Purchase Order

Purchase Order Goods receipt PO

*When you create a goods receipt PO, SAP Business One

receives the goods into the warehouse, updates the
quantities, and creates an accounting journal if you
manage the perpetual inventory.
 Purchase Order Goods receipt PO

A/P Invoice

*If you create an A/P invoice without

reference to the goods receipt PO, it
will also increase the quantity in
stock.
 Purchase Order Goods receipt PO

A/P Invoice Outgoing Payment

Your workbook has 5 activities (activity 3.1 to 3.5) for
this chapter that each needs to undergo the whole four
SAP purchasing process. Therefore, you need to record
the following transactions:
• 5 Purchase Orders
• 5 Goods Receipt PO
• 5 A/P Invoice
• 5 Outgoing Payment
Purchase Order Creation Summary
1. Open Purchase Order
2. Select vendor
3. Select branch
4. Input items to be ordered
5. Click “Add”
6. Click Last Data Record button
7. The last recorded purchase order will then appear
8. Take note of document number
STEP 1

*If you are a smartphone user, shift your

browser to desktop mode.
Make sure that you are in Add Mode.
The “Add” button is present if you
are in Add Mode.

This is the button to shift to Add Mode.

This is the button to shift to Find Mode.

This can be used to view or edit the
purchase orders that you have already
created.
STEP 2

field box
To input vendor details, click on
the vendor’s field box. Click this
icon when it appears.
 • Double click on
the heading to
sort by #, BP
Code, BP Name,
or BP Balance.

• Look for the vendor name in the list. Click on the vendor name. The
name and other details will be highlighted yellow. Then click Choose.
• The vendor name should be there if you have completed exercise 2.1
to 2.3
 field box

Vendor details will be The dates should be the

automatically filled up day of your hands-on.
To edit the date, click on
the field box. Then click
this icon when it appears.
STEP 3

Make sure that your branch is selected here.

(Student 1 = Branch 1, Student 2 = Branch 2, etc.)

Your branch is automatically selected here if you have

already selected a default branch when you log in.
STEP 4

field box

To input item details, click on the item no.

field box. Click this icon when it appears.
 • Double click on
This is similar the heading to
to the sort by #, item
selection of no, item
vendor. description, or
in stock.

• Look for the item name in the list. Click on the item name. The name
and other details will be highlighted yellow. Then click Choose.
• The item name should be there if you have completed exercise 2.1 to
2.3
• Item details will be automatically filled up.
• Just input the quantity stated in your workbook.
• A second line is also automatically added if you’re purchasing more than one item.
• Remember the total amount and vendor name because you might be needing it
later.
STEP 5

Then click the “add” button if you are done.

A prompt message should appear on the bottom

left of your screen.

Do not close yet the purchase order creation

window. If you accidentally close the window, just
open it again. (Purchasing A/P >> Purchase Order)
STEP 6 and 7 The last recorded purchase
Click the Last data record button order will then appear:
Alternatively, you may also use Find Mode. Sort the table by date so that you can
find the latest postings. Just double check the amount and vendor name.
However, be aware that the list includes purchase orders that are recorded by
your classmates. This method is also applicable for other 3 procedures of SAP
purchasing process.
 When the last recorded purchase order appear, remember its
purchase order (PO) number. In this example, the PO number is 369.

You may double check the vendor's name, The status should be Open. If the status is
total amount, and dates just to be sure. Close, it means that this PO has already
been linked to Goods Receipt PO.
Do not close the purchase order yet. You
will still need it for Goods Receipt PO.
The purchase order number is the best
unique identifier of an individual purchase
transaction. This works like a Student ID
number which is unique to each student.

Other documents such as A/P Invoice, Goods

Receipt PO, and Outgoing Payments each
also possess unique identifiers.

This unique identifiers are also called

document number.
The document number is usually in this part:
STEP 8 It is important to remember this unique identifiers to properly
monitor and trace documents in case of errors.

So paki-sulat sa papel or kahit saan kung ano yung number ng bawat

document na mag-aappear sa inyo kapag naghands-on na kayo:

Document Number
Exercise Purchase Order Goods Receipt PO A/P Invoice Outgoing Payments
3.1
3.2
3.3
3.4
3.5
The functions of other buttons are similar to the buttons
when playing videos in Youtube or in your phone.
Purchase Order Creation Summary
1. Open Purchase Order
2. Select vendor
3. Select branch
4. Input items to be ordered
5. Click “Add”
6. Click Last Data Record button
7. The last recorded purchase order will then appear
8. Take note of document number
Goods Receipt PO
Goods Receipt PO Summary
After clicking the Last Data Record button while in purchase order window:
1. In purchase order window, click Copy To.
2. Select G. Receipt PO
3. A Goods Receipt PO will be created
4. Click Add
5. Click Last Data Record button
6. The last recorded Goods Receipt PO will then appear
7. Take note of document number
STEP 1 and 2

Continuing the process, after clicking the

Last Data Record button while in purchase
order window, click “Copy To” and select
“G. Receipt PO.”
STEP 3

A Good Receipt PO will then be

automatically created using the
information on your purchase order.

