MM Purchasing User Manual
Short Description
MM Purchasing User Manual...
Description
MM COURSE: PURCHASING
BSNL
USER MANUAL: Purchasing Version:1.0
01/09/2010
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MM COURSE: PURCHASING
Table of Contents FLOWCHART ................................................................................................................................................................... 4 1. Purchase requisition ................................................................................................................................................. 5
1.
MM-ME51N-Create Purchase Requisition for Account Assignment .................................................................... 5
2.
MM-ME51N-Create Purchase Requisition for Asset .......................................................................................... 12
3.
MM-ME51N-Create Purchase Requisition for Non Valuated materials ............................................................. 18
4.
MM-ME51N-Create Purchase Requisition for Stock materials .......................................................................... 23
5.
MM-ME52N-Change Purchase Requisition ........................................................................................................ 30
6.
MM-ME53N-Display Purchase Requisition ........................................................................................................ 37
7.
MM-ME56-To assign source of supply to requisitions ....................................................................................... 41
8.
MM-ZMMF_PR- PR Output ................................................................................................................................ 44
2.
Request for Quotation............................................................................................................................................. 47
1.
MM-ME41-Create Quotation ............................................................................................................................. 47
2.
MM-ME47-Maintain Quotation ......................................................................................................................... 68
3.
MM-ME48-Display Quotation ............................................................................................................................ 77
4.
MM-ME49-RFQ Comparison .............................................................................................................................. 82
5.
MM-ZMMF_PC-Print Price Comparison Report ................................................................................................. 86
6.
MM-ME9A-Message Output RFQ ....................................................................................................................... 89
3.
Contract/APO .......................................................................................................................................................... 93
1.
MM-ME31K-Create Contract with reference to PR............................................................................................ 93
2.
MM-ME31K-Create Contract with reference to RFQ ....................................................................................... 106
3.
MM-ME32K-Change Contract .......................................................................................................................... 118
4.
MM-ME33K-Display Contract ........................................................................................................................... 125
5.
MM-ME9K-Message Output Contracts ............................................................................................................ 133
6.
MM-ZMMF_APO-Message output APO ........................................................................................................... 137
4.
Purchase Order/Release Order ............................................................................................................................ 141
1.
MM-ME21N-Create Purchase Order-Account Assignment.............................................................................. 141
2.
MM-ME21N-Create Purchase Order-Assets .................................................................................................... 160
3.
MM-ME21N-Create Purchase Order-Non-Valuated Material.......................................................................... 181
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MM COURSE: PURCHASING 4.
MM-ME21N-Create Purchase Order-Project Stock.......................................................................................... 199
5.
MM-ME21N-Create Purchase Order-Stock Materials ...................................................................................... 218
6.
MM-ME21N-Create Purchase Order-Subcontracting & Repair ....................................................................... 236
7.
MM-ME21N-ZSTE-Stock Transfer PO External ................................................................................................. 243
8.
MM-ME21N-ZSTI-Stock Transfer PO Internal................................................................................................... 247
9.
MM-ME22N-Change Purchase Order............................................................................................................... 251
10.
MM-ME23N-Display Purchase Order ........................................................................................................... 256
11.
MM-ZMMP_POTOL-PO Tolerance ............................................................................................................... 259
12.
MM-ME9F-Message Output Purchase Orders ............................................................................................. 262
13.
MM-ZMMP_SPO-Ultimate Consignee Details .............................................................................................. 266
14.
MM-ZMMF_SPO-Ultimate Consignee Details Print ..................................................................................... 271
15.
MM-ZMMP_POAMEND-Purchase Order Amendment ................................................................................ 275
16.
MM-ZMMF_POAMEND-Print Purchase Order Amendment ........................................................................ 279
5.
Approvals .............................................................................................................................................................. 283
1.
MM-SBWP-PR_APO_PO_RFQ approval process .............................................................................................. 284
IMORTANT TRANSACTION CODES .......................................................................................................................... 295
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MM COURSE: PURCHASING
FLOWCHART
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MM COURSE: PURCHASING
1. Purchase requisition
1.
MM-ME51N-Create Purchase Requisition for Account Assignment
Overview
Direct requirements from various departments for O&M materials to be directly charged to cost centre.
