Adjusting the Purchasing document conditions automatically

By Anil Verma, Capgemini

Application Use

If conditions change after a purchase order has been created and if the new conditions are to apply, the system can change the conditions automatically in all the documents concerned. This avoids invoice differences occurring, for example, or the wrong moving average price being updated, the vendor changes the order price before the invoice is paid.

For example, with a purchase order the net prices for the document item in price determination are calculated from the purchase conditions. Price determination data is saved along with the document

Prerequisites

Documents can only be changed automatically by the system as long as no follow-on documents have been generated. The system does not take any conditions into account, and no prices are determined.

Change pointers for changed conditions are used as source data for document adjustment programs, however, in some applications document indices are used as the source data for the relevant application.

Features

The system looks for the documents in which the changed conditions are to apply and adjusts them accordingly.

Documents are changed automatically in the same way as if you had changed the documents manually. In the case of a purchase order, the document is completely revaluated. This also occurs even if only one condition has changed, since the condition could be a header or group condition.

Use

Purchase order

If purchase conditions (purchase price, discount etc) change after a purchase order has been created, and if the new conditions are to apply, the system can change the conditions in all the documents concerned using automatic document adjustment.

Pricing

If certain conditions relating to pricing change, it is advisable to check the effects on purchase prices already saved in the database. The system uses the pricing worklist function to determine all calculations affected by changes related to pricing conditions. When a new pricing worklist is created, new calculations are made, based on the changed conditions. There is no adjustment of already activated calculations.

Activities

You trigger adjustment of the document from the Purchasing menu by choosing SPROàPurchasingàConditions àAutomatic document adjustmentàActivate change pointer for message type CONDBI.

Insert the condition with its access sequence for which you need to activate the change pointer.

Procedure

A.  Activate the "Doc. Active Index" in the purchasing view of Vendor master.

Updating document data based on condition changes, takes place in several steps to ensure that the related documents are adjusted effectively (performance).

There are usually three process steps for updating document data.

1. Updating change pointers by MEI3. Updating change pointers is not restricted to condition changes. This also takes place, for example, when master data and listing conditions are updated.

2. Creating a worklist for the corresponding application by MEI4. When a worklist is created, change pointers for the changed conditions are prepared for the relevant application. It is recommended that you schedule periodic creation of worklists in the background

3. Updating Document Data based on Worklists by MEI1. The worklist provides the basis for adjusting document data in the relevant application. With this step, either condition data in existing documents is adjusted or new documents with the changed data are created