You can edit details such as the actual

quantity received. But on your hands-on,
do not do this unless I told you to.

On the remarks, the purchase order

(PO) number 369 is stated here which is
the purchase order linked to this
document.
STEP 4
Click “Add.” The window below will then appear. Just select “Yes.”

Check the prompt message at the bottom left of your screen if it

says “Operation completed successfully.”

Do not close yet the Goods Receipt PO window. If you

accidentally close the window, just open it again:
Purchasing A/P >> Goods Receipt PO.
STEP 5, 6, and 7 The last recorded Goods Receipt PO will then appear:

Click the Last data record button

Take note of the document number.

Document number depends on what will
appear on your hands-on.
 Copy From
Purchase Goods
Order Receipts PO
Copy To

Every transactions have the options Copy From and Copy To.
• Copy From – used to link the current document to the previous document
• Copy To – used to link the current document to the next document

So alternatively, you may open the Goods Receipt PO Module, click Copy From,
select purchase order, then choose the purchase order that you have recorded
previously by finding its purchase order number.
Goods Receipt PO Summary
After clicking the Last Data Record button while in purchase order window:
1. In purchase order window, click Copy To.
2. Select G. Receipt PO
3. A Goods Receipt PO will be created
4. Click Add
5. Click Last Data Record button
6. The last recorded Goods Receipt PO will then appear
7. Take note of document number

*This slide was just repeated as a reminder.

Invoice
A/P Invoice Summary
After clicking the Last Data Record button while in Goods Receipt PO window:
1. In Goods Receipt PO window, click Copy To.
2. Select A/P Invoice
3. An A/P Invoice will be created
4. Click Add
5. Click Last Data Record button
6. The last recorded A/P Invoice will then appear
7. Take note of document number

If you accidentally close the A/P Invoice window after #4, just open it again:
Purchasing A/P >> A/P Invoice
Sample A/P Invoice that will be created
when using Copy To.

The due date is 5/12/2021 because the

payment term for this vendor is set to
Net 30 or 30 days from document date.

The remarks also stated the purchase

order and goods receipt PO that was
linked to this document.
Take note of the document number.
Document number depends on what
will appear on your hands-on.
 Di ko alam anung
hinihingi neto. Electronic
transfer naman ang
payment haha.

Outgoing Payments
Outgoing Payments Summary
After clicking the Last Data Record button while in A/P Invoice window:
1. Click Payment Means button in the toolbar menu
2. 2 windows will appear (outgoing payments and payment means)
3. Select the Cash Tab as the type of payment (this is usually the default
type of payment so no need to select in some cases)
4. Select GL account
5. Select Copy balance due
6. Click Ok
7. Click Add
8. Click last data record button to see document number.
9. Take note of document number
STEP 1

After clicking the Last Data Record

button while in A/P Invoice, click the
Payment Means button in either A/P
Invoice window or Toolbar.
STEP 2

• These 2 windows will then appear.

• The Payment Means window is for
selecting the type of payment
(check, bank transfer, etc.) and the
general ledger (GL) account to be
used.
Use Cash as type of payment.

Use GBP Bank Account No. 1

(161010) as GL account.
Right click here and select
Copy Balance Due.

The amount that will appear

should be the same amount in
A/P invoice. In this case 470.

Then click Ok.

Check if the correct A/P
Invoice number is selected.
In this example, it is #347

Click add.
Click last data record button to and
take note of the document number.

Document number depends on what

will appear on your hands-on.
Outgoing Payments Summary
After clicking the Last Data Record button while in A/P Invoice window:
1. Click Payment Means button in the toolbar menu
2. 2 windows will appear (outgoing payments and payment means)
3. Select the Cash Tab as the type of payment (this is usually the default
type of payment so no need to select in some cases)
4. Select GL account
5. Select Copy balance due
6. Click Ok
7. Click Add
8. Click last data record button to see document number.
9. Take note of document number

*This slide was just repeated as a reminder.