Document Overview: Example (Creation of Purchase Order)

Document Overview: Example (Creation of Purchase Order)
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Use

A member of the Purchasing staff can use the document overview as a selection area either for reference documents from which he or she can adopt data in a new document that is to be created, or for documents that are awaiting processing. You can initially choose the documents using selection variants and then influence the way the lists of documents are presented by means of display variants. These functions are also available for other Enjoy activities. They are illustrated taking the creation of a purchase order as an example.

Procedure

Call up the transaction as follows: Menu path
from the standard SAP Menu
Logistics ® Materials Management ® Purchasing ® Purchase Order ® Create ® Vendor/Supplying Plant Known.

Menu path
from the user menu IDES_MM3050
Employee in Purchasing ® Purchase Order ® Enter Purchase Order.

Transaction Code
ME21N


In the standard system, explanatory documentation appears on the left side of the screen.

Choose Close in the left-hand area of the screen to hide this documentation.


This setting will be stored for the future for your user ID.

You can reactivate the documentation at any time by clicking Help.

Choose Document overview on.
The document overview now appears in the left-hand part of the screen. Adjust the window to suit your requirements. The right-hand part of the screen contains the actual work area for the activity.

You are responsible for the purchasing group 030(Oswald, G), belonging to purchasing organization 1000 (IDES Germany) and want to generate a list of the purchase orders created by this group as reference documents.

Choose to the right of .
Choose Purchase Orders from the menu that appears.
Enter the following data: Field
Data

Document date
01.01.99

Document date to
Today’s date

Purchasing group
030

Purchasing organization
1000


Choose .
Enter the following data: Field
Data

Variant name
BEST_030

Description
Any short text (e.g. POs PURGRP Oswald)


Choose .
Choose Yes to skip any warning messages.

The selection variant is now saved. In future, it will be offered to you by the system for selection in the document overview. In addition, the documents will be suggested in accordance with the last-used selection variant when you invoke the activity.

Choose .
In the document overview of the Create Purchase Order screen, a list of the selected PO documents appears. Since you will know the names of the materials you want to order, but not necessarily their numbers, you need a document overview that is sorted by material description.

In the document overview area, choose .
In the standard system, document lists are sorted by purchasing document number in the Define Sort Order box. Accordingly, the entry Purchasing document appears in the left-hand part of the screen under Sort Criteria.

Select the entry Purchasing document, then choose .
The Purchasing document field disappears from the list display of the Column Set area.

Now select the fields Short text and Purchasing document in the Column Set area on the right.
Choose .
The Short text and Purchasing document fields are included in the list display for the Sort Criteria area.

Choose .
The document list in the document overview area is now sorted by Purchasing document and the subgroup Material description. To display the short descriptive text for the material, click the triangular icon next to the purchasing document number. To facilitate your choice of document items, you can also display fields such as the Material number, Vendor name, Plant, and Document date/number.

Choose to the right of .
Choose Change Layout from the menu that appears.
In the Column set area of the Change Layout dialog box, the system offers you a selection of display fields from the PO documents.

Select the Material, Vendor name, Plant, and Document date fields and choose .
The fields are now included in the Columns area.

Choose .
The system displays the selected fields for all purchasing documents.

Choose to the right of .
Choose Save Layout from the menu that appears.
In the dialog box, enter the following data: Field
Data

Layout
BEST_030

User-specific
Select

Description
Any entry


Choose Save.
In future, this layout will always be used as the initial variant for the activity.

Choose to the right of .
Choose Manage Layout from the menu that appears.
Double-click to select your layout.
The system now identifies the layout as the default layout with a .

Choose .
Choose until the overview tree appears.