1.Overview 

This guide will explain all the customizing needed in order to use and maintain the PO Collab.

The customize options allows the users to:

• Configure environment data:
  • Process configuration
  • Email look & Feel
• Customize Purchase Order Attribute

 

2.PO Collab Customizing (IMG) 

1. Login to SAP
2. Go to the Insight Zap transaction in ‘/DPS/PO_CLB_IMG’ (T-code). You might want to save this transaction in your favorites.

The following window will open:

2.1.Maintain Environment Data 

In the PO Collab’s IMG select “Maintain Environment Data” or enter transaction /DPS/PO_CLB_PAR_VAL.

The following window will open:

 

Fill in the next fields:

Field	Options
PartnDet.Proc.	Set Partner Determination Procedure (From the MM-Pur Customizing)
Conf. Control	Default Conf. Control (if not found in vendor)
Confirm. Cat.	Select relevant Category.
Sender Email	Defines which email address will send the output. 01 System Default 02 Buyer Email
Split Position	Position of the ‘Split’ key in the line. F First L Last
Text Name	Email body text. *Maintained in Transaction SO10
PO Text	Enables to customize a special Purchase Order Text that will be added to the sent email
Signature	The signature at the bottom of the email text
Graphic Name	Option to add the company’s logo to the email
Output Type	The Purchase Order output type to be attached to the email
Confirmation Mail To Vendor	PO Collab can send a confirmation email according to the following options: 01 Always – Whenever there is any change in the PO 02 On Buyer’s Update (Default) – Whenever the buyer is making a change (including approving a vendor changes) 03 On System Update – Whenever there is a change in the PO no matter who did it 04 Never – No Confirmation email will be sent
Reminder Days	Days to pass with no vendor feedback until a reminder email will be sent to the vendor
Reminder 1 Days	Days to pass without feedback from previous reminder email until another reminder email will be sent to the vendor
Text Name	The reminder’s email body text
Disable	When you set this flag, all active reminders won’t be sent (even if the deadline of reminder has been reached).
Reduce Qty.	Customize id reducing quantity of PO items is allowed in the PO Collab Monitor
Increase Qty.	Customize id increasing quantity of PO items is allowed in the PO Collab Monitor
Monitor Upd.	An Option to allow updates at the PO Collab Monitor Transaction at entire PO vs. selected PO lines
Log Active	Check to log all activities in the PO Collab

 

2.2.Define Purchase Order Attributes 

In the PO Collab’s IMG select “Define Purchase Order Attributes” or enter transaction /DPS/PO_CLB_PAR.

Attributes can be maintained at each of the following combinations:

• Order Type
• Purchase Organization
• Purchase Group

The current window will open:

Field	Options
Set Default	When this flag is set, PO Collab indicator is checked by default (In case PO Collabo is active for the vendor). PO Collab indicator can still be updated manually in PO.
Copy To Buyer	Sends an email copy to the buyer when the email is sent to the vendor.
Update Buyer	Sends an email when the vendor confirms and does not have any updates.
Buyer Reminder Indicator	Enable/Disable the reminders to the buyer
Conf. Update	Update Confirmations tab in the order
Ackn. Update	Update ‘Order acknowledgment’ field in Confirmations tab with date and time.
Schedule Update	Update delivery date in ‘Statistical Relevant Delivery Date’ field in Delivery schedule tab.
Stat. Del Upd.	Check to determine whether Statistics-Relevant Delivery Date value should be updated or not. In case the checkbox isn’t set, Statistics-Relevant Delivery Date (EKET-SLFDT) should not be changed/copied from the source schedule line (in case of split).
External Update	Allow external confirmation processing during confirmation update (either automatic from confirmation mail or manual via PO Collab monitor). It will allow, for example, creation of inbound delivery instead of/in addition to standard update of PO schedule lines/confirmations.
ParntDet.Proc.	Option to select the Partner Determination Procedure
Output Type	Specifies the kind of output type to be produced.
Graphic name	Graphic image name

2.3.Partner Determination 

In this section you can define the PO Collab Partner behavior.

First you can define a procedure which sets the Partner types relevant for the PO Collab and then if needed program a special BAdi to set your company logic.

2.3.1.Define Partner Determination Procedures 

In the PO Collab’s IMG select “Define Partner Determination Procedures” or enter transaction /DPS/PO_CLB_PAR_PROC.

 

2.3.2.Maintain Partner Determination Methods 

In the PO Collab’s IMG select “Define Partner Determination Procedures” or enter transaction /DPS/PO_CLB_PAR_METH.

The following window will open:

 

All available Determination methods that were defined are listed.

For each Determination method a BAdi implementation can be defined with the logic of email address.

When a BAdi is implemented a Green light will appear

For example, the VU BAdi in the above screenshot has the logic to select the vendor and go to the vendor master data table (KNA1) and select the email field.

2.4.Output 

In this section you can customize the Purchase Order document types that will be attached to emails sent from the PO Collab.

 

2.4.1.Assign Attachable Output Types 

Set the Purchase order output type.

3.Customizing a Vendor 

PO Collabo uses the Vendor’s master data to determine the communication email.

Therefore You have to make sure that there is an email in each of the vendors’ master data.

Enter vendor in transaction MK02.

Maintain the relevant email address to all relevant PO Collab Vendors.

Important Note:

• Email addresses that are marked with a check box “do not use for communication” will be excluded from the automation email process.

 

4.Sending Work Items 

Sending work items in PO Collab, process to an external email will be done via a program /DPS/PO_CLB_SEND which is included on a scheduled job.

In order to activate the program manually perform the next steps:

Enter transaction /DPS/PO_CLB_SEND.

The current window will open:

Choose relevant variants.

Click on the Execute Button (F8).

Important Note:

• You might have to wait a few minutes in order to let the Send Message workflow process finish.

 

5.Copyright 

© Copyright 2015 Dpro Ltd. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without
the express permission of Dpro Ltd. The information contained herein may be changed without prior
notice.