Order (SAP Business One)

The purchase order is a central component of the purchasing process in SAP Business One. It is triggered when there is an internal requirement - for example due to consumption, stock replenishment or Customer orders. The purchase order is a follow-up document to purchase requisitions or supplier enquiries and can be transferred to further document levels such as goods receipt and incoming invoice. It is therefore the centrepiece of the purchasing process. It combines requirements determination, supplier communication, warehouse processes and accounting. Thanks to its close link with the Material Requirements Planning (MRP), drop shipments and purchasing analyses, it forms a central interface in the system - with more functions than the term suggests.

Creation and editing

Orders can be created manually or automatically by the Procurement assistants generated.
Basis can be Purchase requisitions, Supplier enquiries or Customer orders be.
An order can be triggered in the sales order if the option "Procurement document" in the tab "Logistics" is activated.
The supplier is selected directly when the order is created.
Important fields: Cancellation date, Required date, Payment terms, Delivery date, VAT number, Language.
Article items can be allocated to different warehouses.
An authorisation status can be set via a checkbox.
The document footer contains values for down payment, freight costs and rounding.

Further processing and document linking

Orders serve as the basis for Incoming goods - the quantities are taken from it.
The goods receipt can then be used to incoming invoice be created.
Open quantities show which items have not yet been fully delivered or invoiced.
Linked documents can be accessed via the Linkage plan and the symbols "Basic document" and "Target document" viewable.

Material Requirements Planning (MRP)

The order can be placed by the Disposition assistants be issued as a recommended document.
Orders are regarded as expected receipts in the calculation of requirements.
Suggested orders can be converted directly into actual orders.
Parameters in the article master such as Minimum order quantity, Order multiples or lead time influence the proposals.

Reports and monitoring

The report "Open vouchers" lists all completely or partially open orders.
the Procurement control supports the monitoring of delivery dates and quantities.
In the Purchasing Analysis orders can be used as a basis for analyses.

Drop shipment

In drop shipments, a purchase order is automatically generated by the procurement assistant.
The goods are delivered directly from the supplier to the customer - the warehouse is left out.

Service documents and G/L account allocation

Purchase orders can also be created without reference to stock, e.g. for services or material costs (e.g. advertising costs).
In this case, the posting is made to a G/L account.

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