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SAP PP/PPPI Order Confirmations:
The order in its life cycle goes through the following steps:
Create Order >>> Release Order >>> Issue PRT's to Order for Production >>> issue Goods to Produce Order >>> Create Operation Level Confirmations (Partial or Final Confirmations at each operation) >>> Confirm the last Operation for produced quantities >>> jReceive Goods into Stock >>> Deliver Goods to Customer
Order confirmations is what we will be talking about in this section.
Order confirmations can be carried out on a real time basis or you can record order confirmations every shift or every day. It is wise to record the order confirmations on a real time basis, but recording shift wise or day wise isn't bad either. But recording the confirmations weekly or alternate days does not reflect any real time information for superiors (bosses) who are viewing reports and information from SAP.
Purpose Of Confirmations:
When you would actually start learning SAP PP/PPPI, you may get confused that order confirmations is about receiving goods in to stock. But this is a totally wrong perception that people carry.
Order confirmations is about:
a) declaring the quantity that is produced, the quantity that is scrapped and the quantity that requires reworking.
b) It is also about confirming the total activity hours put in to producing the sub-assembly or assembly thereby deriving the order costs through activity based costing procedures.
c) And it is also about recording the personnel data responsible in producing the stock.
In short the following is recorded during order confirmations:
a) Yield Quantities
b) Scrap Quantities
c) Rework Quantities
d) Total Activity Hours utilized at the operations
e) Personnel responsible for production
f) Actual Dates
g) Along with the above, you can also enter the actual values for any other activity included in the work centers standard value key, for example you can enter the steam consumed, electricity consumed, water consumption, if they are declared as one of the 6 allowed activities in the standard value key of the work center
h) The system posts automatic goods movements of all the components assigned to the operation in the order task list. We call this backflushing of components during order/operation confirmations
i) The system also post automatic goods receipt of quantities during final confirmation of the final operation, for the final operation in the order task list which is assigned with a control key for Auto-GR or for an operation which is a part of an order whose Production scheduler profile is configured for Auto-GR)
Prerequisites to create Confirmations:
The following are the prerequisites to create confirmations in SAP.
a) The control key assigned to the operation in the task list should allow confirmations as necessary or possible or as Milestone Confirmations.
b) The Work center associated with the operations may or may not have activities assigned. But if it has activities assigned (6 or less than 6 activities) you would need to confirm them.
c) To carry out milestone confirmations, you should have a control key marked with "Milestone confirmations allowed" assigned to the operation. Once you confirm a certain operation in a task list which is marked for milsetone confirmations, it would automatically confirm all the operations above it or in other words it will confirm all the operations from this milestone operation to the earlier milestone operation only.
d) For Backflush of components or automatic goods issue of components from an operation during operation confirmation, you should assign the components to the operations in the order task list or the task list master data. (task list means Routing or Master Recipes, Rate Routings, or reference sets) & mark these components as Backflush components or mark the work center of the operation as "Backflush Work center".
e) For Auto-GR from the final operation (when you create final confirmation on the final operation) you should assign the operation with a control key that allows Auto-Goods-Receipt or you should alternatively have an "Production Scheduling Profile" for the order which is configured to allow Auto-GR.
Recommendations in creation of Confirmations:
a) To carry out Milestone confirmations, you should always check the sequence of confirmations and configure the order type to check the sequence of operation confirmations.
b) Checking on, sequence of operation in operation confirmations (configuration) would help organizations to follow the sequence of operation confirmations as marked in the order's task list. This is more-so-ever useful when you have too many operations arranged one of the other in the task list and adhering to their sequence is useful in maintaining records.
c) If you are playing with issue of backflush items, it is recommended that you should error out confirmations because of errors in backflush goods movements, instead you allow the goods movements to be re-processed/corrected later on. Such failed movements go and sit in a transaction called "COGI" in SAP, where you can manually correct them or reprocess such failed movements.
d) If there is any error in activity costing, it is recommended that you should stop or abort the confirmations. Only correcting the data through different transactions should allow you to process the confirmations. This makes sense since errors in activity confirmations means creating errors in order costing.
e) Configuring for proposing the quantities, dates and activities would help you during creation of confirmations.
