Mandatory Reference To PO

Well I came across a request for making sure that whenever creating a Purchase Order its mandatory to reference to either a PR or RFQ. And to do it to my surprise, is pretty simple as it involves some minor configurations and than through parameter from authorization. Though the only issue I found out from this is that it will mandatory all types of PO to referenced to PR/RFQ, so if there’s a certain PO that does not need to reference to PR/RFQ, you need a user exit to exclude this. Anyway well let’s get to it.

To start, first one must set the requirements through SPRO. So go to SPRO > Materials Management > Purchasing > Authorization Management > Define Function Authorization for Buyers

  1. Under Select Activity, chose Function Authorization: Purchase Order
  2. Click Choose

  1. Next you need to create Function Authorization and description. Click on New Entries

Next comes the important part in determining what needs to be ticked in the entry under General Parameters, Possible Reference Objects and Manual Source Assignment. Depending on the requirement you can have different combination, but for a simple case of reference to either PR or RFQ, I only maintained certain tick box from General Parameters and Possible Reference Objects.

  1. Specify an entry (usually I use numerical such as 01 or 02 and so on until 99)
  2. Specify the description for the function authorization.
  3. Under General Parameters, tick on:
    • Display Conditions – display the conditions
    • Enter Conditions – allow changes to be made to conditions
    • w/o Material – to allow reference item without material number
    • Adopt PO Price – to allow pricing from PR to be adopted to PO
  4. Under FieldSel specify the standard or customized field selection used for the PO. My case it’s ZNBF
  5. Under Possible Reference objects, tick on:
    • Ref. to Purchase Requisition – allows creation if referenced to PR
    • Ref. to RFQ – allows creation if referenced to RFQ without Quotation
    • Ref. to Quotation – allows creation if referenced to RFQ with Quotation
  6. Finally click on Save

Once the configuration side is done, comes the authorization part where you need to assign this function authorization to prevent PO created without references. Now to update this, you can do the assignment through SU01 if the users is just a few or if it’s a lot use SU10 for mass update. Now assigning through SU01 or SU10 well that may be later through my blogs, maybe.

  1. So when you access the ID that needs to be assigned this authorization, go to the parameters tab
  2. Specify SET/GET Parameter ID to EFB
  3. Specify Parameter ID to 01 (this is the entry set in Step 4)

Once that’s done, the setup is completed. Now when you create a Purchase Order without referencing to PR / RFQ, an error will be hit as below.

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