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SAP SRM – What is a Purchasing Document Life Cycle Report in BW?
Overview:
The Purchasing Document Life Cycle BW Report in SRM, is a report that captures the entire procure-to-pay process. You can run this report to help address the following areas of concern:
1. Without a copy of the PO, what is the easiest and quickest way to verify that I received all items as ordered?
2. How do I find out the date my PO was placed?
3. How can I tell whether Invoices are received and paid? And When?
4. How can I validate the amount invoiced matches the amount ordered?
5. How do I find out the status of my Order?
6. How do I check to see if orders have been charged against my account?
Note: This report is currently updated every 24 hours. Visible data does not reflect changes within the same day. Although behind, data can still be very useful for orders of 24 hours prior.
How to Run a Purchasing Document Life Cycle Report in BW Warehouse:
Step 1: Load the Purchasing Document Lifecycle Report in BW
Step 3: Once the report is loaded, drag and drop the fields you want to verify, and export your report to Excel if preferred
We use attributes from both Rows and Free Characteristics to manipulate the main table. These attributes will provide answers to the six areas of concern mentioned above. For example:
- Using this report, drag and drop the “Purchase Order Number” and “Item No. in Order Doc” into the main table. You will see the different line item numbers on a PO (if multiple items were ordered on the same PO).
- In the same report, drag and drop “PO Date” into the main table. You will see the date for which the PO was generated.
- In the same report, key figures such as “Invoice Value” and “Invoice Quantity” are automatically configured and loaded when the report is ran. For date, drag and drop “Invoice Number”, “Item No. in Invoice”, and “Invoice Date” into the main table. Items with Invoiced received will have an Invoice Number associated with the Item Line Number.
- In the same report, ensure to have both “Purchase Order Value” and “Invoice Value” match per Item Line Number associated on both the PO and Invoice.
- Drag and drop the “Processing Status of Purchase Order” in to the main table. Those that were successfully placed will have the status “Order”. This status, however, does not entirely indicate that the order went to the correct supplier representative. S&P had done validation prior to July 1st to ensure we have the correct contacts for accepting orders. However, it is entirely up to the supplier to provide us with quality data. If you do not see your orders within the expected timeframe, please do not hesitate to contact the buyer who processed the order for help on the status of the order.
- Similarly, in the same report, drag and drop “Cost Center”, “Fund Center”, and/or “GL Account” into the main table.
1. Without a copy of the PO, what is the easiest and quickest way to verify that I received all items as ordered?
2. How do I find out the date my PO was placed?
3. How can I tell whether Invoices are received and paid? And When?
4. How can I validate the amount invoiced matches the amount ordered?
5. How do I find out the status of my Order?
6. How do I check to see if orders have been charged against my account?
S&P is working with the BW Team on enabling additional free characteristics and reports. For any suggestions or comments on BW Reports, please do not hesitate to log in a case with IT at ithelp@bu.edu or contact S&P at supplier@bu.edu . Your suggestions will (1) help us assess the importance of the additional free characteristics or reports and (2) better prioritize our deadlines to meet your needs.