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Make General Settings for Purchase Orders

Use

In this Customizing activity, you maintain settings for purchase order collaboration. You should follow the
sequence of the views when making settings.

This Customizing activity contains the following views:

Create Change Profiles for Purchase Order Items and Replenishment Order Items

In this view, you define change profiles for purchase order and replenishment order items. You use change
profiles to define which items on the Web UI of SAP Supply Network Collaboration (SAP SNC) can be changed.
For example, a supplier can only create confirmation schedule lines for changeable items.

You only have to edit this view if you do not want to work with the SAP default settings. The SAP default
settings are set internally within the system. SAP delivers the default change profile SCM001. The settings in
this profile are identical to the internal settings in the system.

You can configure the changeability of items depending on the order type (purchase order or replenishment
order) and on the following item status:

Distribution Status

The distribution status displays whether the order is published in SAP SNC, and which business
partner published the purchase order.

Change Distribution Status of Purchase Order

This status is only relevant for purchase order collaboration with approval process.

Item Status

The item status indicates which processing processes were executed for an item.

For more information about status values, see SAP Library for SAP Supply Network Collaboration on the Help
Portal at http://help.sap.com in the documentation for purchase order collaboration and replenishment order
collaboration.

Assign Change Profiles for Purchase Order Items and Replenishment Order Items

In this view, you assign change profiles for purchase order items and replenishment order items to customer-
supplier combinations. You use change profiles to define which items on the Web UI of SAP Supply Network
Collaboration (SAP SNC) are changeable. You only have to edit this view if you do not want to use the SAP
default settings. For example, you can define your own default change profile or use different change profiles
for different customer-supplier combinations.

To determine the changeability of an item, the system evaluates the entries in the following sequence and uses
the first suitable change profile:

1. Change profile for customer-supplier combination


If there is a change profile for a specific supplier-customer combination that contains an entry for an
item with certain properties, the system uses this change profile.
2. Customer-specific change profile
The system contains the change profile from the entry with a customer but no supplier under the
following conditions:

o If a change profile does exist for a specific customer-supplier combination, but it does not
contain an entry for an item with specific properties.

o If a change profile for a specific customer-supplier combination does not exist.

3. Supplier-specific change profile


The system contains the change profile from the entry with a supplier but no customer under the
following conditions:

o If a customer-specific change profile does exist but does not contain an entry for an item with
specific properties.

o If a customer-specific change profile does not exist.

4. Customer and supplier-independent default profile


The system uses the change profile from the entry that contains neither a customer or a supplier under
the following conditions:

o If a supplier-specific change profile does exist, but it does not contain and entry for an item
with certain properties.

o If a supplier-specific change profile does not exist.

5. SAP default settings


The system uses the SAP default settings, which correspond to the settings of the SAP standard profile
SCM001, under the following conditions:

o If a customer and supplier-specific change profile does exist, but does not contain an entry for
an item with specific properties.

o If a customer and supplier-specific change profile does not exist.

Create Approval Profiles

In this view, you create approval profiles. You enter data in this view if you want to use the approval process
without tolerances. In an approval profile, you define whether the system automatically approves deviations
between confirmation data and request data (that is the confirmed quantity, dates, and components), or whether
the customer has to check the deviations manually in the Web UI and can then approve or reject them there.

In an approval profile, you can set up an individual approval rule for confirmation schedule lines and
components. The following approval rules exist for confirmation schedule lines:

Approve Deviation Manually

If the confirmed delivery date/time or the confirmed quantity of a confirmation schedule line deviates
from the requested quantity or the desired date/time, the confirmation schedule line receives the
approval status Manual Approval Required.

Approve Automatically
Deviating confirmation schedule lines receive the approval status Accepted.

The following approval rules are available for components:

Approve Deviation Manually

If the component consumption confirmed by the supplier deviates from the component consumption
specified by the customer (or has even been set to zero by the supplier), or the supplier has added new
components, the component receives the approval status Manual Approval Required.

Approve Automatically

Components with deviating component consumptions, or new components receive the approval status
Accepted.

Approve New Component Manually

New components receive the approval status Manual Approval Required. Components with deviating
component consumptions receive the approval status Accepted.

Note: If you set up the approval process with consensus finding (available as of SAP SNC 5.1), the system uses
deviation analysis for approval. This is relevant for confirmed quantities, dates, and components.

Approval Profiles for MPN Confirmation and Price Confirmation

You can create approval profiles to determine whether a supplier can confirm manufacturer part numbers and
prices. You can specify whether MPN confirmations are allowed for the following documents:

Purchase orders only

ASNs only

Both purchase orders and ASNs

You can specify whether a supplier can confirm prices in purchase orders.

If you want to create a profile for the sole purpose of activating MPN confirmations or price confirmations, you
only need to make entries in the following fields:

Profile

MPN Cnf.

