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Procurement Cycle: 5. Purchase Order (PO) Monitoring Source: http://ierp.

us/sap/mm-materials-management/purchasing/procurement-cycle-purchaseorder-po-monitoring/ , accessed Feb 21, 2013

After the PO has been sent to the vendor, the buyer or other responsible person must monitor the status of the PO. He must monitor whether the vendor has delivered the material/service at the right time on the right place. He can monitor whether the material/service has been received by the person responsible (such as the warehouse man) with PO history function in the PO document. If the warehouse man or anyone else has received the material/service and posted the Goods Receipt/Service acceptance document, the PO history will be updated in a real-time basis. SAP ERP can also has a functionality to give the reminder to the buyer if the PO item has not been GR in the specified period in respect of the delivery date agreed with vendors. The responsible person must also monitor whether the invoice for the PO item has been received or not. He can also monitor it with PO history function in the PO document. Once the invoice received from the vendor, the responsible person (usually in the accounting department) will post the invoice receipt document which will update the PO history in a real-time basis. The invoice from the vendor will trigger the payment processing. PO History PO history can be seen in the item detail part of the PO document in SAP enjoy screen (ME23N t-code). PO history tab will only appear if only the follow-on document exists for the PO item. The follow-on document can be a material document (from Goods Receipt transaction) and or invoice document (from Invoice Receipt transaction). On the PO history tab, the material document and invoice document number are shown up along with other data such as the goods receipt/invoice receipt quantity and value, the goods receipt/invoice receipt date, etc. We can display the material/invoice document by clicking the material/invoice document number. PO Report SAP ERP also provide some standard reports for PO document, such as ME2N, ME2L, ME2K, etc. On those reports we can display list of PO based on several criteria, such as PO number, vendor, material number, PO document date, Purchasing group, Plant, etc. In term of PO

monitoring, we can also generate report of PO list that based on its status by choosing the Selection Parameters on the field selection screen of the report. The possible entries are:

WE101 Open Goods Receipt: will display list of POs that have not been fully GR (with movement type 101) yet. WE102 Goods Receipt Exists: will display list of POs that have been GR (with movement type 101, which can be canceled with 102 movement type). RECHNUNG Open Invoices: will display list of POs that have not been fully invoiced yet. GUTSCHRIFT Invoice Exists: will display list of POs that have been invoiced.

Other Referrence:

Purchase Order Monitoring Use Source: ntent.htm , accessed Feb 21, 2013

Purchase order monitoring begins when a purchase order is created and it is used to track dates and events throughout the process chain, from the placing of a purchase order with an external vendor to the presentation of the goods in a store, or the receipt of goods in a distribution center. The aim of ongoing monitoring is to ensure that date discrepancies and their effect on subsequent processes, such as, goods putaway in the distribution center, or the presentation of goods in stores, are noticed early enough to allow steps to be taken, if necessary, to ensure the affected dates can be met. In purchase order monitoring, you can perform the following activities manually or automatically: Date shift Reminder Cancellation of order items Reaction to open purchase order quantities (underdeliveries) Cancel delivery of the remaining quantity Insist on delivery of the remaining quantity You can perform these activities in the different views of the Purchase Order Monitor: Active Purchase Order Monitoring

You can find out at any time about current procurement processes along the logistics supply chain, which is made up of the operational dates in the dateline. If the economic circumstances change, you can intervene in the procurement process and take any measures that are necessary. For example, in difficult economic times you can cancel purchase orders. This active view is particularly necessary for the processes in seasonal procurement, when you are often dealing with purchase orders with long lead times. Reactive Purchase Order Monitoring When dates are overrun, you can take the appropriate steps, depending on the situation, to prevent any delays to the delivery, or at least to reconcile the effects of a delivery delay with subsequent processes (for example, a substitute delivery of goods for the planned presentation date). You are using SAP Event Management(SAP EM). The purchase orders you are using come from the seasonal procurement processes.

Prerequisites ... 1. The system transfers the calculated dates to SAP EM, where it monitors the actual date posting. 2. If a date is not posted at the expected point in time, SAP EM automatically performs specific actions, or transfers the order item in question to the Reactive PO Monitor. In the activities profile, you can determine how delivery delays are to be handled. For each vendor you can decide whether date shifts, reminders, or cancellations of order items are to be carried out automatically or manually in the Reactive PO Monitor. 3. In the case of a date shift for the order item or a reminder to the vendor, scheduling transfers the recalculated dates to SAP EM. If the delivery is delayed again, SAP EM can react appropriately. 4. If an order item is cancelled, the system deactivates the order item in SAP EM and the monitoring process ends. See also: Scheduling

Process Flow