Using Situation Handling in Requisitioning

The picture Requisitioning highlights the main steps in the Requisitioning solution process, from purchase requisition creation to invoice management.

The use case Confirmation Overdue for PR Item is relevant for the Confirm Goods Receipt step. With this Situation Handling use case, the system will notify the employee when the scheduled delivery date has passed but the goods receipt has not been confirmed. After the creation of a purchase requisition, a follow-on purchase order is created from this purchase requisition. When the goods receipt is not confirmed and once the scheduled delivery date is passed, a Situation Handling batch job will pick up the purchase requisition. Since the goods receipt hasn’t been confirmed it will send the preconfigured recipient a notification informing them that a goods receipt for a particular purchase requisition item is overdue. Then the employee can react to the situation from the notifications by navigating to the purchase requisition item and confirming the goods receipt, if in fact the items were delivered.

The picture Solution Overview shows the setup and process in detail on how to use the Confirmation Overdue for PR Item situation use case.

1. Create/Enable situation type for PROC_OVERDUEPRITEMTOCONFIRM
   • Copy standard template PROC_OVERDUEPRITEMTOCONFIRM using Manage Situation Types app
   • Configure situation type including Responsibility Management
   • Enable situation type
2. Create Purchase Requisition
   • Create a purchase requisition with a cost center as an employee (SAP_BR_EMPLOYEE_PROCUREMENT) using My Purchase Requisitions - New app
   • Approve the purchase requisition if necessary
3. Create a Purchase Order with reference to the Purchase Requisition
   • Create a follow-on purchase order from the purchase requisition as a purchaser (SAP_BR_PURCHASER) using the Process Purchase Requisitions app
   • Approve the purchase order if necessary
4. Navigate to the purchase requisition line item and confirm goods receipt
   • When the scheduled delivery date has passed and the goods receipt hasn’t been confirmed, the system will send a notification to remind the employee to confirm the goods receipt
   • Opening the notification will take the employee to the underlying purchase requisition item
   • Then the employee can confirm the delivered quantity if, in fact, the goods were delivered