Processing of Purchase Requisition

[Matt42]

Currently, I am using My Purchase Requisitions app to create PR documents. One thing I noticed is that although the PR is already approved, I can still edit the document, on the other hand, if the PR status is “Follow on Document Created” (meaning a PO has been created for this PR), I can still use the same PR number to create/convert it to another Purchase Order.

My concerns are:

1. Once the PR status is APPROVED, I should not be able to edit the document anymore; and
2. Once the PR status is FOLLOW ON DOCUMENT CREATED, I should not be able to use the same PR document/number to create another Purchase Order. PR and PO should only have one-on-one relationships.

  Furthermore, I tried the BadI MM_PUR_S4_PR_CHECK, but its documentation states that "attributes FRGKZ (Release Indicator) and FRGST (Release Strategy in the Purchase Requisition) are obsolete, as the approval of purchase requisitions based on "Release Strategy" is no longer relevant and has been replaced with "Flexible Workflow" in SAP S/4HANA Cloud."

Are there any workarounds or control for these scenarios?

[dawid90]

Dear @Matt42,

What you are seeing is standard behavior in Public Cloud:

• My Purchase Requisitions New intentionally allows users to edit PRs even after a follow-on document exists (PO created). SAP explicitly calls this a new feature of the new SSP app

More detail below:

https://userapps.support.sap.com/sap/support/knowledge/en/3498391

• PR->PO conversion is not designed as 1:1. SAP own training material states that you may create one or several POs, depending on supplier / purchasing org / purchasing group, etc.

Answer 1. Best practice control (no hard lock)

• Use in CBC: Manage Conditions to Restart Flexible Workflow
• For more complex rules (by plant, company code, etc.), use Badi MM_PUR_S4_PR_WFL_RESTART (Define of Conditions to Restart Flexible Workflow in Purchase Requisitions)

More details below:

https://userapps.support.sap.com/sap/support/knowledge/en/2775709

Hard lock, what you asked for, block edits once release is completed

SAP workaround recommendation is:

• Implement Badi MM_PUR_S4_PR_MODIFY_ITEM
• Read the original approval/release status from I_PurchaseRequisitionItemAPI01, field PurReqnReleaseStatus
• If it’s already release completed, raise an error message and stop the change
• You should check PurReqnReleaseStatus status, not FRGKZ/FRGST

More details below:

https://userapps.support.sap.com/sap/support/knowledge/en/3498391

https://help.sap.com/docs/SAP_S4HANA_CLOUD/c0c54048d35849128be8e872df5bea6d/a25472838bd846e3992586e1...

Answer 2. Not allow another PO from same PR

There are two different problems that can often mix:

1. Header status is aggregated that can mean some items have follow-on docs, other items may still be legitimately convertible hence SAP allows creating another PO
2. Even for the same item, SAP can still allow another PO if there’s still open quantity/value (partial ordering) or if your process allows splitting.

For point 1. SAP provides a direct workaround:

• Implement Badi MM_PUR_S4_PR_CHECK
• Check field PROCESSINGSTATUS, if it indicates follow-on exists, raise an error

More details below:

https://userapps.support.sap.com/sap/support/knowledge/en/3498391

For point 2. Enforce only one PO per PR

There is no standard customizing switch to force 1:1, but you can enforce it with a PO check Badi:

• Implement Badi BD_MMPUR_FINAL_CHECK_PO and reject saving if the referenced PR already has a different PO.

More details below:

https://userapps.support.sap.com/sap/support/knowledge/en/3544706

Best Regards,

Dawid

[Matt42]

Thank you for this Dawid. Will explore your proposed solutions.