2525032 - Purchase Order not available in the service agent time sheet

You have created a Purchase Order from a project for the execution of a Service. However the Purchase Order does not appear in the Value Selection screen for time recordings in the Time Sheet.

or

When trying to enter the Purchase Order task in the Time Sheet you are facing the error "Purchase order not valid".

or

While releasing the Time Sheet, the system throws an error message: "PO item obligatory for external employee".

SAP Business ByDesign

1. Go to Home work center.
2. Go to Self-Services Overview view.
3. Go to Edit Time Sheet.
4. Click in Add Row button.
5. Enter the Project Task ID.
6. Click in the Purchase Order Value Selection.

The system displays: No records found.

[Cause 1]

You have not marked the Item as Time Recording Required in the Items tab of the Purchase Order. You can see it by following these steps:

1. Go to Purchase Requests and Orders work center.
2. Go to Purchase Orders view.
3. Show: All Purchase Orders.
4. Search for ABC (ABC is the Purchase Order's ID). 
5. Click in Edit button.
6. Navigate to Items tab.
7. Select the specific item number. 

In the Details section, you can see the Time Recording Required flag is not checked.

[Cause 2]

In case of intercompany project scenarios, the sales order should be Open/Inprocess status and the intercompany project should be released then only the intercompany relevant purchase order will be available in the service agent time sheet.

[Cause 3]

[Resolution for Cause 1]

The system is not expecting a Time Recording for this Purchase Order's item. Instead it is expecting a Goods and Service Receipt as delivery. The user can create this document in the Goods and Service Receipt work center (in Purchase Orders To Be Delivered).

In case a Time Recording is needed, please refrain that once the Purchase Order is released, the system will not enable the selection of time Recording Required field. The only resolution is to cancel the current Purchase Order and create a new one with the correct information maintained. Please remember to maintain the Time Recording Required field enabled for the item.

Note: If the Purchase order is created from the Project Management work center, the Time Recording Required field will be enabled automatically. If the Purchase Order is created manually, the field Time Recording Required has to be enabled manually as well.

[Resolution for Cause 2]

Release the intercompany relevant sales order and intercompany project which are created out of purchase order.

[Resolution for Cause 3]

As the Purchase Order Delivery was manually finished, you can open it up again by using the Resume button, as per following steps:

1. Go to the Purchase Requests and Orders work center.
2. Go to the Purchase Orders View.
3. Search and open the respective Purchase Order.
4. Click on View All.
5. Go to Items tab.
6. Click on Resume > Delivery.

Once status on the Purchase Order is changed, then the Purchase Order should be defaulted for the combination used on the time recording.

[Resolution for Cause 4]

 Change the Item type "PBTM - Service - time and material (project)" in the Sales Order. Later you can create an intercompany Project from the Sales Order.

[Resolution for Cause 5] 

1. Go to the Project Management work center.
2. Go to the Projects view.
3. Search for the specific project.
4. Click in Edit Projects Plan button.
5. Navigate to Basic Data subtab.
6. Change the field "Time Recording" to "Approval Required" or "No Approval Required".
7. You should now be able to see the assigned Purchase Order for Service Agent ABC.

• KBA: 1547657 - Project Manager Cannot Edit Time Sheet for Some of Service Agents

Time Recording, Service Agent, Project, Purchase Order, Time Sheet, Time Confirmation, Item Type, Sales Order, Employee, Intercompany , KBA , AP-PRO , Project Processing , SRD-HR-TLM , Time and Labour Management , How To