SAP Knowledge Base Article - Public

2889470 - Blocked/Obsolete Supplier is used in Purchasing Documents

Symptom

You have blocked/Obsolete the supplier account  but you have noticed that this supplier has been used after it was blocked.

Environment

SAP Business ByDesign

Reproducing the Issue

You have blocked/Obsolete the supplier account  by following below steps

Go to Supplier Base work center

Go to Suppliers view

Search and Select respective supplier

Click on edit button

Click on Change status button

Choose blocked or Obsolete

You have noticed this supplier account has been used in some supplier invoices after the supplier account was blocked.

Cause

There can be two reasons:

-1 When creating a manual supplier invoice, if a user forces the entry of a supplier ID that has been blocked (enter the supplier ID in the field + click enter), the system will give you a warning message such as:

"Ship-from location with ID ABC blocked"

"Party Payee with ID ABC"

This warning message will inform the user that the supplier ABC is blocked, but will not stop the creation of the supplier invoice with the supplier ABC.

-2 You might have a recurring invoice run that is still active:

  • Work center Supplier Invoicing.
  • Click the view Recurring Invoices.
  • Use the filter "Active Recurring Invoices".
  • Search supplier ABC.
  • Go to Invoice History Tab.
  • From here you might see that the system has kept on creating Supplier Invoices for the supplier ABC after the date on which this supplier was blocked. 
  • To stop the system to create new recurring supplier invoices with this blocked supplier, it is advised to click "Block" from this Recurring Invoice run.

Resolution

When a supplier is blocked/Obsolete, we just throw warning message instead of error message because the blocked supplier is already been used in Purchase Orders and these Purchase Orders are in follow-up document created or in sent status etc. So if we raise an error message then update on these Purchase Orders will not be allowed due to this error message.Hence we do raise only warning messages.The main idea was that at least the open processes could be finalized without interrupting the process (e.g. invoice for Purchase Order and goods and service receipt for Purchase Order ).

The understanding was the supplier invoicing, in general, is an open process in all cases and therefore we decided to go for a warning message only.We would not change this standard behavior cause  there may be customers that are  ok with the current logic

If you still want to change the behavior you can achieve this via PDI add-on, please contact your partner.

Keywords

Blocked Supplier Account, Recurring Invoice Run, Supplier Invoices,Obsolete supplier,Blocked supplier , KBA , AP-SIP-SIV , Supplier Invoice , How To

Product

SAP Business ByDesign all versions