Using Document Types in Purchasing

You define the document type the system uses in automatic PO generation for goods receipts in Customizing for Materials Management under Purchasing → Define Default Values for Document Type. Choose the entry for transaction MB01. The entry for transaction MB01 (in standard NB) is relevant for transaction MIGO.

The system determines the document type for POs for the automatic conversion of purchase requisitions in transaction ME59N according to the following logic.

• If there is a PO document type identical to the purchase requisition type, the system uses that document type first.
• If there is only one allowed document type, the system uses that document type.
• If there are multiple allowed document types, the system uses the default document type for transaction ME21.
• If there is no document type specified, or if the system does not allow the default document type, the system selects the first allowed document type.

You can use the version management function go generate versions of purchase requisitions and external purchasing documents. A version represents a collection of change documents generated through the further processing of an existing purchase requisition or purchasing document. The version indicates the status of such a document and extends the change documentation.

Version management provides the following advantages for purchasing:

• You can easily track changes.

• You can check the data that is transmitted to the suppler.

• You can refer to a version when you communicate with a supplier

• You can compare versions, including long texts.

To be able to use version management, you must first activate it in Customizing for purchasing under Version Management. For Purchase Requisitions you activate version management depending on the document type. For External Purchasing Documents, the activation depends on the document category, document type, and purchasing organization.

To activate version management in Customizing, go to Materials Management → Purchasing → Version Management → Set Up Version Management for Purchase Requisitions and

Materials Management → Purchasing → Version Management → Set Up Version Management for External Purchasing Documents.

SAP S/4HANA includes the following item categories:

• Standard:

  Use this category for materials that your company procures externally. In this case, material number and account assignment are possible, Goods Receipt (GR) is possible (or necessary for warehouse material), and Invoice Receipt (IR) is possible.

• Limit:

  Use this category to procure consumable materials or services with a value limit. In this case, account assignment and IR are required, and GR is not possible.

• Consignment:

  Use this category to order materials that are supplied by the supplier but not invoiced for now. Until you withdraw the material from stock for use, it belongs to the supplier. A liability to the supplier only arises when the material is withdrawn from consignment stock.

• Subcontracting:

  Subcontracting is the process in which a material that you procure from a supplier (subcontractor) requires certain components. These components are either provided by you to the subcontractor or you order the components from a third party supplier who delivers them directly to the subcontractor. With the subcontracting item category, GR is required, and the material number, account assignment, and IR are possible.

• Stock transfer:

  Use this category to transfer material from one plant to another. In this case, the material number and GR are required.

• Third-party:

  Use this category if the ordered material is to be delivered directly to a third-party (for example, a customer). You receive the material invoice from the supplier. In this case, the account assignment and IR are required.

You cannot create any new item categories, nor can you delete or change item categories in Customizing.

You can only change the external representation (that is, the key the system uses in purchase requisitions and purchasing documents for the relevant item categories) and the designation in Customizing.