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SAP FICO

Document 19 - Transaction ME23N – Display Purchase Order

Introduction

This user guide will provide instructions on how to view information contained in a

single Purchase Order (PO) and also how to view accounting entries associated

with it.

The use of this transaction is restricted to users with the reporting role.

Contents

Section 1 Viewing information relating to a Purchase Order (PO)

Section 2 Hints & Tips:

A: Viewing the date an invoice has been paid.

B: An example of a PO with a price discrepancy due to the invoice paid

being less than the order placed.

C: An example of a PO with a price discrepancy due to the invoice paid

being greater than the order placed.

D: Viewing the workflow associated with a PO using ME23N.

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Section 1: Viewing information relating to a Purchase Order

Access SAP in the usual manner.

1. Log onto SAP, using your personal SAP user ID and password.

2. In the transaction bar, enter the transaction code ME23N then hit Enter on

your keyboard.

(If you cannot see the transaction bar, left click on the found to the right

of the Menu.)

3. The transaction may be listed as a favourite in your SAP menu, in which

case a simple double click on the line listing it.


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4. If you have previously looked at a PO in ME23N, the following screen will

be displayed.

Otherwise a blank Display Purchase Order screen is shown.

To choose or change a PO number, click on the Other Purchase Order box.

5. The following box will pop up. Enter the PO number you wish to view, then click

on Other Document.

The example used in this guide overtypes the PO shown above with

6500095007.


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6. The ‘item overview and ‘item detail’ fields should be displayed, as shown below,

if not, click on the icons to display/hide these fields.

You can also see the name of the person who created the PO.

7. Line item 1 on the PO will always be displayed first. You can scroll through the

other line items using the arrow icons.

The Account Assignment tab lists the GL code and Cost Assignment associated

with the selected line item on the PO.

This is the item overview field which displays a brief description, quantity,

delivery date and NET price for each line item on the PO.

This is the item details field which displays more

detailed information including cost assignment, PO

history etc.


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8. This point shows information within the ‘Purchase Order History’ tab.

The Purchase Order History tab will only show when a goods receipt has been

made in OrderPoint. The example below shows a goods receipt and an

associated invoice receipt, here, you can see if there have been any price

variances.

Goods receipting document numbers begin 50, and Invoice receipt document

numbers begin 51.

9. The invoice receipt document will only be displayed if the invoice has been

received in AP (Accounts Payable) and you have goods receipted the line

Use the scroll buttons to select the required

line item to view line item detail.


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item on the PO. To view a copy of the invoice, click on the Invoice receipt

document number.

10. Within the new screen, left click on the Services for Object icon, then left click

on the Attachment list.

11. The attachment list box will appear, double-click on the VIM PO vendor icon.


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12. A copy of the invoice will be shown. Once viewed, click on Back.

You may need to use the scroll bar to view the invoice in full as it may only be

partially displayed.

(For security, some details within this invoice screenshot have been blanked out)


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13. Click on X icon (bottom left) to exit.


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14. Click on back, this will take you back to the main screen.

Section 2 Hints & Tips:


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A: Viewing the date an invoice has been paid

Provided you have a PO which shows a Purchase Order History tab and an

Invoice receipt document number, you are able to see if the invoice has

been paid and on which date.

1. Ater reaching the stage below on viewing a PO, click on the Invoice receipt

document number.

2. Click on Follow-On Documents..


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3. Double-click on the Vendor Account number.

4. When the screen shows a clearing date, the invoice has been paid. From the

date shown (highlighted below), the payment made to the Vendor will be 2 to 3

days after this.

If you are in doubt as to the correct payment dates & need clarification, contact

Accounts Payable via email, quoting the Vendor number, Document number and

PO number. The email address is: [email protected]



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5. A payment to a vendor may be made up of amounts other than the individual

value of the PO you are interested in. To see if the payment for your PO

was part of a larger amount, double-click on the Clearing number.

6. This example, using PO 6500095007 shows the Gross Amount of (£2,700) paid

to the Vendor does not include any other payments.

7. To return to the main screen, keep clicking on the back icon.


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B: An example of a PO with a price discrepancy due to the invoice paid

being less than the order placed. – how it shows in ME23N AND in the

Ledger using reporting transaction S_ALR_87012999.

1. The following PO 6500095041, accessed in ME23N shows below.

Line item one on the PO shows a Goods receipt figure of £5.63 and £4.98 for

the Invoice receipt.

The second line item shows a Goods receipt figure of £5.62 and £4.97 for the

Invoice receipt.

These 2 line items both have a price discrepancy, where the invoice price was

less than the original PO price. In these circumstances, this will generate two

credits to the ledger for the difference.


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2. Within the reporting transaction S_ALR_87012999, these two line item

differences show as small credits of £0.65 – see below:

(This example includes the use of Statistical Internal Orders (SIO’s) on the

PO which are always linked to a cost centre).

Although some schools do not use SIO’s, the principle of how price

discrepancies show remains the same.

C: An example of a PO with a price discrepancy due to the invocie paid

being greater than the order placed. – how it shows in ME23N AND in

the Ledger using reporting transaction S_ALR_87013611.

1. The following PO 6500093727, accessed in ME23N shows below.

2. In this example, there is only 1 line item, showing a Goods receipt figure of

£10.00 and £32.49 for the Invoice receipt.


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3. Ledger postings within the transaction S_ALR_87013611 are shown below.

(or by looking in the posting transaction KOB1), looking at actual line items

for period 9, shows the posting of £10.00 which is the cost of the Order

placed and the posting of £22.49 which is the difference between the Order

and the actual. The total of these is the net price of the invoice £32.49

General

1. Please note, when an invoice has a price discrepancy that is greater than the

PO price, the invoice will be BLOCKED for payment UNTIL the price discrepancy

has been processed from the original Orderpoint Approvers SAP inbox.

There is a user guide on this issue titled : SAP Vendor Invoice Processing -

Guidance for approvers - Price Discrepancy Approval

2. Postings to the ledger will show as a commitment initially (when the Shopping

Cart becomes approved). When the invoice becomes posted to the PO, it will

move from showing as a commitment, to become shown as an actual.

D: Viewing the workflow associated with a PO using ME23N

1. You are able to see Workflow associated with a PO.

2. The workflow associated with PO 6500093727 (a price discrepancy where

the invoice is greater than the order) is used in this example

3. Click on the Invoice receipt.


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4. Click on services for object.

5. Scroll down to Workflow and across to Open Text Dashboard.

6. You are shown details associated with the PO and invoice. You can also

see the workflow entries by clicking View.


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7. This example double clicks on the view icon on the second line.

8. Below is workflow data, this shows a timeline of workflow which begins

automatically for PO’s with an entry appearing in the Approvers SAP inbox.


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There are 2 user guides (listed below) which explain in detail the processes

involved when there is no three way match and a price discrepancy occurs:

SAP Vendor Invoice Processing – Approvers

SAP Vendor Invoice Processing – Coders

9. This example clicks on the comment icon. These comment icons log a

history of discussion about a PO.


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10. What shows here is a comment made by the approver, to authorise

payment on this invoice despite there being a price discrepancy.

Click cancel to return back a level.

11. Click on the cross to go back another level.


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12. Click on Back to return a further level.

13. Click on Back again to return a further level.


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14. You are now back to the initial screen.
