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Account assignment in SAP Purchasing (MM) – FAQ

This note provides answers to frequently asked questions regarding account assignment in purchasing documents. This post is based on Snote 496082.

Table of Contents

FAQ: Account Assignement in SAP Purchasing

Account assignement : g/l account for a sales order.

Question: Why is the G/L account for a sales order with nonvaluated individual sales order stock different from the account with valuated indivi dual sales order stock?

Answer: See Note 458270.

Multiple Account Assignment in Purchasing

Question: Can you create several assets at the same time in the new purchasing transactions?

Answer: You can create several assets at the same time. However, you must first ensure that at least as many account assignment lines have bee n created as the number of assets that you want to create. You can do this very easily using the copy function.

G/L Account is not saved if switch to a material group

Question: You create a purchase order with account assignment using transaction ME22. You enter a material group, from which a G/L account is de termined using the valuation class. If you then switch to a material group that does not determine a G/L account via the valuation class, the system deletes the previous G/L account and prompts you to enter a G/L account. If you cancel the account assignment screen and change the material group back on the item detail screen, the previously determined G/L account is not determined again. Why is this ?

Answer: Unfortunately, this system behavior cannot be changed. First, enter any G/L account, so that the item is valid. If you then switch to the old material group again, the system also determines the correct G/L account again.

Entering the same account assignments for different items

Question: Is there an easy way of entering the same account assignments for different items in the new EnjoySAP transactions?

Answer: Ensure that Note 315676 has been implemented in your system and follow the procedure described there

Repeat account assignment function not work in the new EnjoySAP

Question: Why does the repeat acc. assignment function not work in the new EnjoySAP transactions when you create new account assignments in multiple acc. assign. ?

Solution: Use the copy function in multiple acc. assignment to create identical account assignment lines. You can use the repeat account assi gnment function to create similar account assignments for different items with the same account assignment category. To do this, proce ed as described in the answer to question 4.

Issue message KI 161 “Cost center &/& does n ot exist on &

Question: When you change the account assignment of an existing purchase order, why does the system issue message KI 161 “Cost center &/& does n ot exist on &” ? The same phenomenon occurs for other account assignment objects (for example, profit center).

Solution: Refer to Note 193371.

Can you create assets from the single account assignment screen?

Solution: Assets can only be created from the multiple account assignment screen (“Account assignment” tab). You can switch between single account assignment and multiple account assignment on the “Account assignment” tab page by clicking the icon above on the left.

Why does the system not display an account assignment tab page even though you have entered an account assignment category?

Solution: After you have implemented Note 520149, the account assignment tab is not displayed until all the required information is available, for example, the company code.

Why are account assignment objects derived in some situations, even though the relevant field on the account assignment tab page is hidden?

Solution: Refer to Note 619203.

ME 453 “Changing consump. or spec. stock indicator not allowed

You create a purchase order with reference to a subcontracting purchase requisition. This purchase requisition was created with an unknown account assignment, that is, account assignment category “U”. When you change the account assignment category in the purchase order, the system issues error message ME 453 “Changing consump. or spec. stock indicator not allowed (subcontracting)”.

Solution: See Note 205597

Select a valuated goods receipt together with multiple account assignment

Why can you not select a valuated goods receipt together with multiple account assignment in a purchase order or purchase requisition?

Solution: See Note 204252.

EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty

Funds Management is active. Why are the fields EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty? Solution: These fields are only filled if the account assignment category is set to “blank”. If you maintain an account assignment category in t he purchasing document, the system adds the information from these fields to the EBKN table (as in EKKN).

AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)

You try to change a purchase order item with acc. assignment category “A”, which contains a locked asset. The system issues error message AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)”. Solution: This is the standard system design. To make changes to this purchase order item, you have the following two options:

a) If you no longer require the purchase order item with the blocked asset, delete the purchase order item. b) Otherwise, you must activate the asset, make the required changes to the purchase order item, and then block the asset again.

