Authorized Partners for Release Orders

Description

When you create a release order for a contract, you enter the number of the contract and the name of the partner who is requesting the goods. The system then checks at header level if the business partner is authorized to release against the contract.

Depending on the settings in Customizing, the system determines whether a partner is authorized to release against the contract by checking against one of the following:

If the partner who wants to release against the contract has the partner function AG (sold-to party) or AA (sold-to party for release order) in the contract, the system accepts the partner as the sold-to party for the release order.
If the partner who wants to release against the contract is the sold-to party in the contract or at a lower level in the customer hierarchy thanthe sold-to party in the contract, the system accepts the partner as the sold-to party for the release order.

After the authorization check, the system also checks if there is more than one ship-to party defined in the contract. If the contract contains a WE (ship-to party) and several AW (ship-to party for release order), the system lists the possible ship-to parties in a dialog box. You select the appropriate ship-to party for the release order.

You can define copying routines to control which partners are copied from the contract into the release order and which are redetermined. In the standard R/3 System, the sold-to party who is releasing against the contract and the ship-to party you select are copied into the target document. You can, however, define your own copying routine in Customizing. For example, you can define that only the sold-to party is copied into the release order and the other partners are determined on the basis of the master record for the sold-to party.

There are two functions to help you search for suitable contracts and partners which you can call from dialog box which is displayed when you choose "Ref.to contract":

The function is not available if the rule B (check against customer hierarchy) is defined for the partner authorization check in the contract.

When you create a contract, you can specify in addition to the sold-to party, the other partners who are authorized to release against the contract using the partner function AA.

You can also define additional ship-to parties using the partner function AW.

If you have defined AA and AW partners in the customer master record, these partners are proposed in the contract. You can select the partners which are relevant for the contract.

Change system parameters in customizing

The partner authorization function is controlled by the Partner auth.check field in the contract type. Here you can specify whether the check is to be performed against the partners in the contract or the partners in the customer hierarchy. If you do not want the check to be performed, leave the field blank.

The new partner determination procedure KAB (partners in contract) is delivered with the standard R/3 System. It includes the new partner functions AA (sold-to party for release order) and AW (ship-to party for release order). If you want to use the partner authorization function, you must assign this partner determination procedure to the relevant contract types in Customizing. The partner functions AA and AW are not configurable in Customizing.

In order that the system allows you to create a release order with reference to a contract for a different sold-to party than the sold-to party in the contract, you must assign to the document types which are relevant for partner authorization a copying routine which allows different sold-to parties in the contract and the release order. You make this assignment in Customizing. In the standard R/3 System, you can use the copying routine 002 (Header - Diff.customer).