Business Process Description Overview A requisition defines the need for a material or service. It is the primary document in the purchasing cycle. Purchase Requisition for materials whose cost will be directly charged to cost centre. The document will be used to provide material requirements of non valuated materials from all departments to the purchasing department. The purpose of requisitioning should be expense in nature and the material requisitioned will not be part of inventory at the plant. The requisition authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal document and is not used outside of the company. Note: A Requisition of this nature will be created for codified materials. Incase material code is not available; the field may be kept blank. But in that case a proper material text has to be filled along with the material group so as to help classify the item. -Such a requisition will lead to direct consumption at time of purchase, thus purchase will not affect moving average price of the material as cost will be booked to the cost centre entered in requisition.
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MM COURSE: PURCHASING
Input - Required Fields
Field Value / Comments
Document Type
Type of requisition
Material Code
Account Assignment
Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number K for Cost Centre
Plant
Plant code requiring material - Click on the drop down button to select
Quantity
Quantity to be requisitioned ( unit of measurement) will be defaulted
Valuation Price Requisitioner
Estimate Price per unit – Will be defaulted if previous purchase exists ,can be still changed by user Initials of Requisitioner
Req Tracking Number
A reference number for tracking this requisition
Cost Centre
Cost Centre to which cost of purchase will be booked
Output - Results Requisition will be created
Comments The requisition is assigned a PR number which is now subject to release in 2 steps – Initiator and Competent Authority.
Tips and Tricks
Set up the user defaults for each user to force the system to plug in default data, i.e. Plant, Requisitioner and Requisition Tracking Number.
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MM COURSE: PURCHASING Procedure Steps
Access transaction by:
Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase Requisition>Create ME51N
Transaction
On screen “Create Purchase Requisition”: enter header level information specified in the table below: Page | 7
MM COURSE: PURCHASING
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MM COURSE: PURCHASING
Fields Document Type
Description Defines type of requisition
R/O/C R
User Action and Values Please refer the attached annexure
Comments
Header Note Required For
Header Text
O
Any comments that are not are generic to all items
Will not appear in print out
Required For Item Text
O
To be entered as text against the first Item only
Probable Vendor List
Probable Vendor List Item Text
O
Delivery Text
Delivery Text
O
List of probable vendors with complete relevant information to be entered as text against the first item only Delivery related texts can be maintained as text against the first item only
Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out
R = Required, O = Optional, C = Conditional
On the same screen, in “Create Purchase Requisition: Item Overview”: enter information specified in the table below:
Acct assignment Category
Cost Centre
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MM COURSE: PURCHASING
Fields
Description Material Code
R/O/C R
User Action and Values Material code
Account Assignment “A”
Account to book cost
R
K for Cost Centre
Short Text
Description of material
C
Material Group
Classification of materials on basis of nature
C
Will be defaulted if material code is selected otherwise has to be entered manually Please refer the attached annexure
Plant
Plant requiring material basis ofR
Valuation Price
Estimated Price per unit
C
Cost Centre
Cost Centre
R
Storage location
Key for determining storage location for a specific plant
O
Delivery date
Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued The organization for which the procurement needs to be done
C
This is defaulted as the date 90 days from present date. It can be changed if required.
C
Please refer the attached annexure
Material
Purchasing Organizatio n
Enter plant where material is to be shipped User to enter in the condition when the purchase history record is different from his estimate.
Comments Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number
In case it is a first time purchase, then this field is required to be filled.
Cost Centre to which cost will be booked Can be entered from drop down list
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MM COURSE: PURCHASING Purchasing Group
Nature of group preparing requisition
C
Requisitioner
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement
R R
A reference number for tracking this requisition
Item text
O
Technical specifications of the item not covered by the existing material descriptions
Req. tracking number
Item Text
Please refer the attached annexure Initials of requisitioner
It‟s a text page so there is no system check on its contents. This will be printed in the PR.
Repeat above for each item in Purchase Requisition.
Click on the check button
to check the document
System displays a message at the Bottom of the screen.
Click on the save folder to produce a numbered requisition, or hit Control + S.
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MM COURSE: PURCHASING 2.
MM-ME51N-Create Purchase Requisition for Asset
Overview
Direct requirements from various departments for materials to be directly capitalized to an Internal order.