Price Cnf.

Approval Profile to Edit Components

In the standard system, the supplier can edit components on the supplier view of the Purchase Order Details
Web screen using the Copy Components, Add Components, and Delete Components pushbuttons. If you do
not want your suppliers to edit components, you set Buttons Are Not Displayed in the Rule for Component Edit
field to remove the pushbuttons from the supplier view of the Purchase Order Details Web screen.
Assign Approval Profiles

In this view, you specify for which combinations of customer, supplier and product you want to use a particular
approval profile. You do this:

to enable the approval process in purchase order collaboration

If you want to use an approval process for a certain characteristics combination, assign an approval
profile with the desired approval rules to the characteristics combination.
Note that even if some of the items of a purchase order do not contain a product to which you have
allocated an approval profile, all items of the purchase order are subject to an approval procedure. In
this case, the system uses the confirmation rule Approve Deviation Manually for products without an
approval profile as well as for confirmation schedule lines, and components of the confirmation rule.

to enable or block MPN confirmations

to enable or block price confirmations

Set Confirmation Control

In this view, you specify whether a supplier has to create supplier confirmations (purchase order confirmations
and scheduling agreement confirmations) or advanced shipping notifications (ASNs) in SAP Supply Network
Collaboration (SAP SNC). You make the settings in accordance with the following characteristics:

Customer

Supplier

Customer location

Ship-from location

Product

ASNs or supplier confirmations can be mandatory, not allowed, or optional for certain characteristics
combinations. The settings have the following significance:

Not Allowed

If supplier confirmations or ASNs are not allowed for an order category, the following occurs:

o If supplier confirmations are not allowed for an order category, suppliers cannot create supplier
confirmations in the Web UI of SAP SNC. Nevertheless, suppliers can send purchase order
confirmations by means of EDI (ReplenishmentOrderConfirmations) from their back-
end system to SAP SNC. In the standard system, however, there is an active validation check
in the validation framework that creates a warning on receipt of a purchase order confirmation.

o If ASNs are not allowed for an order category, suppliers cannot send ASNs using a
DeliveryScheduleNotification message from their back-end system to SAP SNC, or
create ASNs on the Web UI. An active validation check in the validation framework prevents
this. Should a supplier wish to use the packing function of ASN-processing, you can set the
validation checks so that the creation of ASNs with warnings is possible. To prevent SAP SNC
from sending an ASN to the customer's back-end system, however, you must modify the
corresponding action in the post processing framework (PPF).

Mandatory

You use this setting if the customer expects supplier confirmations or ASNs to be mandatory. We
recommend that the supplier first creates a supplier confirmation and then an ASN. However, the
opposite sequence is not forbidden.

Optional

This is the standard setting. Supplier confirmations and ASNs are neither not allowed nor mandatory.
This setting is, for example, relevant in a release upgrade from SAP ICH 4.1 to SAP ICH 5.0: If you
want to continue using the previous settings, simply transfer this setting.

Confirmation control is relevant to the generation of alerts and to due schedule lines in the following ways:

Only when ASNs for purchase orders or scheduling agreement releases are mandatory or optional,
does the report Generate Alerts for Due and Overdue Purchase Orders and SA Releases
(/SCA/DUELISTALERTWRITE) generate alerts if there are too few or no ASN quantities for the
purchase orders or scheduling agreement releases.

Only when scheduling agreement confirmations are mandatory or optional, does the report Generate
Alerts for Non-Confirmed Scheduling Agreement Releases (/SCA/RELUNACKNALERTWRITE)
generate alerts if the supplier has not sent a scheduling agreement confirmation for a scheduling
agreement release from SAP SNC to SAP APO within a certain time frame. The corresponding option
in the report is relevant only for a scenario in which you send scheduling agreement releases from SAP
APO to SAP SNC and scheduling agreement confirmations from SAP SNC to SAP APO.

SAP SNC only determines due schedule lines for purchasing documents for which ASNs are optional
or mandatory.

In an SAP back-end system, confirmation control exists for purchase orders. However, you cannot use the IDoc
ORDERS05 to transfer the confirmation control settings from an SAP backend system to SAP SNC in standard
purchase order collaboration. Ensure, therefore, that you maintain the settings in the SAP back-end system and
in SAP SNC consistently.

This view is not relevant for SMI with purchase orders.

In the standard system, ASNs and supplier confirmations are optional (see above).

