What is MRP – Exception Change Order Request processes
In SAP S/4HANA, a Material Requirements Planning (MRP) Exception Change Order Request is a mechanism used to handle deviations or exceptions in the MRP process. When there are discrepancies between planned production or procurement quantities and actual requirements, an MRP exception arises. These exceptions can occur due to various reasons such as changes in demand, supply constraints, or unforeseen circumstances.
To manage these exceptions effectively, SAP S/4HANA provides functionality to create change order requests.
Create MRP Change Requests Fiori App:
- create change requests for existing purchase order schedule lines based on the list of rescheduling proposals from MRP rescheduling checks.
- View the change requests for purchase order schedule lines that were sent to suppliers, with change request details in a table
- You can request a change of delivery dates and quantities or a cancellation of purchase order schedule lines that are no longer required.
- Send the reason code --> Reason codes are determined automatically based on the information that is available from rescheduling checks or based on the criteria that have been determined by using the Business Add-In Retrieve Reason for MRP Change Request. However, you can adapt the reason code for each change request as required.
- Priority of the change request -->Add a priority to change requests or change the priority that has been assigned automatically
- View the costs of change for change requests, if provided by suppliers --> The costs of change are displayed only for your information. They are not processed by the system automatically.
- Send notes with change requests
- This app is available for the following role: SAP_BR_MATL_PLNR_EXT_PROC
Manage Change Requests Fiori App:
- The new Manage Change Requests app enables you to follow up on changes you have requested from your vendor as well as place requests for changes you have collected. You create change requests when using the apps for managing material shortages or uncovered requirements.
- You can request that the vendor change the quantity or delivery date in a purchase order or stock transport order so that material availability can be ensured, and customer requirements can be fulfilled.
- At the end of the process, you either apply the changes, which automatically updates the order, or you discard the request.
Schedule Sending of MRP Change Requests Fiori App:
With the Schedule Sending of MRP Change Requests app, you can schedule MRP change requests and status updates to be sent to your suppliers periodically, by using the APIs provided.
Schedule MRP Rescheduling Checks Fiori App:
With the Schedule MRP Rescheduling Checks app, you can schedule MRP rescheduling checks to run periodically.
MRP Exceptions Collaboration with Supplier on SAP Business Network
- This feature improves the communication with suppliers and the processing of MRP change requests in an integrated manner with SAP S4HANA.
- This enables material planners in SAP S/4HANA to directly inform their suppliers about exceptions that occurred in an MRP run, such as planned changes in quantity or date of purchase orders.
Processes Flow of MRP Exceptions Collaboration with Supplier on SAP Business Network
- The MRP system in SAP S4HANA identifies exceptions such as material shortages, changes in demand, or production delays and create MRP Exception Change order request.
These exceptions trigger notifications and shared on SAP Business Network, alerting both the buyer and the supplier of the issue. The notification should contain details about the exception, such as the affected materials, quantities, delivery dates, and any other pertinent information.
- The supplier reviews their inventory levels, production schedules, lead times, and other relevant data and proposes a resolution plan to address the MRP exception. The Supplier can accept MRP Change request proposal, reject or propose alternative proposal.
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- The buyer reviews the supplier's resolution proposal and assesses its feasibility and effectiveness. Depending on the complexity of the exception and the impact on operations, the resolution plan may require approval from relevant stakeholders within the buyer's organization.
- Once approved, the resolution plan is implemented by the supplier, which may involve making changes to production processes, adjusting delivery schedules, or fulfilling expedited orders.
- Regular communication and collaboration ensure that any further issues or deviations are promptly addressed, minimizing disruptions to the supply chain.
Automated Processing of Responses to MRP – Exception Change Requests
Customizing options in SAP S4HANA enables you to automate the processing of responses to MRP Change Requests:
- Customized logic for automated processing of answered change request.
- Automated applying to the purchase order when change request accepted.
- Automated discarding when change request rejected.
- Automated applying / discarding for new proposal within / outside the tolerance intervals.
For change request that have been cancelled, the relevant purchase order schedule lines are automatically deleted from the purchase order.
You can also use the Business Add-In (BADI) Retrieve Settings for Processing of Responses to MRP Change Requests to define the criteria for automatic processing of responses to MRP change requests.
Integration flow - MRP Exceptions – Order Change Request using SAP Ariba CIG - Cloud Integration Gateway
Prerequisites and Restrictions
- The SAP ERP should be SAP S4HANA 2021 or above.
- This feature is not supported for change requests to scheduling agreements or scheduling agreement releases.
- In the J44 integration scenario with SAP S/4HANA, delivery date and service performance dates within a purchase order item are sent in the buyer’s system time zone (time zone from the delivery address is not considered). This could potentially cause the date to offset by a day in SAP Business Network depending on the time zone of the supplier.
- In the J44 integration scenario with SAP S/4HANA, the purchase order creation date is considered and mapped to the purchase order document date. Therefore, it is expected that buyers do not change the purchase order document date that is defaulted to the creation date. This is to ensure that SAP Business Network can match the purchase order with the corresponding MRP change request exception.
- Suppliers can make only one response or proposal per change request.
- Buyers can make only one response or proposal to a supplier's response per change request.
- If PO already have Order Confirmation, then that PO is not considered for MRP Change Request generation in S4HANA.
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