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
The design of the purchase order focuses on the needs of the user and supports the user when processing purchase orders.
The fast change function enables you to change data such as the plant and storage location in several items simultaneously.
To do so, you must:
You can use the fast change function either for several selected items or for all items.
If you wish to change the plant, for example, you can select the column before choosing for .
If you choose ( ) without selecting a column first, an additional box appears, in which you can choose the fields you want to change from a list of all changeable fields.
This makes sense, for example, if you wish to change the indicator in the detail data of purchase orders.
You usually order for your Atlanta plant. For this reason, you have specified in your that this plant is the default value in purchase order items.
While processing a purchase order, you notice that certain office supplies have to be ordered not for your Atlanta plant, but for your plant in Chicago.
Select the relevant items and the column and choose under the item overview.
End of the example.
Print Preview Direct from the Purchase Order
You can display the print preview directly from the purchase order that you are currently processing. This also applies to documents that have not yet been released. To do so, choose .
Please note the following restrictions:
You can use the print preview for new printouts of purchase orders and for the media print and fax only.
Since subcontracting components and conditions are not determined until the document is saved, they cannot be displayed in the print preview.
For documents that are not yet released, the system generates a message, but this cannot be displayed.
For messages that cannot be displayed, the indicator is set in the for the message.
End of the note.
Hold Incomplete Purchase Orders
You can use the function to store incorrect or incomplete purchase orders in the SAP System. If, for example, you provisionally enter an order you receive by phone shortly before going home in the evening, by using the function, you can retrieve this purchase order from the document overview the next day, check the data (which you probably entered in a hurry), correct or complete it where necessary, and save the document. Purchase orders that have been put on hold in this way are not transmitted. They MRP-relevant, however.
In contrast to purchase orders that have been saved in the normal way, the following functions are not possible for purchase orders that have been put on hold:
Posting of a goods receipt
Posting of an invoice
Once a purchase order has been saved, it cannot be processed with the function later.
When running your own analyses, you must take care that purchase orders that have been put on hold are included in your report where appropriate.
You cannot put service items on hold.
End of the note.
Display Purchase Order Release Strategy
If a purchase order is subject to a release (approval) strategy, you can display this strategy in the purchase order header data.
There you see the following:
(Which release point can or must still effect release.)
Here you see which release codeshave already effected release and which ones can do so next.
Possible combinations for final release
(Which participants can effect release and which combinations are possible to secure final release.)
Here you see which release codes must approve the purchase order for the latter to achieve final release.
The purchase order has been finally (completely) released if no further release options are displayed and the release indicatorshows the status .
You can specify single or multiple account assignments for requisition or purchase order items.
Choose either to switch from the multiple account assignment screen to the single account assignment screen, or to switch to the multiple account assignment screen.
In the case of multiple account assignment, you can choose distribution by quantity or distribution on a percentage basis.
Copy account assignment items
If you have chosen multiple account assignment, you can copy account assignment data into other requisition or purchase order items.
You order 10 swivel chairs and 10 desks, of which you wish to assign 5 to cost center 1000 and the other 5 to cost center 2000 in each case.
You enter two account assignment items for the swivel chairs. Select both account assignment items and choose to copy them.
If you then wish to enter the account assignment for the desks, choose to insert the copied account assignment items. You then have the choice of inserting the account assignment item just once or several times.
End of the example.
When you enter the account assignment, you can create an asset for each account assignment item directly from within the purchase order. To do so, select the relevant account assignment lines on the tab page and choose .
If you do not select any account assignment lines, assets will be created for all account assignment lines to which no asset has yet been assigned.
If you are using Funds Management (FI-FM), the fields , and are also displayed on the tab page in the case of purchase order items without account assignment.
No account assignment in the case of items without invoice receipt
In the purchase order, you need not enter any account assignment data if you do not expect either a valuated goods receipt or a vendor invoice for a certain purchase order item.
Use an account assignment category of your own (for example, a copy of account assignment category U ), for which you have chosen the consumption posting U (unknown) in Customizing for Purchasing under . Furthermore, the and indicators must be selected.
You can create a batch for materials that are subject to a batch management requirement directly, from within the purchase order. To do so, on the tab page of the item detail, choose
Display Configuration of a Material
You can use configurable materials and display their characteristic values. To do so, choose on the tab page of the item details.
Display Vendor’s Home Page
You can access the vendor’s home page from within the purchase order if you have maintained the Internet address in the vendor master record. Choose the button on the tab page.
Update Info Record
You can use the indicator for updating the info record to determine whether or not an info record is updated or newly created.
If the indicator is selected, the following cases are possible:
If just one info record exists (with or without a plant), the record is updated.
If no info record exists and "Plant condition requirement" has been specified in Customizing, an info record with a plant is created. Otherwise an info record without a plant is created.
If two info records exist, one record with a plant and one without a plant, the info record with the plant is updated.
Display Archived Purchase Orders
If you select a purchase order that has been archived when using a purchase order transaction, the archived purchase order is read from the archive and displayed. A system message draws your attention to the fact that the purchase order in question is an archived purchase order. The document can only be displayed, not changed.
In addition to the archived purchase order itself, you can also view the purchase order history and the associated documents.
You cannot display addresses, confirmations, services, or limits in archived purchase orders.
In order for the system to be able to find the documents in the archive, one of the following must exist for the archived purchase orders: 1) an archive index, or 2) an information structure in the archive information systemfor the archiving objectMM_EKKO.
End of the note.
Creating, Changing, and Displaying a Purchase Order .