigned to a changed order or an order acknowledgement to clarify why a change is made. This information can be tracked for historical reporting.
2. Use the Change Types (tdpur0198m000) session to specify change types that indicate the type of change made to a purchase order or order acknowledgement such as change order line, add order line, and change header data. The change types are assigned to the purchase order after the change is made on the order.
3. Use the Purchase Order Parameters (tdpur0100m400) session to specify various default change codes and change types, which are defaulted to the purchase order line in case of changes.
4. Use the Purchase Acknowledgments (tdpur0154m000) session to specify purchase order acknowledgements and the destination of the codes, which can be Header, Line, or Any. The acknowledgement code includes a group of information, which appears on the purchase acknowledgment document. This code can represent the reasons for a changed purchase order.