Managing Internal Customer Orders
After an internal Purchase Order (PO) is printed, an internal Customer Order (CO) is automatically created within the selling unit.
All the internal customer orders are defined with an internal sales indicator. The sales indicator field (OAICTR) can be selected in the program view on 'Customer Order. Open Toolbox' (OIS300) to easier identify and manage the internal customer orders.
The CO is created through batch order entry in 'Batch Customer Order. Open' (OIS275).
An information browser category for the table MPOREF is defined in 'Information Browser Category. Open' (CMS010) as the batch source for internal sales. The same process applies as when validating and managing externally retrieved customer orders through API to see the relationship between the internal purchase order and the internal customer order in 'Information Browser. Open' (CMS100).
Upon deleting an entire internal CO or a specific CO line, the corresponding PO lines are automatically updated to status 99='Purchase order deleted' without having to print the order confirmation. Note that for all other type of CO changes, the order confirmation must be printed to confirm the purchase order in 'Purchase Order. Confirm' (PPS250).
Copying of an internal CO is allowed but the new CO will not be classified as internal sales (the flag OAICTR is removed for the new order). Copying of an internal CO is for example applicable if a credit order is to be created.
To manage more advanced sourcing rules of supplying warehouse, a supply model may be defined for the internal customer order. If the rules are defined to split the order line, then additional purchase order lines are automatically created at time of CO entry.
After the internal CO has been created, you can change the warehouse on the customer order lines up until the picklist is created, with 'Customer Order. Mass Change Lines' (OIS258) or, for integrations, with OIS100MI.ChgWarehouse. To confirm the changes in 'Purchase Order. Confirm' (PPS250), the CO confirmation must be re-printed.
Sales statistics
The field UCICTR - 'Internal sales' is updated in the statistics (tables OSASTD and OSBSTD) and is available as a selection field in 'Dataset. Connect Selection Fields' (OSS403), so that you can get statistics split on internal and external sales.Goods in transit
Goods in transit is created for a customer order when parameter 029 is activated in 'Settings - Cost Accounting' (CAS900). Depending on the goods responsibility set for the delivery term, goods in transit is created for outbound goods. Note that the customer order invoice for outbound goods in transit cannot be created until goods responsibility is transferred to the customer. The delivery is held in status 61 in 'CO Delivery. Open' (OIS150). The check box 'Goods resp n t' on (OIS150/E) is selected to indicate that the delivery is held because goods responsibility is not transferred to the customer.
Order reference information
The table outlines the default values for the internal customer order's reference information at time of internal CO creation.
| Internal CO information | Comment | CO type set up in (OIS014) |
|---|---|---|
| Customer's order number | The field value is set to the PO number. | The default rule defined per CO type in 'CO Type. Update Field Selection' (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. |
| Customer's order date | The field value is set to the PO's order date. | The default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. |
| Your ref 1 | The field value is set based on the CO type setting in (OIS014). | Currently, there is no option to retrieve contact information from the internal PO. |
| Our reference |
The field value is by default based on the CO type setting in (OIS014). The field value is set on the PO's 'Your reference' field at time of order confirmation in 'Purchase Order. Confirm' (PPS250). |
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| Contact method | The field value is set based on the CO type setting in (OIS014). | Currently, there is no option to retrieve contact information from the internal PO. |
| Quotation number | Quotation number reference is not supported for internal sales. | The default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. |
| Original inv reference | Original invoice reference is not supported for internal sales. | The default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. |
Order information
The table outlines the default values for the internal customer order's order information at time of internal CO creation.
| Internal CO information | Comment | CO type set up in (OIS014) |
|---|---|---|
| CO order type | The CO type used for internal sales is defined per batch origin for internal sales in 'Settings. Batch Orders' (OIS278). | There are several mandatory settings for the CO type used in internal sales. See the CO type set up comments for each field. |
| Currency | The field value is set based on the currency of the PO. It cannot be manually changed on the CO. | The default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. |
| Language code | The language is retrieved from the customer record, not from the purchase order. | |
| Order line number |
Defined based on the CO type setting. Note: The PO and CO will not necessarily have the same line numbers.