Ways to create Confirmations:
There are different ways to create confirmations:
a) Operation Level Regular Time Ticket confirmations:
In this method, you would be confirming each and every operation for quantities, activities and personnel, as and when it is produced on the shop floor. You can confirm for partial quantities or partial activities at an operation or you can confirm for total final quantity and/or activities at an operation.
Steps in Confirmations:
Use the standard SAP transaction code CO11 in SAP PP and Use the standard SAP transaction COR6N.
In the case of Process order, the confirmations are created for the Phases and not for the operations. The operations in Process orders are included in the task list as information or as a superior place holder for the subordinate phases. The phases are allocated to the operations. All the Activities and quantities are placed on the phases and therefore we confirm the phases.
Enter Order number, Operation number (Optional), existing confirmation number (optional) >>>
Press Enter >>>
Pop-up Appears to select the operation number that you want to confirm >>>
Select the Operation number that you want to confirm and press enter on the pop-up box >>> And then enter the field values as shown below
Enter Quantities confirmed like the Yield Quantity (Good Quantity Produced) and/or Enter the
Scrap Quantity (Bad Quantity that is produced and needs to be scrapped and/or Enter the Rework Quantity (Bad quantity that needs to be reworked). Opting for planned operation
Quantity Proposals during confirmations (in configuration), can propose quantities and help you when you are entering actual quantities. Also select the confirmation type in the quantities tab, whether it is partial confirmation or final confirmations. If you have configured automatic confirmations, then the system will automatically select based on the quantities confirmed.
Enter the dates, the actual start date (Good Quantity Produced) and the actual finish date in the dates tab. Opting for planned dates proposals during confirmations (in configurations), can propose planned dates and help you when you are entering the actual dates.
Enter the Values for the Activities assigned to the operation in terms of unit of Entry. If the Activity is "Set up Time" enter the actual set-up time consumed. If the activity is "Machine Time"; enter the actual Machine time required consumed to produce the quantities and if the activity is something else like the steam consumed or the electricity consumed or water consumed, enter the actual values for them.Opting for Activity Value Proposals during confirmations (in configuration), can propose planned activity values (in activity UOM) and help you when you are entering the actual activity values
Enter the Personnel Number in the Personnel/additional data tab who was involved in the production activities, it can be person producing the item or it can be the supervisor. You also have an option to enter a posting date for the created confirmations. You can enter a future date if such is allowed in the order type confirmations parameters configurations.
>>> Once all the above necessary field values are entered >>> Press the Save Button to Save the confirmations. The system generates a confirmation number when you save
>>> On saving the system generates a counter number for the confirmations created. Every confirmation that you create will have a confirmation counter number generated against the same confirmation number.
Note -
a) In the selection screen, you have an option to enter the order number or the confirmation number to create the confirmations in SAP.
b) Every Saved confirmations will have a confirmation counter created. The confirmation counter stores the details of the confirmations. You can retrieve confirmation information on the basis of an operation, or on the basis of operation & counter or operation.
c) The System posts Goods issues for backflush components assigned to the operation in the production order task list when you save the confirmations.
If there are any errors in the Goods issues (like the batch is missing, the storage location is missing, periods closed for goods movements, quantities available in storage locations specified) you can correct the errors (if you have confirmed for error correction in confirmations screen) or you can terminate goods issues (if you have configured for termination) or you can allow it to go for reprocessing which means that the system would successfully create confirmations and would fail any goods issues for missing data, which would later be grouped together for reprocessing in an SAP transaction code called COGI.
Here in the COGI transaction code, you can correct the errors for the order goods issues and post the goods issue again.
d) The System posts Goods Receipts for the header material of the order during the Final confirmation of the final operation if the final operation in the order task list has a control key allowing Auto-GR or the order has a production scheduler profile allowing Auto-GR.