Business Process Description Overview A requisition defines the need for a material or service. It is the primary document in the purchasing cycle. Purchase Requisition for direct capitalization is for those materials whose cost will be directly capitalized to an Internal order. The document will be used to provide requirements of capital nature items from all departments to the purchasing department. The purpose of requisitioning should be capital in nature and the material requisitioned may/may not be part of inventory at the plant. The requisition authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal document and is not used outside of the company. Note : -A Requisition of this nature can be created with or without material codes. Incase material code is not available; the field may be kept blank. But in that case a proper material text has to be filled along with the material group so as to help classify the item. -Such a requisition will lead to direct cost booking to the Internal order related to the scheme , thus purchase will not affect moving average price of the material as cost will be booked to the order entered in requisition.
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MM COURSE: PURCHASING
Input - Required Fields
Field Value / Comments
Document Type
Type of requisition
Material Code
Account Assignment “A”
Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number A for Assest
Plant
Plant code requiring material - Click on the drop down button to select
Quantity
Quantity to be requisitioned ( unit of measurement) will be defaulted Estimate Price per unit – Will be defaulted if previous purchase exists ,can be still changed by user Initials of Requisitioner
Valuation Price Requisitioner Req Tracking Number
Internal Order
Output - Results Requisition will be created
A reference number for tracking this requisition , eg – Mech/04/08 where Mech represents Mechanical department, 04 for year 2004 and 08 could be a running serial no. Order in Projects to which cost of purchase will be booked
Comments The requisition is assigned a PR number which is now subject to release in 2 steps – Initiator and Approver. Only after approval the requisition is available for processing at MM Cell.
Tips and Tricks
Set up the user defaults for each user to force the system to plug in default data, i.e. Plant, Requisitioner and Req Tracking Number.
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MM COURSE: PURCHASING
Procedure Steps
Access transaction by:
Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase Requisition>Create ME51N
Transaction
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MM COURSE: PURCHASING On screen “Create Purchase Requisition”: enter header level information specified in the table below:
Fields Document Type
Description Defines type of requisition
R/O/C R
User Action and Values Please refer the attached annexure
Header Note Required For
Header Text
O
Any comments that are not are generic to all items
Will not appear in print out
Required For Item Text
R
To be entered as text against the first Item only
Probable Vendor List
Probable Vendor List Item Text
O
Delivery Text
Delivery Text
O
List of probable vendors with complete relevant information to be entered as text against the first item only Delivery related texts can be maintained as text against the first item only
Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out
R = Required, O = Optional, C = Conditional
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Comments
MM COURSE: PURCHASING On the same screen “Create Purchase Requisition: Item Overview”: enter information specified in the table below: Fields
Description Material Code
R/O/C R
User Action and Values Material code
Account Assignment “A”
Account to book cost
R
F Internal Order
Short Text
Description of material
C
Material Group
Classification of materials on basis of nature
C
Will be defaulted if material code is selected otherwise has to be entered manually Please refer the attached annexure
Plant
Plant requiring material basis ofR
Valuation Price
Estimated Price per unit
C
Order
Internal Order
R
Storage location
Key for determining storage location for a specific plant
O
Delivery date
Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued
C
Material
Enter plant where material is to be shipped User to enter in the condition when the purchase history record is different from his estimate.
Order in Projects to which cost of purchase will be booked Can be entered from drop down list This is defaulted as the date 90 days from present date. It can be changed if required.
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Comments Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number
In case it is a first time purchase, then this field is required to be filled.
MM COURSE: PURCHASING Purchasing Organizati on
Organization for which procurement needs to be done
C
Purchasing Group
Nature of group preparing requisition
C
Requisitioner
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement
R R
A reference number for tracking this requisition
Item text
O
Technical specifications of the item not covered by the existing material descriptions
Req. tracking number
Item Text
Please refer the attached annexure
Please refer the attached annexure Initials of requisitioner
It‟s a text page so there is no system check on its contents. This will be printed in the PR.
Repeat above for each item in Purchase Requisition
Click on the save
folder to produce a numbered requisition, or hit Control + S.
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MM COURSE: PURCHASING 3.
MM-ME51N-Create Purchase Requisition for Non Valuated materials
Overview
Direct requirements from various departments for O&M non valuated materials to be kept in Inventory.
