SAP MM KB

Issues during Purchase Order (PO) creation or release are common in SAP MM. These can range from basic data entry errors to complex configuration problems related to release strategies or account assignment.

Symptoms:

• Error message "No suitable purchasing organization found" when trying to create a PO.
• PO gets created but is stuck in a "blocked" status and cannot be released.
• Error "Account assignment mandatory for material XXXXX" even for stock materials.
• Users unable to see or approve POs in their release inbox (ME28, ME29N).
• Incorrect pricing or vendor data pulled into the PO.

Root Causes:

• Missing/Incorrect Organizational Data: Purchasing organization, purchasing group, or plant not correctly assigned or entered.
• Release Strategy Configuration: Incorrect conditions, characteristics, or workflow setup for PO release.
• Account Assignment Issues: Missing or incorrect account assignment category for non-stock materials or services.
• Master Data Problems: Vendor master or material master data inconsistencies affecting PO creation.
• Number Range Issues: PO number range exhausted or incorrectly configured.

Solution Steps:

1. Verify Organizational Data:

   Ensure that the correct purchasing organization, purchasing group, and plant are being used and are properly assigned.

   • Check enterprise structure assignments (e.g., plant to company code, purchasing organization to company code/plant).
   • Confirm the user's default parameters (e.g., SU3 transaction) for purchasing organization and group.

2. Check Release Strategy (for blocked POs):

   If the PO is blocked, the issue is likely with the release strategy.

   • Use transaction ME23N (Display PO) and navigate to the "Release Strategy" tab.
   • Check the status of the release indicators. Are all required approvals met?
   • Verify the characteristics that trigger the release strategy (e.g., total value, purchasing group, document type). Use CL20N or CL24N to check characteristic values for the PO.
   • Ensure the user attempting to release the PO has the correct authorization (release code) via transaction PFCG (Role Maintenance).
   • If the strategy is not being triggered, check configuration in SPRO > Materials Management > Purchasing > Purchase Order > Release Procedure for Purchase Orders > Define Release Procedure for Purchase Orders.

3. Address Account Assignment Errors:

   If "Account assignment mandatory" error appears, it means the system expects a G/L account or cost object.

   • For non-stock materials or services, ensure an account assignment category (e.g., K for Cost Center, A for Asset) is selected in the PO item.
   • Verify that the account assignment category is correctly configured (OMSF for account assignment categories, OMWB for account determination).
   • If it's a stock material, ensure the material master (Accounting 1 view) has a valid valuation class and that automatic account determination (OBYC) is correctly set up for the relevant movement type.

4. Review Vendor and Material Master Data:

   Inaccurate master data can cause PO creation issues.

   • Check vendor master data (FK03/MK03) for purchasing data, payment terms, and partner functions.
   • Check material master data (MM03) for purchasing view data, valuation class, and plant-specific data.
   • Ensure the vendor is extended to the correct purchasing organization.

5. Check Number Ranges:

   If the system cannot assign a PO number, check the number range configuration.

   • Use transaction OMH6 (Define Number Ranges for Purchasing Documents) to check the number range for the PO document type.
   • Ensure the current number is not exhausted and the range is external/internal as required.

Prevention:

• Regularly review and test release strategies, especially after system upgrades or configuration changes.
• Maintain accurate and complete master data for vendors and materials.
• Provide comprehensive training to users on PO creation and account assignment principles.
• Implement robust authorization management to ensure users have appropriate release codes.

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