If there are any errors in the Goods Receipts (like the batch is missing, the batch has missing characteristics values for required characteristics, the storage location is missing, periods closed for goods movements) you can correct the errors (if you have confirmed for error correction in confirmations screen) or you can terminate goods receipts (if you have configured for termination) or you can allow it to go for reprocessing which means that the system would successfully create confirmations and would fail any goods receipts for missing data, which would later be grouped together for reprocessing in an SAP transaction code called COGI.
Here in the COGI transaction code, you can correct the errors for the order goods receipt and try posting the goods receipts again.
e) The posting date of the confirmations is used for posting the goods movements.
f) Also if there are any errors in Activity postings, you can configure the system to allow corrections or to terminate the confirmations. According to me, it looks very sensible to terminate the confirmations, if there are any issues in activities.
b) Order Level Regular Time Ticket confirmations:
In this method, you would be confirming the whole order in a single given instance for a given quantity and activity. These confirmations can be partial or final confirmations. When you are confirming at the order level, the system automatically confirms all the operations in the order.
Every that is discussed in the Operation level Time ticket confirmations in true for Order level confirmations.
When you confirm an operation at order level, all the operations in the list are proportionately confirmed for quantities and activities.
Note:
a) If you have already confirmed at the operation level, you cannot confirm at the order level.
b) If you have already confirmed at the order level, you cannot confirm at the operation level.
c) The Order level confirmations are easy in cases where you have just one operation assigned to the order, or you have many operations assigned to the order with the final operation marked as Milestone Operation.
d) Also it is much easier for users to record confirmations on the order level.
c) Operation Level Milestone Confirmations:
In this method, the system automatically confirms all the operations from one Milestone operation (you confirm) till the preceding milestone operation only. As an example if you have 5 operations, 0010, 0020, 0030, 0040, 0050, with operation number 0050 and 0030 declared as milestone operations and if you confirm operation 0030 with a partial quantity 20 Units, the operations 0020 and 0010 are also confirmed with partial quantities of 20 Units.
You can mark an operation as milestone operation through the use of control keys inserted in the order routing.
In other words, Milestone confirmation means that if you confirm a certain operation in a task list, it would automatically confirm all the operations above it or in other words it will confirm all the operations from this milestone operation to the earlier milestone operation only.
Illustration:
Explanation to the above example -
If you confirm the milestone Operation 0040 through Order level confirmations or operation level confirmations, then the system would automatically confirm operations 0040 + operation 0030 + operation 0020 + operation 0010.
If you confirm the milestone Operation 0070 through Order level confirmations or operation level confirmations, then the system would automatically confirm operations 0070 + operation 0060 + operation 0050.
Others
Order status through Confirmations:
When you create partial confirmations, the order gets a status "PCNF" and the Operation gets a status - "PCNF".
If you have an order with 3 operations - 0010, 0020, 0030 with quantities equal to 100 at each operation (operation qty = order qty).
Follow the table to know the changes in system status during confirmations:
Canceling Confirmations:
In SAP, you cannot reverse the confirmations, you can only cancel them. You cannot reverse partial quantities or activities for a confirmation. You can only cancel the confirmation and redo it.
Confirmations in SAP are stored at counter level. Every counter is a partial confirmation or a confirmation that you have created in the system.
When you cancel confirmations in SAP, the system cancels the quantities confirmed, the activities confirmed, the dates confirmed, the personnels confirmed, and any other data that's lying on the created confirmations counter.
The confirmations Counter that is canceled is marked as canceled in SAP with "Reversed indicator" assigned to it.
To cancel confirmations you can use CO13 Transaction code in SAP PP and CORS Transaction code in SAP PPPI, to Cancel Confirmations.
The Following Table in SAP explains Cancellation of Confirmations in SAP.
