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Limit Document type in Purchase Order entry

colin_cheong
Contributor
0 Kudos

HI,

Is there a way to limit the document type option during ME21N?

I do not want User to select a wrong doucment type during entry and then only to realise that it does not belong to their purchasing organization after entering all the details when SAVE.

The wrong document will be on hold in the system pending for follow-up action.

Thanks

Bye

Accepted Solutions (1)

Accepted Solutions (1)

kmrcks
Contributor
0 Kudos

The best way is to control the user with authorisation.

for the Purchase organisation -  M_BEST_EKO

  for the Purchase order document type use the object - M_BEST_BSA

Refer the link

http://help.sap.com/saphelp_40b/helpdata/EN/ed/1839516e36d1118b3f0060b03ca329/content.htm

Get the Help from the basis consultant and assign required objects / Values to the user and then test

Hope this should meet your requirements


colin_cheong
Contributor
0 Kudos

Hi kannan,

Using the authorization to control is only good to prevent any saving of wrongful data.

However, imaging your user keying in all the details and then realized that it is not possible to be SAVE and then got to re-do the same again.

This is a very painful thing to do.

I was thinking if the system can only provide me with the correct document type, I wouldn;t have to go thru this painful process of re-entering my data.

Prehap, setting a screen variant might do the trick but I would prefer some kind of SPRO configuration.

Can anyone share their thoughts?

Thanks

Answers (3)

Answers (3)

colin_cheong
Contributor
0 Kudos

Up till now, I am still not able t find a suitable way such that the User would only see those document type that are configured for use and not show ALL available PO document type in ME21N

if anyone had does something similar, please show your thoughts.

Thanks

Former Member
0 Kudos

Hi Siew Tim,Colin Cheong,

            Did you find solution to this issue? If Yes,Kindly please provide the same.

Thanks

Kicchu

colin_cheong
Contributor
0 Kudos

HI,

My company A cannot accept any document type that are not relevant to their Pur.Orgn.

However, my company B is able to accept non-relevant document type.

I suspect it's authorization setting. Since, it is working for company A, the solution should be in the system.

I hope it meaningful to you.

Bye

BijayKumarBarik
Active Contributor
0 Kudos

Hi,

Why user will do mistake - you should design your Purchase Order Document Types and restrict "Allowed Item Category" for each Purchase Order Document Type.

You can define PO Document Type in following path:

SPRO  -> Materials Management  -> Purchasing -> Purchase Order -> Define Document Types

&

Restrict  each Purchase Order Document Type by allowing item category in each process in "Allowed Item Category" segment

For example:

PO Document Type------------"Allowed Item Catagory"-----------------Result

NB----------------------------------------BLANK-------------------------------------Only use for material procurement

ZKNB------------------------------------ ONLY allow K---------------------------Only use fro Consignment

ZSTO-------------------------------------ONLY allow U---------------------------Only used for Stock Tran.Order

ZZUB-------------------------------------ONLY allow L----------------------------Only use for Subcontracting

Also,talk to Basis Consultant and with help of authorization,you can control Purchase Order creation based on Purchase Order Document Type.

Regards,

Biju K

colin_cheong
Contributor
0 Kudos

Hi,

The problem is not because of wrong item category being entered by User.

The system is used by more than 3 company.

Each have a different sets of document type for standard po, return po and stock transport order.

Any user that login and used ME21N can select from that list of PO document type.

Is it possible that User A from company A can only see document type 1-3, User from company can see 4-6 and User from comapny C can see 7-9?

At the moment, all User can see document type 1-9.

Bye

BijayKumarBarik
Active Contributor
0 Kudos

Hi,

Document types are designed /created based on different procurement processes in an organization not based on company code.

In your case, you can create purchasing groups PGA for User A for company A, PGB for User B Company B and PGC for User C for company C.

Consult Basis Consultant and based on purchasing groups you can restrict creation of purchase order with purchase order document type by authorization with authorization object as following:

1.  1. Creation of purchase order for document type 1-3 for purchasing groups PGA with company A with help of authorization.

2.  2. Creation of purchase order for document type 4-6 for purchasing groups PGB with company B with help of authorization.

3.  3. Creation of purchase order for document type 7-9 for purchasing groups PGC with company C with help of authorization.

Regards,

Biju K

Petepall
Contributor
0 Kudos

Hi,

As Bijay explained a purchasing document is not configured at plant or company code level.

You need to understand what kind of data is existing at which level in the SAP system.

Purchasing document types are at the highest level and should represent the type of process that is used.

Same thing goes for the purchasing group so you are not able to restrict the selection options on these settings and the only thing that you can do is restrict access via authorization settings.

If a user selects the wrong document type and the system returns an error on saving the user can change the document type at that moment. It will not delete all the data, some data could be removed or needs to be changed based on the field selections that are set for each document type.

Only other solution is to create transaction variants to restrict the selections via these transaction variants.

Regards,

Peter