Customer and Purchase Order Confirmation for Internal Sales

Once an internal Purchase Order (PO) is printed, an internal Customer Order (CO) is automatically created within the selling unit. The PO lines remain in status 20 - 'Document printed and sent' while awaiting supplier confirmation. Once the internal CO is confirmed and an order confirmation is printed using 'Customer Order. Print Confirmation' (OIS605), the PO lines are automatically confirmed in 'Purchase Order. Confirm' (PPS250).

Manage confirmation on an internal customer order

An order confirmation document (Doc ID 231) must be connected to the internal CO to trigger the supplier confirmation of the internal PO. You can configure the order confirmation document to be printed automatically at CO entry, or to be launched using related option 6 - 'Confirmation/Quotation' in 'Customer Order. Open' (OIS100).

Upon printing a copy of the CO confirmation, the related PO is not automatically reconfirmed. A reconfirmation of the PO can only be performed through related option 6 - 'Confirmation/Quotation' in (OIS100) by clearing the copy check box. Once you press Enter, a popup window showing the message 'Print a reconfirmation?' is displayed. Click OK.

A sales rep may also print the Letter of Excuse document (Doc ID 241) through 'Customer Order. Print Delivery Time Chgs' (OIS610). This printout will create an automatic update of the confirmation in (PPS250). The letter of Excuse will only confirm the quantity and delivery date.

Note: If a CO line or a complete CO is deleted, the corresponding PO lines are set to status 99 - 'Purchase order deleted' directly without printing the confirmation documents.

Manage confirmation on an internal purchase order

The purchase order confirmation in (PPS250) will set the PO lines status to either 33 or 35. If the supplier confirmed delivery date, quantities or price are within the predefined tolerance levels in 'Settings - Purchasing' (CRS780), the PO line status is set directly to 35 indicating that no additional review is required. Otherwise, status 33 is set.

33- Both price and delivery date are confirmed but not approved

35 -Both price and delivery date are confirmed and approved

Each time a confirmation is received, it is considered as a new confirmation for the entire PO and therefore all the PO lines are updated. However, PO lines in status greater than 35 - 'Purchase price and delivery date confirmed and approved' are always excluded. Also, if the PO line is partly goods receipt, the confirmation only applies to the remaining quantity and is therefore automatically split to a new PO sub line.

Purchase order confirmation may be entered manually in (PPS250). These PO lines are flagged as manually confirmed and this will prevent further automatic updates through customer order confirmation, unless the manual purchase order confirmation is reversed. A manual confirmation is, for example, applicable if the internal supplier informs about a partial delivery. Partial deliveries cannot be confirmed automatically through the customer order confirmation, and this must be a manual process.

Automatic customer and purchase order confirmation for internal sales

You can automatically confirm and update logistic and commercial fields (including line charges) on the purchase order (PO) while picking lists are issued in 'Picking List. Report' (MWS420). This ensures that the PO and customer order (CO) are synchronized before shipments are advised. The auto confirmation is controlled by a parameter in 'Settings – Purchasing' (CRS780), but when it is activated, you can disable the functionality for individual suppliers in 'Supplier. Define Purchase & Financial' (CRS624). Unlike the manual confirmation, the auto-confirmation does not print the CO confirmation document (ID 231). In addition, it is not required for the document to be connected to the customer order when using auto-confirmation. Also, the header charges are not updated during the auto-confirmation. If the manual confirmation is not performed before the automatic confirmation, any existing header charges on the purchase order will be erased. Therefore, if synchronization of header charges between customer and the purchase order is required, you must perform the manual confirmation separately through ‘Customer Order. Print Confirmation’ (OIS605).

Note: Each time a picking list is issued, it is considered a new confirmation for the corresponding purchase order line. Additionally, you can specify the purchase order confirmation manually in 'Purchase Order. Confirm' (PPS250). In that case, the purchase order lines are marked as manually confirmed, which prevents further automatic updates.

Information included in the purchase order confirmation

Confirmed quantity

This field is updated with the CO lines order quantity minus its closed quantity.

For CO lines were the order quantity has been partially closed, the PO line is end marked at time of purchase order confirmation in (PPS250). If the entire CO line quantity is closed, the corresponding PO line is closed and set to status 99 - 'Purchase order deleted'.

The deviation quantity control activated through the setting 25 - 'Permitted quantity diff - API order confirmation' in 'Settings - Purchasing' (CRS780) is also applied for internal sales. If the limit is reached or exceeded, an email of type 210 is sent to the person responsible for the transaction. If message 210 is triggered, then status 33 is set on the order line. Otherwise, status 35 is set.

Confirmed delivery date

This field is updated with the CO lines confirmed delivery date and time.

The customer's requested delivery date and time on the CO is expressed in the time zone of the place of load defined on the CO's delivery address.

The control of permitted difference in calendar days, activated through the setting 26 - 'Permitted dely time diff - API order confirmation' in (CRS780), is also applied for internal sales. If the limit is reached or exceeded, a mailbox message of type 211 is sent to the person responsible for the transaction. If message 211 is triggered, then status 33 is set on the order line. Otherwise, status 35 is set.

Confirmed purchase price and purchase price quantity

These fields are updated with the sales price and sales price quantity of the CO lines.

The permitted price difference, activated through the setting 26 - 'Permitted dely time diff - API order confirmation' in (CRS780), is also applied for internal sales. If the limit is reached or exceeded, a mailbox message of type 212 is sent to the person responsible for the transaction. If message 212 is triggered, then status 33 is set on the order line. Otherwise, status 35 is set.

Note: Discounts are not supported for internal sales.

Confirmed 'Delivery method' and 'Delivery terms'

These fields are updated with the CO line's delivery method and delivery term.

Note: No deviation control is supported for these values within the purchase order confirmation in (PPS250).

Confirmed 'Harbor/Airport'

The harbor/airport of the CO line's delivery address is confirmed per PO line.

Confirmed 'Your reference 1'

This field is updated with our reference information on the CO header.

Confirmed 'Pick-up Address' and its 'Place of load'

Only manual confirmation of pick-up address is supported for internal sales. No functionality exists on the internal CO or dispatching warehouse to manage a pick-up address.

Limitations

These purchase order confirmation statuses are not supported for internal sales:
31 = Delivery date confirmed
32 = Purchase price confirmed
Confirmation of Ship-to-warehouse is not supported for internal sales.
Confirmation of discount fields 1, 2, and 3 is not supported for internal sales.
Document ID 231 - Customer order confirmation is printed only when you perform a manual confirmation through (OIS605).