Monitor and Follow Up Activities for a Purchase Order

This document explains how you monitor a purchase order and follow up on purchase order activities.

You can monitor a purchase order either at the header level or at the line level.

Outcome

The purchase order activities are monitored and application messages are activated. The purchase order header file (MPHEAD) and the purchase order line file (MPLINE) are updated.

You can monitor the activities of a supplier in terms of purchase order plans and delivery follow-up. This helps the buyer take necessary actions accordingly. For example, the buyer can send reminders to suppliers for delayed deliveries.

Before you start

A purchase order must be created in 'Purchase Order. Open' (PPS200).
Basic settings for suppliers and items must be defined. See Settings for Supplier and Items.
The parameters in Settings for Monitoring and Follow Up Activities for a Purchase Order must be set.

Follow these steps

Start 'Purchase Order. Open' (PPS200/A) and enter the purchase order number.

The B panel displays all purchase orders in a list view. Select the order line that you want to monitor.

Select one of the following steps depending on the level of monitoring with your purchase order:

Monitoring at PO Header Level
1. On the A panel, select option 13 = Monitoring List. 'Purchase Order. Monitor' (PPS205/E) is displayed.
2. On the E panel, the monitoring activity is performed depending on the monitoring date. If the monitoring activity is completed change the 'Monitoring performed' field from 0 to 1.Press Enter to save your changes and redisplay the A panel.
  
  You can view the entire monitoring list in 'Purchase Order. Monitor' (PPS205/B1).The monitoring list can be viewed either by responsible or supplier or PO number. The monitoring status now changes from 10=Definite to 90=Completed.
Monitoring at PO Line Level
1. On the A panel, select option 11=Lines. 'Purchase Order. Open Lines' (PPS201/B1) is displayed.
2. On the B1 panel, select the order line that you want to monitor and select option 14 = PO Monitoring. 'Purchase Order. Monitor' (PPS205/E) is displayed.
3. On the E panel, the monitoring activity is performed depending on the monitoring date. If the monitoring activity is completed change the 'Monitoring performed' field from 0 to 1. Press Enter to save your changes and redisplay the B1 panel.
  
  Start 'Purchase Order. Monitor' (PPS205/B1), the monitoring status now changes from 10 = Definite to 90 = Completed.
  
  A monitoring report can be printed from 'Purchase Order. Print Monitoring Report' (PPS650/E).

Follow Up Activities

Start 'Application Message. Open' (CRS420/B1).
On the B1 panel, you can see the list of all messages for activated message types. The message types for monitoring are:

501 = Communication monitoring reported error.

501 = Communication monitoring reported error.