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| Order quantity |
Retrieved based on the purchase quantity and U/M of the PO line. Note: PO line must be entered in the basic U/M.
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| Item number |
The field value is set based on the PO lines item number. Note that the CO's item number can not be another item number than defined on the PO line. Supplier's item number and replacement items are not support for internal sales. |
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| Item name | The field value is by default based on the item name of the PO line. | |
| Item description | The field value is by default based on the item description of the PO line. | |
| Serial number | The serial number can be manually specified and allocated on the internal CO. It can however not be specified and inherited from the internal PO. | |
| Alias number | An alias number can be retrieved based on the CO lines item number, but it cannot be manually specified or changed on the CO line. | The alias number field selection defined in (OIS014) must be set to 0 - 'Do not display field heading or content' or 1 - 'Display field (heading and content) but changes cannot be made'. |
| Project/Season | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO in (OIS014), to retrieve the project/season based on the internal PO line. |
| Element/Delivery window | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO in (OIS014), to retrieve the element/delivery window based on the internal PO line. |
| Priority | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO in (OIS014), to retrieve the priority based on the internal PO line. |
Delivery information
The table outlines the default values for the internal customer order's delivery information at time of internal CO creation.| Internal CO information | Comment | CO type set up in (OIS014) |
|---|---|---|
| Requested delivery date | The field value is set based on the PO's requested delivery date in the customers time zone, hence the place of load defined on the delivery address. For internal sales, the place of load of the delivery address is set based on the receiving warehouse. | |
| Requested delivery time | The field value is set based on the PO's requested delivery date in the customers time zone, hence the place of load defined on the delivery address. For internal sales, the place of load of the delivery address is set based on the receiving warehouse. | |
| Delivery method | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO on (OIS014/F), to retrieve the delivery method based on both the internal PO header and lines. |
| Delivery terms | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO on (OIS014/F), to retrieve the delivery method based on both the internal PO header and lines. |
| Terms text | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO on (OIS014/F), to retrieve the delivery method based on both the internal PO header and lines. |
| Packaging terms | The field value is by default based on the CO type setting in (OIS014). | Select the field default value *INTPO on (OIS014/F), to retrieve the delivery method based on both the internal PO header and lines. |
| Supply model |
The field value is defaulted based on the CO type setting in (OIS014). If the supply model rules result in new CO lines, corresponding PO lines will automatically be created at time of CO entry. |
Payment and conditions
The table outlines the default values for the internal customer order's financial information at time of internal CO creation.
| Internal CO information | Comment | CO type set up in (OIS014) |
|---|---|---|
| Payment terms | The field value is by default based on the CO type setting in (OIS014). | N/A - The current solution does not provide an option to respect the payment term of the internal PO, since this information is considered as always to be owned by the selling unit. |
| Payment method | The field value is by default based on the CO type setting in (OIS014). | N/A - The current solution does not provide an option to respect the payment method of the internal PO, since this information is considered as always to be owned by the selling unit, but in the end the customer decides how to pay the invoice. |
| Payer | The field value is by default based on the customer master. | N/A - The current solution does not support to define an different payer on the internal PO itself. If to be applied, it must be defined per customer in 'Customer. Open' (CRS610). |
| Invoice recipient | The field value is by default based on the customer master. | N/A - The current solution does not support to define an different payer on the internal PO itself. If to be applied, it must be defined per customer in (CRS610). |
| Tax applicable | The field value is by default based on the customer master. | |
| Tax code | The field value is by default based on the customer master. |
Limitations
Order entry
- An order confirmation document (Doc ID 231) must be connected to the internal CO to trigger the supplier confirmation of the internal PO. No updates to an customer order is automatically updating the related purchase order.
- All kind of updates on already printed purchase order lines will not automatically update the internal customer order, that is, changes like purchase quantity, price, address information etc., including the scenario that the selling unit has not yet confirmed the customer order and the purchase order is still in status 20='Printed'. New purchase order lines can however be added and once the PO is reprinted, additional new order lines are created within the existing customer order.
- Manual entry of order lines is not supported.
