The following table provides an overview of the most important process steps of direct procurement with inbound delivery, the relevant applications, and the corresponding required business roles:
|Step||Comment||Application||Required Business Role|
|Create a purchase order that requires an inbound delivery||Manage Purchase Order (F0842A)||Purchaser|
|Monitor supplier confirmations and react to critical supply situations||Monitor Supplier Confirmations (F2359)||Purchaser|
|Create inbound deliveries||Option 1||Inbound Deliveries for Purchase Orders (VL34)||Receiving Specialist|
|Option 2||Schedule Inbound Delivery Creation (F2798)||Receiving Specialist|
|Confirm quantities for put away||Inbound Deliveries for Putaway (VL06IP)||Receiving Specialist|
|Post goods receipt for inbound delivery||Option 1 (manual)||Post Goods Receipt for Inbound Delivery (F2502)||Warehouse Clerk|
|Option 2 (automatic in the background)||Schedule Goods Receipt for Inbound Deliveries (F2776)||Receiving Specialist|
|Enter and post supplier invoice||Create Supplier Invoice (F0859)||Account Payable Accountant|
Manage Purchase Orders (F0842A)
With the Manage Purchase Orders (F0842A) app, you can create and manage purchase orders to ensure that you get the ordered items on time, at the correct location, and in the required quantity.
For direct materials, in many cases, you work with purchase requisitions, which you then convert into purchase orders. The Manage Purchase Requisitions (F1048) app is suitable for converting purchase requisitions. Even then, you must make sure that the correct confirmation control key is stored, as described in this section.
You can save your personal filter criteria as a variant, so that the list of purchase orders that appears when you open the app represents your current personal worklist.
You can use this app to manually order stock materials, consumable materials, and services.
To create a new purchase order manually, on the initial screen, choose Create.
After you have chosen Create on the initial screen, the system prompts you to enter the header data of the purchase order, starting with the supplier number. Most of the data is then proposed from the supplier master record or from personal settings.
After completing and checking the header data, you can create an item. Choose Create on the Items tab.
The figure, Manage Purchase Orders (F0842A) - Create Purchase Order Item, shows you where the confirmation control key can be set in the order item.
Setting a confirmation control key that contains the confirmation category LA (Inbound Delivery) is a prerequisite for creating an inbound delivery for this purchase order item:
If you first require an acknowledgment and then an inbound delivery, choose Confirmations.
If you only need an inbound delivery, choose Inbound Delivery.
For a direct purchase order, you must enter a material number, a plant, and the purchase quantity.
The price and other data can be proposed from the info record, if it exists.
Check the data, complete the data (if necessary), and save the purchase order.
Monitor Supplier Confirmations (F2359)
On the tile, you can see at a glance how many confirmations are missing.
When you open the app, you can compare the target quantity value with the outstanding quantity value for different dimensions, such as vendor and purchasing group.
You can show or hide legends on the chart, select various chart types, export to a spreadsheet, switch from chart view to tabular view and from the tabular to chart view, or choose the view with both charts and table.
You can save your personal filter criteria as a variant.
The app also offers some links to further apps, such as Manage Purchase Orders or Mass Changes to Purchase Orders.
You can also monitor purchasing documents that are waiting for supplier confirmations using the notifications in addition to, or as an alternative to, the Monitor Supplier Confirmations app.
Using the Notifications icon at the top right of the screen, you can display the notifications generated by the system. Selecting the notification text brings you, for example, to the Monitor Supplier Confirmations app or Manage Purchase Orders where you can analyze the situation and take action if necessary.
Inbound Deliveries for Purchase Orders (VL34)
The Inbound Deliveries for Purchase Orders (VL34) app is an SAP GUI for HTML transaction. It allows you to quickly select purchase orders awaiting inbound deliveries and generate inbound deliveries for them .
On the first screen, specify the selection criteria for purchase orders, such as plant or planned delivery date.
After you have chosen Execute, the system automatically creates inbound deliveries for the selected purchase orders in the background.
The Create Inbound Delivery (VL31N) app is also available for the step-by-step creation of inbound deliveries.
Schedule Inbound Delivery Creation (F2798)
With the Schedule Inbound Delivery Creation (F2798) app, you can schedule the collective creation of inbound deliveries as a background job for purchase orders that are due for delivery.
Inbound Deliveries for Put-away (VL06IP)
The Inbound Deliveries for Putaway (VL06IP) app allows you to confirm that all the materials have been put away in the correct quantities. This step is a prerequisite for goods receipt posting.
Set your selection data for deliveries that you want to put away and choose Execute.
After you have chosen Execute on the initial screen, the system displays a list of selected inbound deliveries.
You can select inbound deliveries, choose Change Inbound deliveries, and enter the put away quantities.
You must enter a put away quantity for each item and then save the inbound delivery.
Post Goods Receipt for Inbound Delivery (F2502)
With this app, you can post a receipt of goods with reference to an inbound delivery.
Open the app and select an inbound delivery or a supplier. If you do not know the inbound delivery number, enter a supplier number. The system proposes a list of due inbound deliveries. Select one of them.
The system proposes data, such as open quantity, the plant, the storage location, and the stock type, from the inbound delivery. All you need to do is check and post.
Schedule Goods Receipt for Inbound Deliveries (F2776)
With this app, you can schedule background jobs for posting goods receipts for inbound deliveries and view the log.
You can restrict the selection on the Parameters tab.
Only inbound deliveries with a confirmed put away status are relevant for goods receipt.
Create Supplier Invoice (F0859)
You use the Create Supplier Invoice app to manually enter and post a supplier invoice related to a purchase order or scheduling agreement.
Simply enter the company code (if it is not automatically proposed), the gross invoice amount, the invoice date, the reference, and the purchase order number. The system determines all further data.
In the item list, the system proposes all items that correspond to the referenced purchase order. The system proposes the quantities and amounts of all items for which goods receipts were posted but not fully invoiced.
If necessary, change the proposed data according to the received supplier invoice. The system compares the supplier invoice data with the related purchase order data. If the deviation is outside defined tolerances, the invoice is posted, but the invoice is automatically blocked for payment.