Note - Canceling the Confirmation Counter in SAP, also reverses all the goods movements that have been created during the confirmations. If you have posted backflushes (movement type 261) then cancellation of the confirmation would result in reversals of the goods issues (movement type 262). If you have created goods receipt during operation confirmation, then the cancellation of such confirmation would result in posting the reversal of goods receipt (movement type - 102). The posting date of the confirmations is used for posting the goods movements.
Displaying Confirmations:
You can display confirmations that you have created for an order. In the Display mode, you should enter the Confirmation number or the order number. Selecting the Operation number is optional. You can also select the sub-operation number for which you want to display the confirmations.
Transaction code - C014 in SAP PP and CORT in SAP PPPI.
When you are displaying confirmations in SAP PPPI, you should select the phases instead of the operations. There is also an option to select the secondary resources for which confirmations are made.
Did you mark the Wrong Confirmation type during Confirmations?
Don't worry if you have marked the wrong confirmation type during the confirmation creations. If you have entered a final confirmation as "Partial" and a partial confirmation as "final", you can rectify the same. Follow the method below to rectify the same.
Note - In the case of SAP PPPI, you should select the phases rather than selecting the operation number to enter in to confirmations.
Enter the Confirmation number or the order number (you can also enter the operation number/phase if you want). The system in all likely cases would throw a message, saying that the order or operation or phase is already confirmed and do you want to proceed. You should press the yes/proceed button >>>
Select the Operation number/Phase number on the Pop-Up for which you want to change the
confirmation type, if you are confirming at the order level, you will not get this pop-up >>>
Press Enter Button on the Pop-up Screen after selecting Operation/Phase >>>
Enter the Yield as "Zero" Quantity or leave it blank. Then Select the Right
Confirmation Type (in other words correct the confirmation type)
Enter the correct Posting date for the confirmations. You may want to enter
the posting date that was used for the original confirmations you made with
the wrong confirmation type.
You can also enter a Confirmation text to record to comment on the
changes made >>>
Press Save to Save the confirmations. This will change the
Confirmation type for you.
Note -
a) Alternatively you can cancel the wrong confirmations because of the wrong confirmation type and re-created a new confirmation for the operation or order.
b) You can use this for both Operation confirmation and Order confirmations.
c) The system in all likely cases would throw a message when you press enter on the selection screen, saying that the order or operation or phase is already confirmed and do you want to proceed. You should press the yes/proceed button to proceed.
Did you Enter Wrong Activity type during Confirmations
Dont worry if you have missed entering the activities for a certain confirmation created or you want to correct the data for activities, for confirmations, that you have already entered. Follow the method below to rectify the same.
Enter the Confirmation number or the order number (you can also enter the operation number/phase if you want). The system in all likely cases would throw a message, saying that the order or operation or phase is already confirmed and do you want to proceed. You should press the yes/proceed button >>>
Select the Operation number/phase on the Pop-Up for which you want to enter/change the activities
data, if you are confirming at the order level, you will not get this pop-up >>>
Press Enter Button on the Pop-up Screen once you have selected >>>
Enter the Yield as "Zero" Quantity or leave it blank.
Enter the activities data as you wish to.
Enter the correct Posting date for the confirmations. You may want to enter
the posting date that was used for the original confirmations you made with
the wrong confirmation type
You can also enter a Confirmation text to record to comment on the
changes made >>>
Press Save to Save the confirmations.
Note -
a) Alternatively you can cancel the wrong confirmations because of the wrong activities and re-created a new confirmation for the operation or order.
b) You can use this for both Operation confirmation and Order confirmations.
c) The system in all likely cases would throw a message when you press enter on the selection screen, saying that the order or operation or phase is already confirmed and do you want to proceed. You should press the yes/proceed button to proceed.
Confirmations on a future date:
Future dates can be configured in the confirmation configuration. In configuration OPK4, define confirmation parameters, When this configuration comes up, in the "Checks" Sections, the last parameter says "Date in the future." You need to check this box if you want your confirmation dates to exist in the future. It determines whether dates in the future can be used in a confirmation. If the indicator is not set, you cannot make any confirmations using dates in the future.
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