- Delivery address information SPCL code is not supported.
- Planned split of CO lines in 'Dely Split Rule. Connect to Whs/Cust' (OIS472) is not allowed.
- You cannot set another delivery customer than the ordering customer.
- Rail station: The field value is left blank. Not supported, since there is nothing that says that this field would always be the same for the PO and CO. The field is intended to be used for calculation of transport cost. Thus, it is most likely to be set on the side that is responsible for the transportation cost and be left blank on the other side. Another argument for the design is that the field is not printed on the PO document, which means that is not a field that is sent to an external supplier either
- The customer order cannot be in preliminary status.
Order processing
- Packaging action, set on (OIS010/J) is not supported.
- Transportation items are not supported.
Pricing
- Spare part sale with reference against the sold against equipment information is not supported, including pricing, warranty entitlement, and maintenance agreement.
- Service charges are not supported.
Invoicing
- Advance invoicing is not supported.
The table outlines the internal customer order header and line fields not supported for internal sale.
| Internal CO | Disabled CO related options and functions | CO type set up in (OIS014) |
|---|---|---|
|
Product (Sold against equipment information) |
Upon selecting related option 52='Sold against' in 'Customer Order. Open Line' (OIS101), 'Customer Order. Open Line Toolbox' (OIS301) and 'Customer Order. Open Line Workbench' (OIS302), a stop message 'Not allowed for internal sales' is displayed for the user. | The product field selection per CO type in (OIS014) must be set to 0 - 'Do not display field heading or content'. |
|
Warranty type (Sold against equipment information) |
Upon selecting related option 35='Apply goodwill' in (OIS101) a stop message 'Not allowed for internal sales' is displayed to the user. | The product field selection per CO type in (OIS014) must be set to 0 - 'Do not display field heading or content'. |
|
Position (Sold against equipment information) |
The product field selection per CO type in (OIS014) must be set to 0 -' Do not display field heading or content'. | |
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Maintenance agreement number (Sold against equipment information) |
Upon selecting related option 33='Maintenance agmnt' in (OIS101) a stop message 'Not allowed for internal sales' is displayed to the user. | The product field selection per CO type in (OIS014) must be set to 0 - 'Do not display field heading or content'. |
| Discount model | The discount model default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. | |
| Cash discount term | The discount model default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. | |
| Order discount generating | The discount model default rule defined per CO type in (OIS014) must be blank and the field selection must be set to 0 - 'Do not display field heading or content'. | |
| Replacement item | Upon selecting related option 48='Related items' in (OIS101), (OIS301), and (OIS302), a stop message 'Not allowed for internal sales' is displayed to the user. | The replacement item field selection must be set to 0 - 'Do not display field heading or content'. |
| Rail station | The field is not supported for internal sales, since there is nothing that says that this field would always be the same for the PO and CO. The field is intended to be used for calculation of transport cost. Thus, it is most likely to be set on the side that is responsible for the transportation cost and be left blank on the other side. Another argument for the design is that the field is not printed on the PO document, which means that is not a field that is sent to an external supplier either. | |
| Split of CO lines | Upon selecting related option 38='Split' in (OIS301), and (OIS302), a stop message 'Not allowed for internal sales' is displayed to the user. | |
| Pre-payment | Upon selecting related option 51='Prepaym details' in (OIS101), (OIS301), and (OIS302), a stop message 'Not allowed for internal sales' is displayed to the user. | The standard document 360 - 'Payment document', 385 - 'Prepayment request', 386 - 'Final payment request' are prevented to be connected to an CO type defined as internal sales. |
| Transportation items | Upon selecting related option 55='Transportation item info' in (OIS101), (OIS301), and (OIS302), a stop message 'Not allowed for internal sales' is displayed to the user. | |
| Delivery address ID | Predefined address identities are not supported at internal CO entry. The CO header's unique delivery address and the line delivery addresses are always created based on the PO header and the line's final delivery address, including the ship-via address. | The default rule defined per CO type in (OIS014) must be blank. |
| Service charge ID | The product field selection per CO type in (OIS014) must be set to 0 - 'Do not display field heading or content'. |