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SAP Supplier Confirmation Process

SAP Supplier Confirmation Process

A comprehensive guide to manage and track supplier confirmations in SAP S/4HANA

Overview

The Supplier Confirmation Process in SAP provides a structured approach to track and manage communications with suppliers after a purchase order has been issued. This process helps organizations maintain better control over their supply chain, improve planning accuracy, and ensure better coordination with suppliers.

Supplier Confirmations act as a bridge between Purchase Order issuance and Goods Receipt, providing valuable information for tracking, planning, and coordination purposes.

Key Benefits

Improved Planning

📈

More accurate material availability dates for MRP and better planning based on supplier-confirmed delivery dates.

Enhanced Visibility

🔍

Better tracking and monitoring of incoming deliveries with detailed supplier confirmations.

Early Issue Detection

⏱️

Identify delivery delays or quantity changes earlier in the process for proactive resolution.

Supplier Confirmation Process Flow

📋
PO Acknowledgement
Initial supplier confirmation
📅
Delivery Date Confirmation
Updated delivery schedule
🚢
Shipping Notification
Advance shipment notice
📥
Inbound Delivery
Warehouse preparation
📦
Goods Receipt
Final material receipt

Purchase Order Acknowledgement

The supplier acknowledges receipt of the purchase order and confirms basic details like quantities and delivery dates. This is the first confirmation in the process, typically happening shortly after the PO is sent to the supplier.

Key Fields: PO Number, Acknowledgement Reference Number, Confirmed Delivery Date, Confirmed Quantities

SAP Transaction: ME22N (Change Purchase Order) - Confirmation tab

Delivery Date Confirmation

Suppliers provide more accurate delivery dates and quantities, which might differ from the original PO. This information can be used to update planning systems like MRP.

Key Fields: Updated Delivery Date, Confirmed Quantity

SAP Configuration: Confirmation Control Key determines whether this confirmation is MRP-relevant

Shipping Notification (ASN)

The supplier notifies when materials are ready for shipment or already in transit. This provides precise information on when materials will arrive and allows warehouses to prepare for receipt.

Key Fields: Shipment Date, Shipping Documents, Expected Arrival Date

SAP Integration: Can create Inbound Delivery documents automatically

Inbound Delivery

Created based on shipping notifications, inbound deliveries allow warehouse planning, staging areas preparation, and load management. These can be generated automatically from ASNs or created manually.

Key Fields: Delivery Number, Transportation Details, Packaging Information

SAP Transaction: VL31N (Create Inbound Delivery)

Goods Receipt

The final step where materials are physically received. Depending on configuration, Goods Receipt can be processed against the Inbound Delivery (with confirmation control) or directly against the Purchase Order.

Options:

  • Standard GR: Full receipt with stock and accounting impact
  • Rough Cut GR: Preliminary receipt (e.g., at gate) without stock impact but with planning impact

SAP Transaction: MIGO (Goods Movement) for standard GR, VL41 for Rough Cut GR

Types of Supplier Confirmations

Text-Only Acknowledgement

The simplest form of supplier confirmation, where only a reference number or text is stored against the purchase order.

Key Features

  • Stored directly in PO under the Confirmation tab
  • Simple checkbox and text field for acknowledgement
  • No impact on planning or MRP
  • Used primarily for documentation purposes
  • Can be used to trigger reminder outputs to suppliers

Structured Confirmation

A more detailed confirmation with confirmation control keys that can impact planning and MRP.

Key Features

  • Confirms delivery dates and quantities
  • Can be configured to be MRP-relevant
  • Updates material availability dates in MRP
  • Controlled via Confirmation Control Keys
  • Can have multiple confirmation categories in sequence
  • Supports automatic tolerance checks for dates and quantities

Advance Shipping Notice (ASN)

A notification that goods are ready to be shipped or are in transit, usually resulting in an Inbound Delivery creation.

Key Features

  • Creates Inbound Delivery documents (VL31N)
  • Captures transportation details
  • Can include packaging information
  • Supports load planning for warehouse operations
  • Can be integrated with WM/EWM for put-away planning
  • Supports international trade document references
  • Can be automated via EDI/IDocs

Rough Cut Goods Receipt

A preliminary goods receipt step that doesn't update stock or accounting but allows tracking of material movement.

Key Features

  • Used for multi-step receipt processes
  • Typically used at facility gates or ports before final unloading
  • Creates a special type of Inbound Delivery
  • No stock or accounting impact
  • Can be MRP-relevant for planning purposes
  • Transaction VL41 for creation
  • Final GR still required after Rough Cut GR
Configuration Settings

Confirmation Control Configuration

The supplier confirmation process is controlled through confirmation control keys, which define:

  • What confirmations are required
  • In what sequence they should occur
  • Whether they impact MRP
  • Whether they are required for Goods Receipt

Transaction Path:

SPRO → Materials Management → Purchasing → Confirmations

Configuration Step Purpose Key Settings
Define External Confirmation Categories Define categories for EDI/IDoc confirmations Category ID, Description
Define Internal Confirmation Categories Define categories for internal processing Category ID, Description, Delivery Type
Setup Confirmation Control Define confirmation process sequences Confirmation Key, Categories, MRP Relevance, GR Relevance, Tolerances

Confirmation Control Keys

Common pre-defined confirmation control keys include:

  • Confirmations: Order acknowledgement followed by inbound delivery
  • RuGR: Rough cut GR process
  • Inbound Delivery: Only inbound delivery without acknowledgement
  • RuGR + Inbound Delivery: Combine both processes
When a confirmation control key is assigned to a PO, goods receipt must follow the defined confirmation process. For example, with "Confirmation" control key, you cannot post GR directly against the PO - you must first create an inbound delivery.
Integration Options

EDI/IDoc Integration

Supplier confirmations can be automated through EDI/IDoc integration:

  • Purchase Order Acknowledgement: IDoc ORDERS05 (inbound)
  • Advance Shipping Notification: IDoc DESADV (inbound)
  • Inbound Delivery Creation: Automated from ASN

SAP Module Integration

Module Integration Points
Materials Management (MM) Purchase Orders, Goods Receipt
Logistics Execution (LE) Inbound Deliveries, Shipment Planning
Warehouse Management (WM/EWM) Transfer Orders, Put-away Planning
Transportation Management (TM) Inbound Shipment Planning
MRP Material Availability Date Updates
Common Transactions
Transaction Code Description Used For
ME22N Change Purchase Order Update order acknowledgement information
VL31N Create Inbound Delivery Create inbound delivery against purchase order
VL32N Change Inbound Delivery Update inbound delivery details
VL33N Display Inbound Delivery View inbound delivery information
MIGO Goods Movement Post goods receipt against inbound delivery or PO
VL41 Create Rough Cut GR Create preliminary goods receipt
VL43 Display Rough Cut GR View rough cut goods receipt
MD04 Stock/Requirements List View MRP elements including confirmations

SAP Supplier Confirmation Process Documentation

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