Business Process Description Overview A requisition defines the need for a material or service. It is the primary document in the purchasing cycle. Purchase Requisition for non valuated materials will be used to provide requirements of non valuated materials from all departments to the purchasing department. The purpose of requisitioning should be expense in nature and the material requisitioned should be part of inventory at the plant. The requisition authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal document and is not used outside of the company. Note : -A Requisition of this nature will be created for codified materials. Incase material code is not available; the field may be kept blank. But in that case a proper material text has to be filled along with the material group so as to help classify the item. -Such a requisition will lead to direct consumption at time of purchase thus subsequent tracking of inventory will only be for the sake of quantity and not value as such items have nil stock value.
Input - Required Fields
Field Value / Comments
Document Type
Type of requisition
Material Code
Account Assignment “A”
Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number K for Cost Centre
Plant
Plant code requiring material - Click on the drop down button to select
Quantity
Quantity to be requisitioned ( unit of measurement) will be defaulted Estimate Price per unit – Will be defaulted if previous purchase exists ,can be still changed by user Initials of Requisitioner
Valuation Price Requisitioner
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MM COURSE: PURCHASING Req Tracking Number
A reference number for tracking this requisition
Cost Centre
Cost Centre to which cost of purchase will be booked
Output - Results Requisition will be created
Comments The requisition is assigned a PR number which is now subject to release in 2 steps – Initiator and Final Approver. Only after approval the requisition is available for processing at MM Cell.
Procedure Steps
Access transaction by: Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase Requisition>Create ME51N
Transaction
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MM COURSE: PURCHASING On screen “Create Purchase Requisition”: enter header level information specified in the table below:
Fields Document Type
Description Defines type of requisition
R/O/C R
User Action and Values Please refer the attached annexure
Header Note Required For
Header Text
O
Any comments that are not are generic to all items
Will not appear in print out
Required For Item Text
R
To be entered as text against the first Item only
Probable Vendor List
Probable Vendor List Item Text
O
List of probable vendors with complete relevant information to be entered as text against the first item only
Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out
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Comments
MM COURSE: PURCHASING Delivery Text
Delivery Text
O
Delivery related texts can be maintained as text against the first item only
Only if this text is maintained against item 1 will it appear in print out
R = Required, O = Optional, C = Conditional
On the same screen, in “Create Purchase Requisition: Item Overview”: enter information specified in the table below:
Fields
Description Material Code
R/O/C R
User Action and Values Material code
Account Assignment “A”
Account to book cost
R
K for Cost Centre
Short Text
Description of material
C
Material Group
Classification of materials on basis of nature
C
Will be defaulted if material code is selected otherwise has to be entered manually Please refer the attached annexure
Plant
Plant requiring material basis ofR
Valuation Price
Estimated Price per unit
C
Cost Centre
Cost Centre
R
Material
Enter plant where material is to be shipped User to enter in the condition when the purchase history record is different from his estimate.
Cost Centre to which cost will be booked
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Comments Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number
In case it is a first time purchase, then this field is required to be filled.
MM COURSE: PURCHASING Storage location
Key for determining storage location for a specific plant
O
Can be entered from drop down list
Delivery date
Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued Organization for which procurement is needs to be done
C
It can be changed if required.
C
Please refer the attached annexure
Nature of group preparing requisition
C
Please refer the attached annexure
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement
R
Initials of requisitioner
R
A reference number for tracking this requisition
Item text
O
Technical specifications of the item not covered by the existing material descriptions
Purchasing Organizati on Purchasing Group Requisitioner Req. tracking number
Item Text
It‟s a text page so there is no system check on its contents. This will be printed in the PR.
Repeat above for each item in Purchase Requisition
Click on the save folder
to produce a numbered requisition, or hit Control + S.
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MM COURSE: PURCHASING 4.
MM-ME51N-Create Purchase Requisition for Stock materials
Overview
Direct requirements from various departments for stock materials to be kept in Inventory.
Business Process Description Overview A requisition defines the need for a material or service. It is the primary document in the purchasing cycle. Purchase Requisition for stock materials will be used to provide material requirements from all departments to the purchasing department. The purpose of requisitioning should be stocking in nature and the material requisitioned should be part of valuated inventory at the plant. The requisition authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal document and is not used outside of the company. Note : -A Requisition of this nature will be created for codified materials only. -Such a requisition is not meant for direct consumption at time of purchase, it is for initiating purchase for purpose of inventorying. Any consumption will be subsequent by means of a reservation. - Since objective is to stock this material, no account at the time of requisition is to be assigned.
