SAP PO Example: Sample Purchase Order Format and Document Types (NB, FO, UB)
This page gives you a realistic SAP purchase order example: the header, the item overview as you see it in ME21N, the item detail tabs, and the standard document types NB, FO and UB. Edit the fields to produce a clean sample for training, a specification or a test case.
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SAP Purchase Order Example, Format and Document Types
Purchase Order 4500012345
Buyer: Acme Precision Ltd Document type: NB Standard PO Document date: 2026-10-20 Vendor: 100234 Northern Steel Supply GmbH Purchasing organisation / group: 1000 / 001 Payment terms and Incoterms: ZB30 net 30 days, FCA Hamburg
Item overview (as in ME21N item overview)
| Item | Material / short text | Quantity | Net price | Plant / SLoc | Delivery date |
|---|---|---|---|---|---|
| 00010 | RM-AL6061-25 Aluminium bar 6061 T6 25mm | 500 KG | 4.85 EUR per 1 KG | 1100 / 0001 | 2026-11-12 |
Typical item detail tabs
| Tab | What it holds |
|---|---|
| Material data | Material group, vendor material number, info record |
| Quantities / weights | Order unit, conversion, scheduled quantity |
| Delivery schedule | Delivery date, quantity, statistical date |
| Delivery | Over and under delivery tolerances, GR indicator, unlimited delivery |
| Invoice | Tax code, invoice receipt and GR-based invoice verification flags |
| Conditions | Net price, discounts, freight, from the pricing procedure |
| Account assignment | Cost center, order or asset for non-stock items |
| Confirmations | Vendor order acknowledgement, inbound delivery control |
Common PO document types in standard SAP
| Type | Name | Typical use |
|---|---|---|
| NB | Standard purchase order | Regular external purchasing |
| FO | Framework order | Open order with validity period and limit, called off by releases |
| UB | Stock transport order | Transfer of stock between plants of the same company code |
| MK | Quantity contract (outline agreement) | Agreed total quantity over a period, referenced by POs |
| WK | Value contract (outline agreement) | Agreed total value over a period |
| LP | Scheduling agreement | Repeat deliveries with delivery schedule lines |
Approvals
This is a sample layout, not your printed form. The actual PO printout is controlled by output type NEU (or your copy), the form (SAPscript, Smartform or Adobe) and output determination. Document types and number ranges are configurable, so confirm yours in customizing for purchasing document types. Types shown are SAP standard delivered values.
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How to use the example
Choose the document type, enter vendor, plant, material and price, then export to PDF or Word. Use the result as a test data sheet for user acceptance, as a training handout, or as the sample behind a PO form requirement. The item detail table lists the tabs where each field sits, which helps when you explain to a vendor or an auditor where a value comes from.
- Header: vendor, purchasing org, group, payment terms, Incoterms
- Item: material, quantity, price, plant, delivery date
- Conditions: price and surcharges from the pricing procedure
SAP PO format and structure
A purchasing document has a header with data valid for all items, and one or more items, each with its own schedule lines and conditions. The document type controls number range, field selection and which item categories are allowed. Printing is separate from the document: the output type and form decide the layout the vendor receives. That is why two companies can have very different PO printouts from the same underlying data.
Document types compared
NB is the default for external purchases. FO is used when you place an open order against a limit and call it off later. UB creates a stock transport order and drives a movement between plants, so it needs supplying plant and a delivery route. Outline agreements (MK, WK, LP) are not POs themselves but are referenced by them, and scheduling agreements use their own schedule line release flow.
Common mistakes
Teams often use NB for stock transfers and then fight with tax and billing, when UB would give the right flow. Another mistake is setting tolerances only in the vendor master and forgetting that item-level values override them. Finally, a PO that looks right on screen can print wrong because output conditions were not maintained for that purchasing organisation.
Frequently Asked Questions
What is the standard SAP PO document type?
NB is the standard purchase order document type in SAP delivered customizing. FO is the framework order and UB is the stock transport order. Your system may add custom types with Z names.
Which transaction creates a purchase order?
ME21N is the standard transaction for creating a purchase order in both ECC and S/4HANA. ME22N changes and ME23N displays. In S/4HANA you can also use the Fiori app for managing purchase orders.
Where is the PO print layout configured?
Output determination for purchasing is set up with output types (NEU for the PO is the SAP standard) and a form. Maintain conditions in NACE for application EF, or the output management configuration in S/4HANA.
Is a contract the same as a PO?
No. A contract (MK or WK) is a long term agreement with a validity period and a target quantity or value. POs then reference it so that price and terms are taken automatically. Contract release orders consume the contract target.
Netray can add a private AI assistant on your own servers that lets buyers ask for open POs, delivery dates and price history from SAP in plain language, read-only and with the query shown.
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