Make Settings for PO Worklist for Suppliers

In this view, you can specify the following:

You can specify whether a supplier uses a single-step or two-step publishing method on the Purchase
Order Worklist screen. You can choose from the following settings in the Method column:

o Publish on Save

In the purchase order worklist, the supplier can publish purchase order confirmations in one
step by choosing the Save & Publish pushbutton. This is the default setting.
o Publish Separately

In the purchase order worklist, the supplier can save order confirmations by choosing the Save
pushbutton. If this setting is made, the Save & Publish pushbutton is not displayed. The
supplier publishes saved confirmations in a separate query, which you must implement
yourself.
For more information, see SAP Library for SAP Supply Network Collaboration under Purchase Order
Collaboration -> Webscreens for Purchase Orders -> Purchase Order Worklist -> Two-Step Publication
of Purchase Order Items.

You can determine if you want to use change profiles for purchase order items on the Purchase Order
Worklist Web screen for the Confirm & Publish Purchase Order Items query type. By default, you
cannot use change profiles for the Confirm & Publish Purchase Order Items query type on the
Purchase Order Worklist Web screen.

Batches Available for Purchase Orders

In this view, you specify the source of the customer batch number that a supplier can specify for a purchase
order confirmation. The following sources are available:

Batch inventory sent to SAP SNC using ProductActivityNotification XML message


(Consider Inventory option)

Batches from subcontract orders (Consider Subcontract Orders option)

Define Order Type Codes

In this view, you define the order type codes that you want to use in SAP SNC and you determine a semantic
description for the order type code that SAP SNC displays in the Order Type Code fields on the SAP SNC Web
UI. In the underlying Assign Order Type Codes view, you assign the order type code from SAP SNC to the
order type code that the customer uses in their back-end system. You make these settings to ensure that the
customer's back end system and SAP SNC can process each other's order type codes during the following data
transfers:

When the customer sends order type codes using


PurchaseOrderERPReplenishmentOrderCollaborationNotification XML messages,
SAP SNC must be able to process these.

When the supplier sends order type codes using ReplenishmentOrderNotification XML
messages, the customer's back-end system must be able to process these.

Make Settings for PO Worklist for Customers

In this view, you can activate the worklist for the manual approval of purchase order confirmations.

Note that you also have to activate the PO Approval Worklist for Customers
(/SCF/SNC_CC_PO_APPROVAL_1762180) BC Set, which contains the query definitions for the manual
approval worklist.

With that, the customer is able to approve or reject purchase order confirmations from the Purchase Order
Worklist Web screen. He or she can still perform the manual approval by entering the Purchase Order Details
Web screen one by one for each purchase order.
Enable Performance Optimizations for Queries

In this view, you can enable performance optimization for already existing features, for example, the Process
Due Confirmations query in the purchase order (PO) worklist. As a result, you may experience enhanced
performance.

Activities

Create and Assign Change Profiles for Purchase Order Items and Replenishment Order Items

If you want to work with your own settings, proceed as follows:

1. In the Create Change Profiles for PO and RO Items view, create a change profile.
To do so, create an entry for each relevant combination of order type and item property. An entry
consists of the profile name and the property combination. If an item with a specific property
combination is not to be changeable, set the Display Only indicator for the entry.
To simplify profile maintenance, we recommend that you copy the default profile SCM001 and modify
the settings of the copied profile according to your needs.
2. In the Assign Change Profiles for Purchase Order Items view, enter change profiles as follows:

o You can enter your own change profiles as the supplier and customer independent default
profile. To do so, you create an entry that contains the change profile but no supplier or
customer. This change profile overwrites the SAP default settings in the system.

o You can specify that the change profile is only valid for certain customer-supplier
combinations. To do so, you create an entry that contains the required customer and supplier,
and the profile name. If you enter a supplier but not a customer, the profile is valid for all
combinations with this supplier. The same is true if you enter a customer, but not a supplier.

Create and Assign Approval Profiles

1. In the Create Approval Profiles view, create a new approval profile.


2. In the Assign Approval Profiles view, assign the approval profile to the combination of customer,
supplier and product for which you are using the approval procedure.

If you want to work with an approval procedure for a certain characteristics combination, create an entry and
enter an approval profile for it. Note the following when maintaining an entry:

If you do not enter a customer, a supplier, or product, the approval profile is valid, independently of the
characteristic that has not been specified. If you do not enter any of these characteristics in an approval profile,
the approval profile is valid for all combinations of customer, supplier, and product. An entry such as this
determines the standard setting for purchase order collaboration. You can exclude certain characteristics
combinations from the standard setting by creating an additional entry that contains this characteristics
combination and the desired approval profile. If multiple entries match a particular characteristics combinations,
the system uses the most detailed entry with the highest priority: A suitable customer has priority over a suitable
supplier, and a suitable supplier has priority over a suitable product.