The indicator for the account assignment screen

Question: What is the meaning of the indicator for the account assign. screen that you can set in Customizing for single account assignment/m ultiple account assignment? Solution: The indicator determines which account assignment screen is used by default for maintaining the account assign. for a purchase orde r item. For the EnjoySAP transactions, this value is simply a proposal that you can change in the purchasing document. For the old transactions, this value is the only one that you can use.

Question: Is there an unknown account assign. for standard purchase orders?

Solution: This is generally not allowed, and the system issues message ME 069 “Unknown account assignment not defined for use here”. There is an exception in the case of service items that are created with item category D (service) or B (limit).

Acc. Assignment check is not performed when Purchase Order is updated

Question: You change data in a purchase order item (for example, purchase order value, delivery date, and so on). Why does the system not perform another acc. assignment check?

Solution: This is the standard system design. When you created the purchase order item, if the system already checked the acc. assignment and there were no errors, another acc.?assignment check only takes place if you change a field that is relevant to account assign.?(for example, quantity, material number, and so on). If this system response does not meet your requirements, implement the account assignment check in the BAdI ME_PROCESS_PO_CUST. The BA dI is called each time the purchase order is changed.

“In case of account assignment, please enter acc. assignment data for item”

Question: If you delete all the account assign?lines that were entered in the account assignment screen, the system exits the account assign. tab page and goes to the material data. In addition, the system issues the error message “In case of account assignment, please enter acc. assignment data for item”.

Answer: In the current system design, if you delete all the account assignment lines, the system assumes that you do not want to maintain any account assignment data. This conflicts with the account assignment category and the system issues error message 06 436. You can then remove the account assignment indicator. Procedure: If you want to delete all the account assignment data that was entered, see the answer to question 24.

Third-party order processing (CS) and individual purchase order processing (CB)

Question: Which account assignment categories should you enter in schedule line categories for third-party order processing (CS) and individual purchase order processing (CB)? Solution: See Note 210997.

G/L Account is not transfered from Valuation class

Question: In a blanket purchase order or blanket purchase requisition with account assignment, you subsequently change the material group. Even though the new material group is assigned to another G/L account via the valuation class, the system does not redetermine the account assignment for the relevant item. The old G/L account remains.

Solution: See Note 449216.

Customizing Account assignment fields as required entry, optional entry, or display fields

Question: In Customizing, you can set the, or as completely hidden fields, depending on the account assignment category. These settings also determine whether the system deletes or retains the values for the account assignment fields when you change the account assignment category in a purchase order item.

Answer: In Customizing for materials management (MM), when you maintain account assignment categories (IMG: Materials Management-> Purchasing -> Account Assignment-> Maintain Account Assignment Categories), you can control the different account assignment fields as follows: Required entry: You must make an entry in the field, otherwise the system issues error message ME 083.

• Optional entry: Entry in this field is optional.
• Display: The field is displayed, but it is not ready for input.
• Hidden: The field is hidden. Example:

The acc. assignment category is K, the cost center is an optional entry field and it is filled with the value 1000. You change the acc. assignment category to P. Subject to the field settings for the cost center for the acc. assignment category P, the system response is as follows: The cost center is a required entry or an optional entry field: The system transfers the value 1000 for the cos t center.The cost center is a display field: First, the value 1000 for the cost center is deleted. If the system can determine a value again after you enter the changed acc. assignment category, this value is transferred. The cost center is a hidden field: The system deletes the value 1000 for the cost center.

System ignores the acc. assignment data of the purchase requisition for the second schedule line.

Question: You create a purchase order item assigned to an account with reference to a purchase requisition. For this purchase order item, you create a second schedule line with reference to another purchase requisition. The system ignores the acc. assignment data of the purchase requisition for the second schedule line. Solution: This is the standard system design. The system does not generate multiple acc. assignment in the purchase order item, even if the t wo referenced purchase requisitions are assigned to different CO objects. Refer to Note 47150 for the old transactions and to Notes 422609 and 771045 for the EnjoySAP transactions.

