Create change orders to POs imported from SAP

[rbourlon]

Good evening,

I am trying to make changes to purchase order imported directly from my company's SAP databases so we can match to the invoices being submitted.  We don't currently use the Concur request process to generate these POs are rely sole on generating the POs in SAP and importing them through our integration.  However, after many tries I cannot seem to make any changes to these imported POs to add additional as the Change Order function is not available.

We're a manufacturing company so its not uncommon to order material, such as sheet metal, and receive a different quantity than what we requested simply because that's what the steel mill had on the closest roll so thats what we get.  We then have to adjust our POs to add new lines for this additional material which is not a problem in SAP but we cant seem to do that in Concur and therefore we cant match the imported SAP GRPO and the Invoice to the PO sitting in Concur.

Has anyone ran into a similar issue with imported POs and what was your solution?

Thank you!

[PoojaKumatkar]

Hi @rbourlon ,

This is not an issue. This is how it works. Basically, change order functionality works only for the PO's which are created in Concur. It does not work for Imported PO's. Hence, all imported PO's data will be in read only mode.

If you want to modify the PO, then you must do the changes in source system (SAP) first and push that PO again. Also, your logic must be written as whenever there is change is PO, lets say change in quantity or amount, or addition/deletion of line item then do the required changes in SAP and send whole PO (meaning all line items which was pushed at the initial import) again. With this Concur system will look for latest changes in existing PO and only update those fields which need update. Other fields which don't need any changes will be ignored.

The reason why I'm saying to send whole PO again is, if you try to send only updated PO line then Concur system will consider other lines as deleted and PO will get updated with only one line item in Concur. 

Ex. Lets say we have imported PO with 5 line items initially. Now there is change in quantity for 1 line item. Do those changes in SAP and send all 5 line items again.

Now in Concur, since there is no change in 4 line items those will be ignored by the system and remain as it is and remaining 1 line where change is required that will get updated. 

Note - This was one of the important learning from my Invoice project which we have learnt accidently while investigating this issue. Hence, I would suggest doing these changes from the integration side so that you will get updated PO in Concur through import. 

If this answers your query then please mark solution as accepted.

[PoojaKumatkar]

Hi @rbourlon ,

Adding below article for your additional reference: