2889470 - Blocked/Obsolete Supplier is Used in Purchasing Documents

The Supplier account is blocked/obsolete however it still being used in Purchasing Documents such as Purchase Orders and Supplier Invoices.

SAP Business ByDesign

The Supplier was set as Blocked or Obsolete by following the steps below:

1. Go to Supplier Base work center.
2. Go to Suppliers view.
3. Search and Select respective supplier.
4. Click in Edit button.
5. Click In Change status button.
6. Choose 'Blocked' or 'Obsolete'.
7. Save it. 

However when creating a Supplier Invoice or Purchase Order, the Supplier account can still be used.

There can be two reasons:

Cause 1: 

When creating a manual Supplier Invoice, if an user forces the entry of the blocked Supplier ID, the system will triggers an warning message such as:

"Ship-from location with ID ABC blocked"

"Party Payee with ID ABC"

This warning message will inform the user that the supplier ABC is blocked. However it will not stop the creation of the Supplier Invoice with the blocked Supplier ABC.

Cause 2: 

There is recurring invoice run that is still active:

1. Go to Supplier Invoicing work center.
2. Go to Recurring Invoices view.
3. Use the filter "Active Recurring Invoices".
4. Search for Supplier ABC.
5. Navigate to Invoice History Tab.

The system has kept on creating Supplier Invoices for Supplier ABC after the date on which this Supplier was blocked. So, to stop the system to create new recurring supplier invoices with this blocked supplier, it is advised to click "Block" from this Recurring Invoice run.

When a Supplier is Blocked/Obsolete, the system raises warning messages instead of error messages.

That's because there may be open documents (such as Invoices and Delivery documents) that may still need to be processed. Or even Purchase Orders in Sent status. If error messages were created in such cases, the user wouldn't be able to edit or create those documents.

That's why an warning message is triggered instead.

So it is up to the user to either create the document for a blocked Supplier even if the warning message is triggered OR to not create it.

If you want to change the behavior you can reach out to your implementation partner to eveluate the feasibility of achieving this via a custom Add-On (PDI).

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