Explanation: Explanation/Reference:
Automatic assignment of a purchasing group or purchasing organization can be carried out for the following documents:
- External requirements
- Purchase orders
- Contracts
- RFx
Assigned documents automatically appear for processing in the work lists of the purchasers that belong to the purchasing group or organization. The documents are automatically assigned to the purchasing group according to given criteria. This speeds up the entire procurement process, since documents do not have to be assigned manually in order for the purchasers responsible to process them.
It is also possible to reassign documents that have already been assigned to a purchasing group or organization — if the purchaser responsible for the group or organization is absent, for example.
You need to have implemented and activated the Business Add-In (BAdI) BBP_PGRP_ASSIGN_BADI. Here the rules covering the assignment of purchasing groups to documents are defined.
This BAdI contains a method for each type of document to be assigned:
- BBP_SC_PGRP_ASSIGN for external requirements
- BBP_PO_PGRP_ASSIGN for purchase orders
- BBP_CT_PGRP_ASSIGN for contracts
- BBP_BI_PGRP_ASSIGN for RFx
If you do not define any rules, the system distributes the documents to a standard purchasing group or organization, as defined in your organizational plan.
You can reassign these documents manually or redefine assignment rules in the above-mentioned BAdI and rerun the automatic workload distribution. To do this, you set the filter value ONLINE in the BAdI BBP_PGRP_ASSIGN_BADI.
Process Flow
The workload distribution process is outlined below. The two diagrams show the process for requirements. Details of each diagram are described underneath each diagram.
Caution
Documents cannot be assigned to purchasing groups that are themselves assigned to different purchasing organizations. Besides, purchasing groups and organizations must reference the same logical system in the back-end.
Workload Distribution for Requirements
Part A
1. A purchasing requisition is sent to SAP SRM, where it is converted into an external requirement.
2. Upon creation of the external requirements, method BBP_SC_PGRP_ASSIGN of the
BAdI BBP_PGRP_ASSIGN_BADI applies the distribution rules.
3. If the requirement conforms to the rules, it is automatically assigned to the correct purchasing group (in this example, purchasing group 01).
4. If no assignment rules are maintained in the BAdI, the standard purchasing group (as defined in the organizational plan — in this example, 99) is assigned. The standard purchasing group is also assigned to the shopping carts that are created in SAP Supplier Relationship Management. In this case, you can proceed as follows:
Assign a purchasing document manually
Define the assignment rules and have the system automatically reassign a purchasing group.
If you do not redistribute the workload, the requirement retains the standard purchasing group.
Note
One purchase requisition can have multiple lines, each of which is assigned to a different purchasing group.
