Periodic activities in purchasing

Purpose

This page describes the recurring purchasing activities that typically run in batch mode in Automotive. It complements the purchasing overview with the legacy wiki content for purchase delivery call-offs, credit-note notifications, and inbound delivery-note approvals.

Recurring core tasks

1. Generate delivery call-offs from framework orders in batch.
2. Send credit-note notifications to suppliers.
3. Approve inbound delivery notes from VDA or EDI scenarios.

Create purchase delivery call-offs

The batch run for purchase delivery call-offs is the operational bridge between the framework order and the actual supplier communication. It creates the call-offs according to the selected filters and stores the resulting file in the vendor-specific location.

The usual sequence is:

1. Open the report for purchase delivery call-offs.
2. Filter either by vendor or directly by purchase order.
3. Check that the framework order is active, releasable, and maintained with the correct interval.
4. Generate the call-offs and then validate file storage, print output, and transmission logic.

There is an important difference between business creation and actual transmission: the report generates the call-off and stores the file in the configured location. Only the EDI converter or the configured transmission channel ensures that the supplier really receives the message.

Generate credit-note notifications regularly

The credit-note notification is used to inform suppliers in a structured way about commercial corrections. It is especially relevant when receipt and invoice data were processed, but a quality, quantity, or price deviation still needs to be documented and communicated.

Use this sequence:

1. Open the credit-note notification report.
2. Filter by vendor or purchase invoice.
3. Group only the cases that are already clarified from a business perspective.
4. Recheck output and transmission before starting the batch.

The credit-note notification does not replace the actual posting in the purchasing process. It complements the business communication so that the supplier understands the deviation.

Approve inbound purchase delivery notes

If delivery-note data arrives through VDA 4913 or a comparable EDI process, it is not automatically confirmed from a business perspective. The batch report for approving purchase delivery notes changes the status of the inbound delivery notes and makes them reliable for follow-up processes.

Use a controlled sequence:

1. Open the report for approving purchase delivery notes.
2. Filter the affected supplier or the concrete delivery note.
3. Check shipment number, shipment date, and quantity plausibility before starting.
4. Confirm the run through preview or execution.

This step is especially important when later processes such as warehouse receipt, quality inspection, or automatic EDI posting depend on the approved status.

Questions to ask before each batch run

Typical error patterns

Migration deepening: complaint variants in periodic runs

For migration from older documentation, keep these variants as standard purchasing cases:

1. Credit-note notification after quantity deviation with clear invoice reference.
2. Credit-note notification after price deviation without physical return.
3. Inbound delivery-note approval followed by later warehouse receipt.
4. Inbound delivery-note approval followed by quality process.
5. Abort and restart path for faulty inbound EDI delivery-note files.

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