Undelete an item in a purchase requisition if assignment data is no longer valid

Question: Why can you undelete an item in a purchase requisition if the corresponding acc. assignment data is no longer valid? Solution: When you undelete an item in a purchase requisition, the system does not perform a new acc. assignment check. Therefore, the accoun t assignment data is not checked again. Nevertheless, errors occur if you try to create a purchase order with reference to this purchase requisition. When you undelete an item in a purchase order, however, the system does perform another acc. assignment check.

Transfer of Acc. Assign. with Reference Document

Question: You create a purchasing document with reference to a reference document. What account assig. data is transferred? Solution: The acc. assignment data is derived from the reference document. If you delete the acc.?assignment category and enter it again, a new automatic general ledger account determination takes place.

Question What is the correct procedure for changing acc. assignment data?

– If, for example, you want to change the acc. assignment category: Note that you MUST first delete all existing acc. assignment data for the relevant item. You can do this by initializing (deleting) the acc. assignment category and confirming by choosing ENTER. Following this, you can enter the new acc. assignment category and the relevant acc. assignment data.

– If you want to change acc. assignment data for the relevant item: For example, you want to change the main acc. assignment objects such as cost center, G/L account, sales order, network, or WBS ele ment, and so on. Here also, we recommend deleting all existing acc. assignment data by initializing (deleting) the account assignme nt category and confirming by choosing ENTER.If you are working with contracts, you must delete the acc. assignment line on the acc. assignment screen and enter a new line t o ensure that the data is derived correctly again. You MUST NOT change the current settings. For example, in some circumstances, the requirements type (OVZH) or the valuation of the requirements class (OVZG) is changed after th e purchasing document is created. This can cause errors in a valuation of goods movements (goods receipt, for example) and MUST BE AVOIDED.

Read more on? Account Assignment

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Using Workflows for Purchase Orders

After completing this lesson, you will be able to:

• Define and manage workflows for purchase orders

Workflows for Purchase Orders

Flexible workflow for purchase orders.

The flexible workflow is a general function that allows you to define condition-based workflows for approval processes. For purchase orders, you can set up automatic, one-step, or multi-step approval workflows. You can assign one or more approvers to each step. You can define approvers by role, or you can assign individual users or teams as approvers. The approvers can then approve or reject the corresponding work items in the app My Inbox .

The flexible workflow for purchase orders can be activated or deactivated by a configuration expert in the implementation cockpit.

By default, all purchase orders are approved automatically as long as you have not defined any workflows.

Approvers receive notifications about new work items in the SAP Fiori launchpad. If required, you can also configure email notifications to be sent to them. Initiators of the workflow are notified if the work item is approved or rejected.

If you do not want all purchase orders to be approved automatically, you need to configure the flexible workflow.

Role Configuration Expert - Business Process Configuration (SAP_BR_BPC_EXPERT) is required for defining the workflows.

The following table shows the roles and apps that are used in the workflow definition.

Workflow Definition

As soon as the start preconditions for a workflow are met, this workflow is used. Defining the order ensures that only one workflow is started, even if several workflows have matching start preconditions.

If none of the start preconditions is met, the active default workflow Automatic Approval of PO is used, provided that it is active.

If you define your own default workflow, you must ensure that it is positioned at the end of the defined order and that it is active.

The following table shows the roles and apps that are used in the business process.

Business Process

Manage workflows for purchase orders.

Using the app Manage Workflows for Purchase Orders , you create the workflows, define the preconditions, assign recipients, define the order in which the preconditions are checked, and activate or deactivate the workflows.

The app provides several options for determining the approver, such as the approval by the cost center responsible, but you can also assign users directly. If a workflow with one or more steps is activated and the configured start conditions are fulfilled, the approval process is initiated. You:

Define start conditions for a workflow, such as the company code, or the account assignment category Cost Center .

Define the order in which the start conditions of existing workflows are checked.

