ste by step guide to fax email purchase orders in sap

SAP Competency Centre

STEP BY STEP GUIDE

©HBS SAP Competency Centre of 8 5th Floor, Mill House, Lincoln Document: LCC_LO_SBS_PU_49 Phone 01522 836868 • Fax 01522 516039 Amended 19.12.06

ORDERING VIA THE GATEWAY – ME21N The way purchase orders are sent to vendors has changed which allows orders to be sent via fax or email to the vendor. This has been agreed to by the vendors concerned. This function is only set up for standard purchase orders – framework orders are exempt. Firstly check your email address is set up correctly – use the following route: system, user profile, own data:


Assuming the address is correct, you can begin to raise purchase orders. If the details are incorrect, contact the helpdesk BEFORE continuing any further

If your email address is NOT entered, the gateway process will not work RAISING ORDERS There are no differences when raising the purchase order. The only change you will see is where the vendor is set up with an email address and/or fax number, then the order does not print out when you save it – instead it is emailed or faxed (if the order needs releasing, the order will be emailed or faxed after release.). If a vendor is set up with both an email address and fax number, SAP is set up to automatically select the email address as the preferred method of distribution. Purchase orders raised to vendors with neither email or fax details, will print out. Purchase Orders are ‘authorised’ electronically in line with the Scheme of Delegation by the Purchase Order creator for lower value orders, or if the order exceeds the users’ purchasing limit, when released by a Manager or Headteacher.


To find out how the order will be sent, and to check the details, you can view the vendor record via the following menu path: Logistics > Materials Management > Purchasing > Master Data > Vendor > Central > Display or use transaction: /NXK03 Email:

Fax:

Alternatively, before you save the order, you can select on the purchase order screen, and one of the following screens will appear:

Fax = fax External send = email Print output = print

To view the details, select the line then select If the details are incorrect or change, inform Masterdata in writing BEFORE going any further


ATTACHING DOCUMENTS If an enclosure is to be sent with a purchase order, you have 2 options: either change the order to print rather than fax/email (see below), or send the enclosure separately, ensuring the enclosure clearly states the order number to which it relates. To produce a printout of the purchase order, before it is faxed or emailed, use the following instructions:

Go to and the following screen will be displayed:

Select the line, by clicking on the grey box on the left.

Change the Medium to Print output, select and the following screen will be displayed:


Logical destination – enter LOCL ✔ Print immediately and ✔ Release after output then and save The order will now print out. REFAXING ORDERS To send a purchase order to a different fax number, use the following instructions:

Display the purchase order, and select then select to display the following screen:

Select the line, then select and a new line will be created:

Select the new line, then select and the following screen will appear:


The fax number to where the original order was sent will be displayed – this is where the number can be amended.

Select then select The order will now fax to the new number. ERRORS If after sending the order via fax, you receive the following message, the order has not been sent because of an error:

You need to check the details held on the vendor record and ensure Masterdata are advised of the correct details, to avoid the problem reoccurring.


TRANSMISSIONS LOG Each time an order is sent via fax or email, an entry appears in the transmissions log – transaction SOSB. This allows you to check the status of the orders you have sent electronically - enter transaction /nsosb and the following screen will appear:

Status:

= waiting to start send process

= in transit – document waiting to be sent

= ok – document sent succesfully

= error – document not sent Trans method: Via Internet = email Via Telefax = fax Document title: a unique computer generated document number Recipient: details of the receiver Send date and Send time: details of when the order was saved/released (see further notes below) Status text: further details of the recipient or details of the current status of the PO


You can view the order by highlighting the line and selecting To view the document’s transmission history, highlight the line, select and the following screen will appear:

The screen automatically defaults to display all your orders sent in the last 2 weeks -

this can be amended by selecting and the following screen will appear:

Change the details as required, then select It is worth noting that in the future, remittances will also be sent via fax or email, dependent on the vendor information. However, if you have an enclosure or a collect instruction against the invoice, the remittance will print out as normal regardless of the details on the vendor record (assuming of course the payment method supplement is completed). This process is not currently available.

ste by step guide to fax email purchase orders in sap

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