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SAP SD- Order qty change when the subsequent document is available

Sales Order XXXXX Item XX has quantity as 24 which needs to be changed to 12. We have a checked in the system and found that the issue that the quantity area for line item XX is been graded out and hence user finds problem in making the changes in quantity.

We also found that the line item was not able to be kept in block and hence we needed to remove the subsequent documents for trying making changes in Quantity or keep it in reason for rejection.

Could you please throw some light on how to change the order qty even though the subsequent ( PO and invoice) is created ?

Basically we want to complete the sales order in order to avoid from the open order reports.

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  • Posted on Feb 05, 2019 at 08:08 AM

    In standard, system will allow you to change the quantity in sale order even if there is a subsequent document for that. In your case, if that is not happening, then, check any user exit is in place. To change the sale order status to Completed, you can set Reason for Rejection.

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  • Posted on Feb 05, 2019 at 08:24 AM


    Closing off open orders is a common requirement for most customers but I would advise to look at the settings on the customer (Shipping tab) about the number of deliveries able to be created for a single sales order item. It is often set to 9 as standard meaning there can be 9 deliveries created for a single sales order item - which I have never ever seen created! If backorders are not allowed then it is often good to set the Max number of deliveries to 1 so that regardless of the quantity to be delivered the sales order item is closed. This can be set on an individual customer basis and saves the need for rejecting sales order line items. This to me is the most efficient and requires no additional processing, no additional Z programs to go back and update sales order items with rejection reasons and makes perfect business sense.

    Have a look at this and see how you go.

    Kind Regards

    Phil Cooley

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    • Dear Phil,

      Thanks for the shift response.

      As you mentioned, Max. partial deliveries for the Sold to is updated as '9'. Do you want us to change it to '1' and try marking reason for rejection to close off the open orders ?

      I have tried changing it from 9 to 1 and marking reason for rejection. However it shows that Subsequent documents already exist for item XX.

      Please advice in this regard. Thanks !

  • Posted on Feb 05, 2019 at 09:08 AM

    How about quantity? Is that also greyed out ?

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    • Yes. Quantity is greyed out in the sales order.

      For example : Order quantity is 24 in the sales order which is greyed out. Purchase order has 12 qty, GR and invoice has been done for 12 qty.

      Now we want to change the qty to 12 and close the order.

      Please advice. Thanks in advance !

  • Posted on Feb 05, 2019 at 10:21 AM

    Hi Mahimai Antony Doss

    Are you seeing this on an Open sales order report? If the quantity is grey it normally means the item is closed out. I would double check that it is in fact open. With respect to the Max number of deliveries, my comments were more around a change for future orders although I think this field is also in the item Shipping tab so you may be able to even change it there although the fact the item is greyed out means changes are probably limited.

    Please check that this is in fact an open sales order.



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  • Posted on Feb 05, 2019 at 12:03 PM

    But Mahimai - did you check that the document was in fact open? If the reason for rejection cannot be maintained then the item is not open.

    Please check on the Open sales orders reports if this appears, I would say it doesn't - even though the quantity values are different.



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