SAP Knowledge Base Article - Public

3410090 - Follow-up Document related Fields Not Working As Expected in Purchase Order Items


When creating Purchase Order, after adding an item manually, the follow up document settings "GSR expected" and "Invoice expected" indicators are not set as expected. You expect the value here (flagged or unflagged) should follow the settings in configuration activity "Purchase Order Item Follow Up Document Settings".


SAP Business ByDesign

Reproducing the Issue

  1. Go to Purchase Requests and Orders work center.
  2. Go to Purchase Requests view.
  3. Search for ABC (ABC is the Purchase Request's ID). 
  4. Select ABC-1. 
  5. Click in New Purchase Order button.
  6. Click in View All button.
  7. Navigate to Items tab.
  8. Click in Add Row button (to add a new item).
  9. Add the needed information such as Product ID, Quantity, Process type and Ship-To. 
  10. Click in Check button.

In Basic Data subtab you can see that:

  • Goods and Services Receipt Expected: yes/marked
  • Invoice Expected: yes/marked 

For both fields (or only one) it was not expected that it would be marked because the Configuration is maintained differently. 

Steps to check the Configuration maintained:

  1. Go to Business Configuration work center.
  2. Go to Overview view. 
  3. Select activity "Purchase Order Item Follow Up Document Settings". 
  4. Click in View button.

Here you can see that it is maintained:

  • Item type: DEF (DEF is the item type maintained for the added item).
  • Process type: GHI (GHI is the process type maintained for the added item).
  • GSR expected manual change not allowed: not marked (no). 
  • Invoice expected manual change not allowed: not marked (no). 

Hence the user is not expecting that in the Purchase Order those fields are marked. 


When creating a Purchase Order with a reference to a Purchase Request, the system accurately identifies follow-up flags for both stock and non-stock items based on Configuration. However if the user manually adds an extra item, then by default row will be created for item type with follow-up flag set correctly as per configuration. Redetermination doesn't happen when process type is changed manually in item. 

For Purchase Requests with stock items, the Purchase Order is generated with stock item types and follow-up flags aligned with the Business Configuration. However, manually changing the process type to "stock" sets both GR and IR flags, persisting even when reverting to non-stock. The same thing happens for non-stock items in Purchase Requests, where the process type change to "stock" results in both GR and IR flags being set, and these settings persist upon reverting to non-stock.


If the redetermination is still required in the Purchase Order in this specific scenario, the user can follow an workaround:

  1. Add all the additional items.
  2. Go to General tab. 
  3. Remove the Supplier.
  4. Press Enter.
  5. Add the Supplier again.
  6. Press enter. 

Or the user can create a Purchase Order without reference to a Purchase Request for additional items (depending on business scenario) where redetermination happens even if items are added and changed manually.

See Also


Purchase Order; Purchase Request; Item; Invoice Expected; GSR; Purchase Order Item Follow Up Document Settings; Goods and Services Receipt Expected , KBA , SRD-SRM-PRO , Purchase Requests and Orders , How To


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