Creating PO Number Sequences

Objective

After completing this lesson, you will be able to configure PO number sequences

Purchase Order Configuration Overview

Purchase Order configuration lets you control exactly how a PO appears when it’s sent to a vendor. You can customize everything - from the starting sequence number and company name to the logo, email address, and other details - to create a tailored transmittal that reflects a specific subsidiary or parent company relationship.

Each PO configuration you create is tied to the group you select before beginning the setup.

Side‑by‑side screenshots showing a purchase order configuration form on the left with multiple input fields, dropdowns, and checkboxes, and a purchase order transmittal preview on the right displaying a generated PDF with purchase order details and a table of line items.

Note

Groups with no PO configuration assigned use the Global Group configuration by default.

To access the Purchase Order Configuration page, select the Purchase Order Configuration link from Invoice Processing Admin.

Screenshot of a purchase order configuration page showing a left navigation menu of admin options and a main panel listing invoice groups with buttons to add, modify, or remove entries.

Configure PO Number Sequences​

Review the following steps to create a new purchase order configuration.

Steps

  1. From the Purchase Order Configurations page, select New.

    The image displays a “Purchase Order Configurations” page with buttons for New, Modify, and Remove. It lists an Invoice Group table with entries for USA and CAN, and it highlights the New button.

  2. Select the Invoice Group this configuration applies to.

    The image displays a “Purchase Order Configuration” form with an Invoice Group drop-down field highlighted. It also shows a “PO Number Generation” section with fields for Prefix, Next Sequence, and Postfix.

  3. Complete the PO Number Generation fields.

    The image displays a “PO Number Generation” section with fields for Prefix, Next Sequence, and Postfix highlighted. The Next Sequence field shows the value 1.

  4. Complete the Company Address fields.

    The image displays a “Company Address” form section highlighted. It includes fields for Name, Address 1, Address 2, City, State or Province, Postal Code, and a Country or Region drop-down.

  5. Complete the fields below if required:

    • Message to Include on Transmitted Purchase Orders
    • Default Email Subject When Transmitting Purchase Orders
    • Default Email Message When Transmitting Purchase Orders
    • Upload Support Documents
    • Upload Company Branding Logo
    • Default Sender Email
    The image displays a purchase order settings page with email and document options. It shows fields for a purchase order message, a default email subject, and a default email message. It also shows sections for Supporting Documents and Company Branding Logo with Upload, View, and Remove links. It shows a Default Sender Email field with “PurchaseOrder” and an email address.

  6. In the Policy drop down, select the policy this configuration applies to.

    The image displays a Policy drop-down menu highlighted with “CVI - PR or PO Policy” selected. It also shows a Header Fields list with checkboxes for Authorized By, Buyer Contact, Company, Currency, and Department.

  7. Select the Header and Line Item fields to be displayed on the PO.

    The image displays two highlighted lists with checkboxes for purchase order fields. The Header Fields list includes Authorized By, Buyer Contact, Company, Currency, and Department. The Line Item Fields list includes Description, Line Number, Quantity, Receipt Type, and Reference Code.

  8. Select Save.

    The image displays a Purchase Order Configuration window with form fields and selection lists. It includes Invoice Group, purchase order number settings, company address, email subject and message, supporting documents, branding logo, and default sender email. It shows a policy drop-down and checkbox lists for header fields and line item fields. It highlights the Save button in the bottom-right corner.

Result

The PO Configuration is saved and appears on the Purchase Order Configurations page.

Summary

  • Purchase order configurations control how purchase orders look and what information vendors receive.
  • Select an invoice group to base each configuration on; unassigned groups use the Global Group configuration.
  • Define purchase order numbering by setting the prefix, next sequence number, and postfix.
  • Enter company address and optional email content, documents, logo, and sender email for transmissions.
  • Select a policy, choose header and line item fields to display, and save the configuration.

Reference

TopicLink
Configuration of Purchase RequestsSAP Help Portal

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