Input - Required Fields
Field Value / Comments
Document Type
Type of requisition
Material Code
Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number Plant code requiring material - Click on the drop down button to select
Plant
Requisitioner
Quantity to be requisitioned ( unit of measurement) will be defaulted Estimate Price per unit – Will be defaulted if previous purchase exists ,can be still changed by user Initials of Requisitioner
Req Tracking Number
A reference number for tracking this requisition
Quantity Valuation Price
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MM COURSE: PURCHASING
Output - Results Requisition will be created
Comments The requisition is assigned a PR number which is now subject to release in 2 steps – Initiator and Final Approver. Only after approval the requisition is available for processing at MM Cell.
Tips and Tricks
Set up the user defaults for each user to force the system to plug in default data, i.e. Plant, Requisitioner and Req Tracking Number.
Procedure Steps
Access transaction by:
Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase Requisition>Create ME51N
Transaction
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MM COURSE: PURCHASING On screen “Create Purchase Requisition”: enter header level information specified in the table below:
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MM COURSE: PURCHASING
Fields
Description Defines type of requisition
R/O/C R
User Action and Values Please refer the attached annexure
Header Note Required For
Header Text
O
Any comments that are not are generic to all items
Will not appear in print out
Required For Item Text
O
To be entered as text against the first Item only
Probable Vendor List
Probable Vendor List Item Text
O
Delivery Text
Delivery Text
O
List of probable vendors with complete relevant information to be entered as text against the first item only Delivery related texts can be maintained as text against the first item only
Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out Only if this text is maintained against item 1 will it appear in print out
Document Type
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Comments
MM COURSE: PURCHASING
On the same screen, in “Create Purchase Requisition: Item Overview”: enter information specified in the table below:
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MM COURSE: PURCHASING Fields Material
Description Material Code
R/O/C R
Plant
Plant requiring material
R
Valuation Price
Estimated Price per unit
C
Storage location
Key for determining storage location for a specific plant
O
Delivery date
Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued Organization for which procurement needs to be done
C
It can be changed if required.
R
Please refer the attached annexure
Nature of group preparing requisition
C
Please refer the attached annexure
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement
R
Initials of requisitioner
R
A reference number for tracking this requisition
Purchasing Organizati on Purchasing Group Requisitioner Req. tracking number
User Action and Values Material code
Comments Click on the drop down button to select under any one of the options available – Plant material by description or Material group or Material Type or Old material number Enter plant where material is Type the plant to be shipped Code or select drop down menu User to enter in the condition In case if it is when the purchase history adopted from record is different from his material master, estimate. then this field is required to be filled. Can be entered from drop down list
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MM COURSE: PURCHASING Item Text
Item text
O
Technical specifications of the item not covered by the existing material descriptions
It‟s a text page so there is no system check on its contents. This will be printed in the PR.
R = Required, O = Optional, C = Conditional
Repeat above for each item in Purchase Requisition
Use the check button
.
If the system does not generate any error message then Click on the save Control + S. System will generate a number at the bottom of the screen
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button
or hit
MM COURSE: PURCHASING 5.
MM-ME52N-Change Purchase Requisition
Overview A purchase requisition needs to be changed. A change in quantity and/or required date is the primary triggers for this transaction.
Business Process Description Overview Prior to changing or deleting a requisition, the requisitioner needs to know the status of the requisition. If the requisition has been processed into a purchase order, any changes will not be reflected on the purchase order. The requisitioned needs to contact the buyer directly. If someone else has deleted the requisition, a new requisition will have to be created, as it is not possible to change a deleted requisition.
Input - Required Fields Purchase requisition number Item Details
Field Value / Comments Can be found using Display function or List display function Identifies what can be changed or deleted
Output – Results Requisition changed or deleted
Comments If Requisition has status „Not Edited‟ then changes made will reflect in RFQ and Purchase Order.
Tips and Tricks If a requisition has been deleted, you can still use that requisition and create a new one using the canceled requisition as a reference.
To save the document, you can click on the save folder.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by:
Via Menus Via Transaction Code
Logistics>Materials Management>Purchase>Purchase Requisition>Change ME52N
Transaction
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MM COURSE: PURCHASING On screen “Change Purchase Requisition”, the last Requisition saved will be displayed as default. To enter different number select the icon window to select other document.
