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SAP Blanket Purchase Order

The basic components of the SAP blanket purchase order process are as follows:

Create Framework Purchase Order

Create invoice.

We walk through these components in the following sections.

Create the SAP blanket purchase order via transaction code ME21N .

Header Section

In the header section of the purchase order, enter the following information for each blanket item for the selected vendor:

• Choose document type FO – Framework Order to categorize the order as a blanket purchase order. Every purchase order is assigned a document type to identify the purpose and functionality of the order.
• Enter the v endor master number in the Vendor field. For our example, we use vendor 9001 – Michaela Meier .
• Click the Additional Data tab in the header section and enter Validity Start and Validity End dates for the blanket purchase order. The validity dates provide the duration during which purchases can be made against the order. In our example, we set a one year validity period, starting on 09/26/2017 and ending on 09/26/2018 .

Our example header data can be seen below:

Item Section

In the item section of the SAP blanket purchase order, enter the following details:

• Select account assignment category K – Cost center to denote that a cost center should be specified and that all invoices should be charged to that cost center. The account assignment category list may contain standard and customized categories.
• Choose item category B – Limit . The item category of a purchase order identifies which type of procurement is taking place and triggers certain features. Item category B , for example, defaults a PO quantity of 1 . This item category also switches off the goods receipt requirement for the blanket PO.
• Enter text for the item.
• Specify the plant for the procurement. In our example, we use plant 9001 – Berlin Distribution .

Our example item data can be seen below:

Item Details

• Click the Limits tab and enter the overall limit value. The total of all procurements for this purchase order during the validity period cannot exceed this value. Select the No limit tickbox if there should not be a maximum spend for the blanket order. In our example, we set a limit of 5000 EUR as can be seen below:

• Click the Account Assignment tab. Based on the account assignment indicator K specified in the item section, specify the cost center and G/L account that all invoices should post to. In our example below, we specified cost center 1000 and G/L account 400000 .

Now that we have an SAP blanket purchase order, we can begin posting invoices straightaway. Remember that the item category B disables the goods receipt requirement. Post invoices referencing the PO number via transaction code MIRO .

Once invoices have been posted, the invoice receipts will appear on the Purchase Order History tab. In our example we have created three invoices which total 5000 EUR , as shown below:

Remember that our blanket purchase order limit was set to 5000 EUR . An attempt to create an additional invoice that exceeds the limit will result in the below error message:

Did you like this SAP MM tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free SAP MM tutorials.

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13 thoughts on “SAP Blanket Purchase Order”

Since there is no GR for a Framework PO, how do you satisfy the traditional auditing requirement for a 3-way match?

Blanket purchase orders are used for simplified procurement of consumable materials or services. This process has different auditing requirements compared to the traditional procurement process for stock materials.

I realize that the auditing process would be different. Because SAP does not allow a GR on a Framework PO, I was looking for suggestions on how to explain that, how to “sell” the process in which the traditional 3-way match is no longer used, at least not technically. We are implementing ReadSoft and plan to use an “approval” workflow, and use the fact that the user approved it (which is recorded) in place of the traditional GR.

You don’t need 3-way match if you procure things like consumables. They are relatively cheap and don’t even have individual material master records. If you don’t bother with creation of master records, then why should you use functionality like 3-way match?

Please answer my bellow questions….

How do you receive materials if category “B” disables the MIGO transaction?

Blanket purchase orders are for Class “C” type materials of ABC analysis, they are of low value and are not to be stocked. They are generally consumable items, Ex office supplies (blank pages, pencils, pens), sanitary supplies (toilet paper, handwash, etc).

So while creating the PO, you do not have to mention the exact material, you just have to mention short text like office supplies and material group. Account assignment category can be unknown. As there is no particular item mentioned, price is also not mentioned. Here we have to mention the Total value limit up to which we want to procure the item from a particular vendor during a specific validity period. Example 10000$ material from 1/1/2020 to 31/12/2020.

No coming to the point, To procure the material, you just call or intimate the vendor by mail to supply required materials. The vendor sends the materials and it is received by the buyer directly (NO GR). There is no such document where you can tally the order quantity and logically this are nonstock material and it’s totally unnecessary to post a GR for this, this saves time and is economical. SAP has specially given this provision of BPO to avoid GR, otherwise you can procure this type of item by consumable item procurement procedure, which involve PR>PO>GR>LIV. Blanket PO is a value based PO and not a quantity based. So material is received and Invoice is directly posted .

Here you can order materials as many time as needed with reference to the same PO within the validity period till the maximum value limit is reached.

what is the difference between using a framework order versus purchase order? which is better to use for a tolling operation?

the question here should be how do accounting confirm the items are delivered and pay the vendor.

Tutorial was great, but one thing I need to know that was not answered is this; How do you close out a Framework Blanket order?

Good Article, I have one question, In the MIRO process PO amount not copied to the MIRO line amount field. to do that we have to click on the Account Assignment column and enter manually, cant we copied the amount from PO lines.

Can I use 1 FO PO with1 gl account and split the cost center in 3 ways?

Hi I have using FO for consumable materials, now the requirement is can we copy PO short text to GL line items? Then how?

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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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What Is a Blanket Purchase Order?

Blanket Purchase Order in SAP MM for Consumable Materials

Blanket Purchase Order (Po’s) are often appropriate for low value materials and are used to procure consumable materials and services that are frequently ordered from the same supplier. Blanket Purchase Order’s are valid for a longer term-such AS for a year or two-and with a value limit.

Business Scenario

Consider, for example, a business that supplies their offices with general cleaning and janitorial supplier ordered on a bi-weekly or monthly basis. This company should use a blanket PO rather than creating a separate PO each time they need,supplies. When the material is consumed or services are performed, an invoice is posted in the system reference to the PO, and no goods receipt are posted.

Blanket Purchase Order in SAP MM

The Blanket Purchase Order process has several business advantages that result in lower transaction costs, as follows:

• Blanket Purchase Order’s are valid for the long term; therefore, you don’t need to create them every time you reorder supplies.
• A goods receipt isn’t required.
• Material master records aren’t required.

Blanket Purchase Order Process Steps

The process steps in a Blanket Purchase Order are similar to those in the indirect material procurement process, but there is no goods receipt posting. Proceed as follows:

1. Create the purchase requisition. 

Create the purchase requisition via Transaction code ME51N and select document type FO ( framework order ). Enter item “B – Limit”, quantity, UoM, plant, material group, overall limit, and any one of the account assignment categories such as cost center.

2. Create th e PO

Create the PO. via Transaction code ME2lN with reference to the purchase requisition. Enter the vendor, validity start date and end date. 

3. Post the invoice

On receipt of the invoice from the vendor, post the invoice in the system via transaction code MIRO. Enter the document date. posting date and PO number. The PO will copy the item and quantity. Enter the amount and save. Before saving you can check the account posting via Simulation button.

Also See:  What is Logistics Invoice Verification in SAP MM?

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2480183 - Change account assignment type in PO

The purchase order requisition commitment is not reduced when account assignment type is changed to no longer cash-relevant

Environment

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• SAP Enhancement package for SAP ERP, version for SAP HANA
• SAP S/4HANA, on-premise

COOI COSP COFP-BELNR FMSU  BSEG  FM_UPDATE_APPLC FM_DOCUMENT_UPDATE_FI  'T_DOCUMENT_FM_DEL contains the cash document to be deleted' , KBA , PS-CAF-ACT , Actual Payments and Forecast , Problem

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