SAP Knowledge Base Article - Public

2940354 - How to Define Default Buyer Responsible for the Purchase request or Purchase order

Symptom

You have created a third party scenario and the Purchase Order is automatically created from the Purchase Request.

or

You have configured the Employee work distribution rule, Organizational Work Distribution Rule and also maintained BC activity"Involved Parties for Purchase Requests and Orders". All the configuration is correctly maintained,but the buyer responsible is still not determined.

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to Purchase Requests and Orders work center
  2. Select Purchase Orders
  3. Search for the third party purchase order
  4. Under General Tab, the purchasing unit and buyer responsible field is empty

Cause

You have configured that the Buyer responsible for the purchase order to be picked from the preceding document Purchase request in BC activity.

But in Purchase request, the Purchasing Unit is not determined, hence the Buyer Responsible also could not be determined.

In Organizational Work Distribution Rule, you have maintained the wrong responsible org unit which does not belong to the buying company of the Purchase request. Hence system was not able to identify the correct responsible org unit and thus the buyer responsible was not determined.

Resolution

1.The buyer responsible or purchasing unit is as per  determination rules maintained in BC activity"Involved Parties for Purchase Requests and Orders"

2.System determines the employee responsible for the following purchase documents only:

  • Automatically created purchase requests
  • Automatically and manually created purchase orders with reference to a purchase request
  • manually created purchase order without reference to purchase request but is created by user who has purchasing unit assigned.

3.System selects the Buyer responsible field based on the following two work distribution rules :

  • Organizational Work Distribution rule - This distribution rule is used to determine the Purchasing Unit .
  • Employee Work Distribution rule - In this distribution rule you can define the employee based on a purchasing unit or for all purchasing unit IDs.

4.The following are the steps to maintain the work distribution rules for the above two.

  • Organizational Work Distribution Rule : 
  1. Go to the Organizational Management work center.
  2. Go to the Work Distribution view and select the Organizational Work Distribution rule sub-view.
  3. Under the work category, expand the Business Area : Purchasing and select the Operational Purchasing work category.
  4. Select Edit button, in the opened window, select Add Rule button, fill in the required fields - name, Org Unit Responsible etc.
  5. Select Add Item button Rule Details section and define rules based on product category / site / reporting line unit.
  6. Perform Save.
  • Employee Work Distribution rule :
  1. Go to the Organizational Management work center.
  2. Go to the Work Distribution view -> select the Employee Work Distribution rule sub-view.
  3. Under the work category, expand the Business Area : Purchasing and select the Employee Responsible for Purchase Requests and Orders work category.
  4. Select Edit button, in the opened window, select Add Rule button, fill in the required fields - name, employee responsible etc.
  5. Select Add Item button Rule Details section and define the Purchasing Unit there.
  6. Perform Save.

Then create the documents from scratch without copying and the data should be correctly determined.

See Also

2338159 - How to Default Purchasing Unit and Buyer Responsible in Purchase Request or purchase order

2790327 - Purchase unit or Buyer responsible in Purchase request is not passed on to Purchase order

1917199 - Automatically Populate Ship-To Location or Site in the Purchase Order Line Items

Keywords

Buyer Responsible, Organizational Work Distribution Rule, Employee Work Distribution Rules, Involved Parties for Purchase Requests and Orders, Purchasing Unit, site , KBA , buyer responsible , organizational work distribution rule , employee work distribution rule , involved parties for purchase requests , purchasing unit , site , AP-PRP , Purchase Request Processing , How To

Product

SAP Business ByDesign all versions