If you have defined several workflows, the start conditions are checked in the order you have defined them. As soon as the start conditions for a workflow are met, this workflow is used. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching start conditions.

Navigate into the details of a workflow.

Activate or deactivate a workflow.

Copy an existing workflow and modify it according to your requirements, or add a new workflow. You can configure the workflow as follows:

Define properties such as a description and a validity period.

• In the Preconditions section, you can define the criteria that need to be fulfilled for the workflow to start. You can choose a company code for example. If you use Total net amount of purchase order is greater than , the currency is automatically converted based on the exchange rate at the time the workflow is triggered.

Use the Automatic Release of Purchase Order , which is delivered by SAP, as a fallback option. By default, this workflow is activated.

• Use the configuration option that is available using the Maintain Email Templates app. It enables you to send an email notification to the recipients of a workflow item when the workflow item is available in the My Inbox app.
• Mark the workflow steps as optional. Select Yes in the field property Is Optional Step to mark the step as optional. If a workflow step is marked optional and an approver cannot be determined for the step then the step gets skipped, and the workflow automatically moves to the next step, if any.
• Get notifications on fiori launchpad when agent cannot be determined while execution of a purchase order workflow.

On choosing the option Exclude PO Creator in Exclude Restricted Agents while creating a workflow , the creator of the purchase order does not receive purchase orders created by them for approval in their inbox.

The Exclude PO Creator option is not relevant for automatic release of purchase orders.

After exclusion, if no recipients are determined, the workflow moves to error, unless the step is marked as optional.

To include purchase order header data in the email, update the custom email template created from the pre-delivered template MMPUR_PO_WFL_DEADLINE_EMAIL.

You can see the detailed configuration on SAP Help How to enable email notifications for pending purchase order approvals?

You can also find a tailored example for email notification set for purchase orders.

Example: How to Set up the Email Notification for the Flexible Workflow

You can use a workflow step type Release of Reworkable Purchase Order. This step type provides approvers with an additional option to send back purchase orders to purchase order creators for rework. You can also configure the resultant action for Rework Requested exception as Repeat Step, Restart Workflow, or Continue. Inquiry in approval process of Purchase Order offers the possibility to communicate with requestors for any queries or rework. That way approvers can receive the needed information in the 'My Inbox'- app without having to reject the Purchase Orders in the first place.

In case re-work required for a Purchase Order, Approver can send Purchase Order for re-work to be done by requestor and avoid the situation to reject the Purchase Order

• Approver can provide comments detailing the re-work to be done in the Purchase Order
• Requestor can see the comments provided by Approver in the Purchase Order, make necessary changes in the Purchase Order and then submit it again for approval

You can maintain the deadlines for a purchase order by defining, for example, a number of days after a purchase order was created, when the approval should have been finished.

After the deadline is passed, the steps are marked as overdue in approval details (in the Manage Purchase Orders app) and as overdue for approvers in the My Inbox app.

You can set the workflow deadline in minutes, hours, days, or workdays.

Workdays are determined based on the factory calendar. The factory calendar can be defined using the BAdI Determination of Factory Calendar for Workflow Deadline (MMPUR_PROC_WF_FACTORY_CALENDAR). If there is no custom logic defined, all days of the week are considered workdays.

My Inbox - Approve Purchase Orders

You can use the My Inbox app to make important decisions with mobile or desktop devices anywhere and anytime. Using this app, you can approve purchase orders that you are assigned as approver.

Using Manage Purchase Orders app, you can send a rejected purchase order for approval. To send a rejected purchase order for approval, you can edit and save the purchase order. The purchase order will go for approval even if no changes are made to the purchase order after selecting Edit and then Order .

The purchase order can be subject to approval before being issued to a supplier. Therefore, the approver will base his or her decision on various facts. The My Inbox app shows the account assignment and the schedule line details during the approval process to support this decision.

You can navigate into an item and limit the item details. You can get an overview of account assignment details for all items as well as an overview of account assignment details for the schedule lines of non-limit items.

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