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Purpose

This is to explain PO Response Business Scenario and  Status Update Clarification

Overview

PO Response can be created in following ways from PO POWL using “Purchase Order Response” dropdown menu by Purchaser User or Secretary User.

  • You can create a purchase order response manually
  • You can completely accept the purchase order
  • You can completely reject the purchase order

In all the three scenarios when PO Response is created by a secretary user, the header leave document status remains as ‘In Process’, as the changes done by secretary user are not copied to PO. This PO Response created by Secretary User goes to the respective purchaser for approval. Here on Approving or declining the PO Response by Purchaser user changes get copied to PO and the old POR achieves status of ‘Out of Date’ and a new POR with status copied to PO is created.

Creating a POR Manually

For a purchase order that has already been transmitted to the supplier, the Purchase Order Response dropdown menu is activated when you select the purchase order in your POWL. To create a POR, select Create Manually from the Purchase Order Response dropdown menu.

You can edit the following fields:

  • Quantity
  • Price
  • Delivery Date/ Delivery Schedule
  • and, in the case of service items: Service Provider

User can also enter the changes to delivery date and quantity under Items Details Delivery .

Under Delivery in the item details, you can set a schedule line when entering purchase order responses. This way a supplier can distribute quantities over multiple delivery dates, or services over multiple performance periods.

Here the user can set different item level status for different items (Open, Accepted, Rejected).

Status of the PO Response Document 

  • Purchaser user:  It depends  on Item level status
    • All Accepted Without changes:  In Process
    • All Accepted With changes (within Tolerance): Copied to PO, Change version for PO will be created.
    • All Accepted With changes (outside Tolerance): Copied to PO, Change version for PO  will be created.
    • All Rejected Without changes: Copied  to PO, Change version for PO will be created.
    • All Rejected With changes (within Tolerance): Copied to PO, Change version for PO  will be created.
    • All Rejected With changes (outside Tolerance): Copied to PO, Change version for PO will be created.
    • All Open Without changes: In Process
    • All Open With changes (within Tolerance): In  Process
    • All Open With changes (outside Tolerance): In  Process
    • Combination of Accepted/ Rejected/ open Without changes: In Process, Change version for PO will be created.
    • Combination of Accepted/ Rejected/ open With changes (within Tolerance): In Process, Change version for PO will be created.
    • Combination of Accepted/ Rejected/ open With changes (outside Tolerance): In Process, Change version for O will be created.

Tips:

  • When all items are accepted without changes, the status of the PO Response changes to ‘In Process’. User can go to the POR POWL and do a Confirm Response / Reject Response.
  • When there is an open item, this item needs to be accepted / rejected. This can be done by going to Items details delivery.  Here he can accept/reject the open item. After this is done, the user should click on ‘Update purchase order response’.
  • For the above two cases an instance of the original POR is created.
  • The document status in this new POR shows ‘Copied to PO’ and that of the old POR shows ‘Out of date’.

Secretary User: In Process

 

Example

For example, a quantity of 20 has been requested for May 5. In line 1 of the schedule line, the supplier confirms fulfillment of the request with a quantity of 15 on May 5, and in line 2, the supplier confirms the remaining quantity of 5 for May 25.

End of the example.

You can set the acceptance status per item in the POR. When you accept an item, the item data is transferred to the PO depending on conditions.

You can also add Notes and Attachments to your POR and trace the document history under Related Documents.

Completely Accepting a PO

Choosing Accept Completely button from PO POWL, user can accept all the items in a PO without any changes to Item. All the Items have status of ‘Accepted’. The system carries out this function in the background.

Status of the PO Response Document 

  • Purchaser user:  In Process
  • Secretary User: In Process

Completely Rejecting a PO

Choosing Reject Completely button from PO POWL, user can reject all the items in a PO without any changes to Item. All the Items have status of ‘Rejected’. The system carries out this function in the background.

Status of the PO Response Document 

  • Purchaser user:  Copied to PO
  • Secretary User:  Copied to PO

Create  PO Response from SUS

Flow:

  • Find the PO in SUS.
  • After clicking on the Process button under Display Purchase Order, the SUS user has the option to either Confirm or Reject an item under the Item      Overview.
  • Once the SUS user is done with the required changes press the Send button and the document comes back to SRM.
  • The document comes back to the Purchaser’s inbox with a subject such as ‘Check PCO No. XXX for PO No. XXXX
  • When the purchaser clicks on this work item, the Purchase Order Response  screen comes up with Approve and Decline buttons enabled.
  • Clicking on the Approve button signifies that the Purchaser agrees to  the SUS User’s changes completely.
  • Clicking on the Decline button signifies that the Purchaser disagrees completely with the SUS User’s changes.

SUS scenario

A notification is sent to the Purchaser whenever there is a response from SUS. On clicking on the work-item in the Purchaser’s work list, the Approve/Decline button gets enabled.

 

  1. Confirm all the items in SUS without any changes :
    1. Approve:  Status of the PO Response changes to ‘Copied to Purchase Order’. Also, no change version of the PO gets created.
  2. Reject all the items in SUS without any changes :
  3. Confirm/Reject items in SUS with changes inside the tolerance limits :
    1. Approve:  Status of the PO Response changes to ‘Copied to Purchase Order’. PO Response data gets reflected in the Purchase Order. Change version of thePOgets created.
  4. Confirm/Reject items in SUS with changes outside the tolerance limits :
    1. It is configurable whether tolerance checks are shown as error or warning.
    2. In case of error, the Approve button returns error and no update is possible. Decline sets status of POR as ‘Out of Date’.
    3. In case of warning, the Approve button returns a pop-up with yes/no decision.
    4. On clicking on ‘Yes’, status of the PO Response changes to ‘Copied to Purchase Order’. PO Response data gets reflected in the Purchase Order. Change version of the PO gets created.
    1. Decline: Status of the PO Response changes  to ‘Out of Date’. No change version of the PO gets created and the PO Response number is not shown under the Tracking  tab of the Purchase Order.
    1. Approve: Status of the PO Response changes to ‘Copied to Purchase Order’. Items in the PO are marked as deleted and PO Change Version gets generated.
    2. Decline: Status of the PO Response changes to ‘Out of Date’. No change version of the PO gets created and the PO Response number is not shown under the Tracking tab of the Purchase Order.
    1. Decline: Status of the PO Response changes  to ‘Out of Date’. No change version of the PO gets created and the PO Response number is not shown under the Tracking tab of the Purchase Order.

 

Tips:

  • The supplier is not bound by any regulations concerning how many PORs he transmits in XML format for each purchase order. The purchase order response can relate to all PO items (the entire purchase order) or to single PO items. As soon as a new purchase order response is received for an item, the system flags previous purchase order responses at item level as out-of-date. If all items are flagged as out-of-date, the system flags the purchase order response at header level as out-of-date.
  • SAP SRM does not create any versions of purchase order responses (as it does do for POs). The system always only uses the active document.
  • In 5.0 SUS notification comes only if there is a variance in PO Response from PO. While in case of 6.0, SUS notification (work item) is created for each PO Response coming from SUS with / without variance.
  • The system proposes values. If a purchase order response for the purchase order does not yet exist, the proposal comes from the purchase order; otherwise it comes from the purchase order response.