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Service Procurement : PO Qty exceeds RFQ Qty

Nov 10, 2016 at 11:15 AM

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Dear Experts

Our client’s service procurement process requires the user to maintain RFQ for PR and then create PO by adopting the RFQ.

If Service PO is created by adopting PR then the system doesn’t allow to Increase the Qty., which is normal and as per the configuration.

However, we are facing problem while creation of Service PO via adopting RFQ. System is allowing to Increase the Qty. in PO (12) more than the PR or RFQ Qty (10).

Since the client requires to create PO by adopting RFQ we are unable to stop the user from increasing the Qty. or Price in the PO, once the RFQ is maintained. However, the user should be able to Decrease the Qty or Price.

We have already maintained "Reduction of Purchase Requisition Commitment Value" in transaction ML91 and also done message settings SE 438 as E.

Your suggestions are needed in this regard that how can we control this in standard system.

The screenshots of the process and settings are given below:

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ss04.jpg (406.4 kB)
ss08.jpg (494.3 kB)
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2 Answers

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Former Member Nov 13, 2016 at 08:15 AM
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Hi Sabir,

If you don't want your "PO Qty not more than PR Qty" then you can use option of "Define Screen layout" for external service management.

SPRO-->IMG-->MM-->Define Screen Layout-->Double click on Purchase Order (4)--> Double click on Quantity fields--> Make Quantity as Display.

First I Created Service PR with Qty 10 and then Service PO w.r.t to PR,

check below screenshot for your reference.


You can observe "Quantity" field is grey out. Similarly you try for Gross price also. In this way we can restrict the users to change Qty/price fields while creating PO.

Hope this will helpful for you!

BR

Abdul.


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Former Member Nov 13, 2016 at 10:17 AM
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Ignore my last navigation in that I missed External Service Management.

Please go through below,

SPRO-->IMG-->MM--> External Service Management--> Define Screen Layout-->Double click on Purchase Order (4)--> Double click on Quantity fields--> Make Quantity as Display.

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Thanks for the reply. We have already made these settings for PR and RFQ but are unable to find any solution for PO as yet.

In your solution the user will be unable to change the Qty or Price altogether, however, we want the user to be able to decrease the Qty. and Price in the PO but not be able to increase them.

Apologies for not making it clear in the question earlier. I have updated the question now.

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Former Member
Mujtaba Sabir

I'm not sure how to get this kind of requirement. As you are saying user can have right to edit qty and price fields obviously he can increase both qty & price by mistake. As you know that in SAP we can make a field as display/optional/mandatory and hide.

Why don't you configure release strategy so that PO can be blocked by approver, if the qty and price beyond the limits?

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The user should be able to decrease the PO Qty and issue 1 PO for the total PR Qty or multiple partial POs for the PR Qty but in any case the PO Qty should not be more than the PR Qty.

For instance, if the PR Qty is 10 then the user should be able to issue a single PO of Qty 10 or issue multiple POs totaling to the PR Qty (i.e. Option # 1, PO#1 = Qty 6 and PO#2 = Qty 4, Option # 2, PO#1 = Qty 5 and PO#2 = Qty 5 ......)

However the system is allowing to create PO with Qty 12 which is exceeding the PR Qty of 10. This is what we want to disable for the users to not be able to issue PO more than the PR Qty.

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Former Member
Mujtaba Sabir

Did you find a way how to resolve this kind of scenario's?

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Not yet, still looking for the solution.

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