Accept/Reject Purchase Inquiry and Create Purchase Order

This document explains how you accept or reject a purchase inquiry after evaluation of the supplier response. It also explains how you create a purchase order for the accepted inquiry.

Outcome

A purchase inquiry is accepted or rejected. "No thank you" letters are printed for rejected inquires. Purchase orders are created for accepted inquiries.

The following files are updated:

Purchase Order Header (MPHEAD)
Purchase Order Lines (MPLINE)

A new purchase order is created for accepted inquiries in 'Purchase Order. Open' (PPS200/C).

Before you start

A number series of type 20 must be defined in 'Number Series. Open' (CRS165).
A purchase inquiry that has status 20 must be created in 'Purchase Order. Open' (PPS200).See Create Purchase Inquiry Manually

Follow These Steps

Accept Purchase Inquiry

Start 'Purchase Order. Open' (PPS200).
On the E panel, select the accepted purchase inquiry and manually set the status to 80 (Quotation accepted).
Go to Step 6 to copy the accepted purchase inquiry to a purchase order.

Reject Purchase Inquiry

Start 'Purchase Order. Open' (PPS200).
On the E panel, select the rejected purchase inquiry and manually set the status either to 60 or 65 (Quotation not accepted).

"No thank you" letters for the rejected quotations are printed from 'Purchase Inquiry. Print Reply Document' (PPS610/E). The status is automatically set to 70 after printing.

Copy the Accepted Purchase Inquiry to a Purchase Order

On the PPS200/B panel, select the accepted purchase inquiry and then select Copy.
On the C panel, change the order type with order category to 020 (Normal order).Select Copy order lines and Copy line text if you want to copy the purchase order lines and user-defined text to the new purchase order.

A purchase order number can be entered manually or generated automatically.
Press Enter.
On the E, F and G panels, you can information about the delivery items, addresses, and goods receiving method.

A new purchase order is created in the PPS200/B panel.

The status of the new purchase order is 15.

The status of purchase inquiry changes to 90 after it is copied to the purchase order.

Parameters to Set


Program ID/Panel	Field	The field indicates …
(CRS780/F)	30 Fixed post-text -purchase inquiry reply	…the ID for the text printed at the bottom of the purchase inquiry reply document in 'Purchase Inquiry. Print Reply Document' (PPS610). The text must be defined as internal or external, and the language code must be the same as that of the supplier. Texts are defined in (CRS950).