What should be done if a PO is rejected!!!

[Florin Wach (SI)]

Hello Richa,

it’s true that within the SAP Standard settings, there’s nothing pretty much going on, when a PO is rejected and - by the way - all this is the same with Purchase Requisitions, too: An information is sent to the PO creator and that’s it.

From a business-process point of view, I’ve also made the experience that the process is somewhat "not fully completed", as the PO keeps somewhat pending in the system, although a rejected PO
- cannot be printed
- cannot receive goods receipt
- and no invoice can be posted against a PO
Where the same applies to a PO which is not yet fully released. This all depends on the setting of the release status.


At a larger implementation for the release procedure, I have designed the rejection process in the following way:

- The rejecting person creates a mandatory annotation. This can be done in one of the header texts (or a new header text), as already mentioned by Monique - or you can create a separate custom popup to enter some text (storing it in the header note).
- All previously involved approver receive also an information (not a work item), that a previously release PO was rejected
- The process goes back to the creator, … or to be exact: To the person that has triggered the new release procedure
- The creator chooses now between two alternatives: Changing the PO and send it back to approval - OR - Ending the process.

For that matter I’ve created a pair of new events:
- FinallyReleased
- FinallyRejected

The FinallyReleased event comes with the last "Released"-event that turns the PO to become released.
The FinallyRejected event comes with the decision of the PO-Creator to accept the rejection, which ends the process.

In any case, the Approval-Procedure and its workflow is coming back, once that status changes to be "in approval”, the SAP Transaction will always re-create the .ReleaseStepCreated-events, from which one can startup a new workflow instance.


Also I usually design the Workflow on a larger implementation to process all release codes in one single Workflow-instance only, that incorporates the Rejection procedure as one of the Sub-Flows. This way it’s easier to transfer information / annotation and the flow information between the releasers and the creator. But that can be considered optional.

To design the rejection process, I’d advice to use the two standard event
.Rejection_Start
.Rejection_Stop

to start the rejection -subFlow.


With the very best wishes
   Florin





> Am 14.03.2015 um 20:01 schrieb Richa Gupta <richa.cse7 at gmail.com>:
> 
> Hi Monique,
> 
> Yes, that would be really appreciated. 
> 
> Regards,
> Richa
> 
> On Sat, Mar 14, 2015 at 11:07 AM, Stephens, Monique S L <moniques at bcm.edu <mailto:moniques at bcm.edu>> wrote:
> Prior to implementing SRM, our PO's were routing through workflow for approvals. If it needed to be rejected, we had an additional step in the logic that the approver had to put a reason in the header notes. I would need to check with our programmer to see how that was included in the workflow logic.
> 
> 
> Monique Stephens
> Sent from my iPhone
>  (Please ignore any typos)
> 
> On Mar 14, 2015, at 12:54 PM, Richa Gupta <richa.cse7 at gmail.com <mailto:richa.cse7 at gmail.com>> wrote:
> 
>> Hi Goudham,
>> 
>> Yes, that I know. My question was more from business perspective. What a business should do when a PO is rejected or in other words, as SAP consultant what should we suggest them to do if a PO is rejected.
>> 
>> Currently, they follow manual processes to handle this.
>> 
>> Regards,
>> Richa
>> 
>> On Sat, Mar 14, 2015 at 6:20 AM, Goudham Vel <goudhamvel.88 at gmail.com <mailto:goudhamvel.88 at gmail.com>> wrote:
>> Hi Richa,
>> 
>> After po is rejected from workflow in table ekko field procstat will be set as value 08 
>> 
>> Regards 
>> Goudham 
>> 
>> 
>> On Saturday, March 14, 2015, Richa Gupta <richa.cse7 at gmail.com <mailto:richa.cse7 at gmail.com>> wrote:
>> Hi Folks,
>> 
>> What is the best practice for a business in case of rejection of a purchase order?
>> Just to notify someone, or to take some specific actions.
>> 
>> Reason behind asking this question is that our client has asked us what should they do from SAP perspective when a PO is rejected. Currently, they simply notify the buyer if a PO is rejected and that too manually using outlook.
>> 
>> Thanks in Advance.
>> 
>> Regards,
>> Richa
>> 
>> 
>> 
>> 
>> -- 
>> Regards
>> Goudham
>> 
>> 
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