SAP Knowledge Base Article - Public

1408650 - How to fill the Gaps in Number Range of Purchase Orders or shopping carts or Purchase requests

Symptom

You observed that some purchase order numbers or shopping cart for the selected number range are missing. For audit purposes, you wish there would be no gaps in the numbering of the purchase orders or shopping carts

Environment

SAP Business ByDesign

Reproducing the Issue

1. Go to the work center Purchase Requests and Orders

2. Go to the view Purchase Orders/ purchase requests

3. Select Show: All Documents

4. Sort by Purchase Order ID/ Purchase request ID

You can notice some gaps from one purchase order / purchase request to the next one.

 or

  1. Go to Home work center
  2. Go to Self service view
  3. Click on Track my shopping carts 
  4. Choose Shopping cart open, shopping carts-open for confirmation and shopping carts-completed, each one at a time and then
  5. Search for respective shopping cart

 You will get no results.

 or

Open Shopping carts report where you notice some gaps from one Shopping cart ID to the next one.

Cause

If the purchase order is missing from the system, it means that purchase order must have been deleted when it was in status 'In Preparation' because deletion is possible only in "In Preparation" status. When the next new Purchase Order is created, the number ID will increment by one from the last number id which was deleted.

Resolution

There is no gap control for purchase orders & hence for purchase orders we do not guarantee sequential numbering or no gap numbering.

However, the number generation for Purchase order permits the usage of buffers to avoid wastage of numbers.Hence, if any purchase order is deleted, then this order ID can be used up in future for any new purchase order .But there will be no duplicate numbering.

This KBA is applicable for shopping cart  and purchase request as well.

See Also

https://blogs.sap.com/2019/11/14/buffering-options-for-supplier-invoice-number-range-objects-in-bydesign/

Keywords

Purchase Order Numbering, Number Range, Gaps in number range, deleted Purchase order,shopping cart Numbering,deleted shopping cart,missing Purchase order , skip of Purchase order ID,missing shopping cart , skip of shopping cart ID,sequence of purchase order ID is missing,sequence of shopping cart ID is missing , KBA , purchase order number range , missing purchase order , po , gap , missing , AP-POP-PO , Purchase Order , AP-REQ-IR , Internal Request , AP-PRP , Purchase Request Processing , How To

Product

SAP Business ByDesign all versions