Set Confirmation Control

If necessary, make other settings (for other characteristics combinations for example). Note the following when
maintaining an entry:

If you do not enter a characteristic (the product, for example), the entry is valid regardless of the characteristic
that you have not entered (regardless of the product, for example). If you do not enter any characteristics in an
entry, this entry is valid for all characteristics combinations. An entry such as this determines the standard
setting for an order category. You can exclude a certain characteristics combination from the standard settings
by creating an additional entry with this characteristics combination and the desired setting.

For a given characteristics combination, the system uses the specific entry that is appropriate for this
characteristics combination. If several entries are appropriate, the system selects the entry according to the
following rules:

A business partner has a higher priority than a location.

A location has a higher priority than the product.

The customer has a higher priority than the supplier.

The customer location has a higher priority than the ship-from location.

Save Method of PO Worklist

You only need to make new entries if you want to override the default single-step method setting.

If you do use the two-step method, you must also create a new query for publishing confirmations on the Web
UI.

Example

Example of Changeability of Purchase Order Items

You do not want a particular supplier (SUP01) to be able to edit purchase order items that he or she has
published.

1. In the Create Change Profiles for PO and RO Items view, you make the following entry:

o Profile: CHGPROF1 (this is an example profile name)

o Distribution Status: Published by Supplier

o Display Only checkbox: Selected

2. Select the line and navigate to the Assign Change Profiles for PO and RO Items view.
3. Make the following entry:

o Supplier: SUP01

o Profile: CHGPROF1

Example of Approval of Deviations in Confirmations

You want deviations in confirmation schedule lines from supplier SUP01 to be approved automatically.

1. In the Create Approval Profiles view, make the following entry:

o Profile: APPR1 (this is an example profile name)


o Cnf. Appr.: Approve Automatically

2. Select the line and navigate to the Assign Approval Profiles view.
3. Make the following entry:

o Supplier: SUP01

o Profile: APPR1

Example of MPN Confirmations

You want all suppliers except for supplier SUP01 to be able to edit and confirm MPN data for all products in
both purchase orders and ASNs. You do not want supplier SUP01 to be able to confirm MPNs at all.

1. In the Create Approval Profiles view, make the following entry:

o Profile: MPNPROF1 (this is an example profile name)

o MPN Cnf.: MPN Confirmations for POs and ASNs

2. In the Create Approval Profiles view, also make this entry:

o Profile: MPNPROF2 (this is an example profile name)

o MPN Cnf.: No MPN Confirmation

3. Select the line for profile MPNPROF1 and navigate to the Assign Approval Profiles view
4. Make the following entry

o Profile: MPNPROF1

All other fields are left blank, so that this profile is valid for all supplier, customer, product
combinations.
5. In the Create Approval Profiles view, select the line for profile MPNPROF2 and navigate to the Assign
Approval Profiles view
6. Make the following entry

o Supplier: SUP01

o Profile: MPNPROF2

The assignment of profile MPNPROF2 to the supplier takes precedence over the customer and supplier-
independent assignment of profile MPNPROF1.

Example of Confirmation Control

You want to make purchase order confirmations mandatory for supplier SUP02.

1. In the Confirmation Control view, make the following entry:

o Order Type: Purchase Order


o Supplier: SUP02

o Sup.Conf.: Mandatory

You want to forbid purchase order confirmations for the product PROD01.

2. In the Confirmation Control view, make the following entry:

o Order Type: Purchase Order

o Product: PROD01

o Sup.Conf.: Not Allowed

For a purchase order that requests product PROD01 from supplier SUP02, both of these entries are relevant. In
this case, purchase order confirmations would be mandatory, because the entry that affects the supplier take
precedence over the entry that affects the product (as described above).

Example of Publishing Method of the Purchase Order Worklist

You want all supplier except for the supplier SUP02 to use the default single-step method for publishing
purchase order items in the PO worklist. You want supplier SUP02 to save confirmations first, and then publish
saved confirmations in a separate list.

The customer and supplier-independent default setting for the single-step method (Publish on Save) is
delivered by us.

In addition to this, you make the following entry in the Set Publishing Method of Purchase Order Worklist view:

Supplier: SUP02

Method: Publish Separately

Furthermore, you also create a new query on the SNC Web UI for the PO worklist, based on the Purchase
Orders to Be Published object type.

Example of Defining the Order Type Code

In SAP SNC, a standard purchase order (standard PO) uses the order type code 01. In the customer's back-
end system, a standard PO uses the order type code NB.

In the Define Order Type Codes view, you define the order type code for a standard PO in SAP SNC as follows:

Order Type Code: 01

Description: Standard PO

In the Assign Order Type Codes view, you map the order type code from SAP SNC to the order type code from
a customer's specific back-end system as follows:

Logical System: CUST_SYS1


Customer: CUST_1

External Order Type Code: NB

Order Type Code: 01

The customer's back end system and SAP SNC can now process each other's order type codes during inbound
and outbound data transfer using XML messages.