.System will display another
Then delete the document default one and type other PR number and select other document tab. System will display other Purchase document.
Field Name Requisition Number
Description Requisition Number
R/O/C R
User Action and Values Comments If you don‟t want to work with Requisition can the defaulted requisition, click be found using on the „Other Requisition‟ the Display or button on the header bar (It has List Display been shown with an function. arrow).Enter a unique requisition number that requires to be changed. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button.
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MM COURSE: PURCHASING
On the same screen, to delete requisition or item: Click on the line of the item to be deleted
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MM COURSE: PURCHASING Click on the Delete (trash can) icon.
Select “Yes” on the pop up box to delete the item
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MM COURSE: PURCHASING The item is now flagged for deletion (see the column labeled “D”; there will be a checkmark).
On the same screen, to change quantity, price, date required, text etc., enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Item Number Val. Price Delivery date Quantity Text
Description Item number
R/O/C R
Price change Date Change
O O
User Action and Values Selects the item number that needs to be changed Change price if required Change date if required
Quantity Change Text change
O O
Change quantity if required Change or add text if required
Comments
This holds true for all texts – Required for, Probable Vendor list and Delivery Text (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Finally use check button System displays Click on the Save button
to save the changes.
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MM COURSE: PURCHASING 6.
MM-ME53N-Display Purchase Requisition
Overview User needs to view information regarding purchase requisitions, including item information and status of requisitions. User may not have the authority to change, so they can only look in display mode.
Business Process Description Overview This BPP demonstrates a function that allows you to view/monitor the status of individual purchase requisitions.
Input - Required Fields Purchase requisition number
Field Value / Comments Can be found using Display function or List display function
Output - Results View status of Requisition
Comments
Tips and Tricks
There are two methods for displaying requisitions - Display and List Display. List display is a more comprehensive method of displaying requisitions, and is addressed in BPP “MM-ME5A-List Display-Purchase Requisitions”
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MM COURSE: PURCHASING Procedural Steps
Via Menus Via Transaction Code
Logistics>Materials Management>Purchase>Purchase Requisition>Display ME53N
Access transaction by:
Transaction
Page | 38
MM COURSE: PURCHASING On screen “Display Purchase Requisition”, the last Requisition saved will be shown. To display other requisition select other purchase requisition icon PR number and press enter.
Field Name Requisition Number
Description Requisition Number
R/O/C R
. Type the respective
User Action and Values Comments If you don‟t want to work with Requisition can the defaulted requisition, click be found using on the „Other Requisition‟ the Display or button on the header bar (It has List Display been shown with an function. arrow).Enter a unique requisition number that requires to be displayed. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING Click on the Enter button.
Menu Name Details
Description Item Details
R/O/C
User Action and Values
O
Comments
Displays every detail from the item overview screen such as material, qty, material master data, plant etc. Text Text Overview O Displays any text fields in the Overview Purchaser requisition Release Purchase requisition approval O Displays strategy for purchase strategy approval Status Item history statistics O Displays statistics on status of PR and also the changes made to the requisition Account Account assignments for C Displays the G/L account to Assignment items which the items are charged , if s it is an account assigned PR Services Service items C This is only possible in the case of service items Value C This is only possible in the case of Limits service items (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING 7.
MM-ME56-To assign source of supply to requisitions
Overview To assign source of supply to requisitions
BUSINESS PROCESS PROCEDURE OVERVIEW When you make any contract you need to assign it to a source of supply/vendor to close the transaction or the requisition processing cycle.
Input – Required Fields Purchase requisition number
Field Values/Comments If the number is known, enter it. If not, search for it.
Purchasing group
Enter the purchasing group.
Output - Results Displays the screen showing the requisition number and the contract number.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by:
Via Menus Via Transaction Code
(a) Logistics Material Management Purchasing Purchase requisition Follow on functions Assign-ME56 ME56
On screen “Assign source of supply to requisitions”, enter Press information in the fields as shown in the table below. EXECUTE
Enter the Purchase requisition number.
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MM COURSE: PURCHASING Field Name
Description
Purchase requisition
Numeric key that uniquely identifies the purchase requisition document. Purchasing group for the requisition.
Purchasing group
R/O/ C O
User Action and Values
Comments
If unknown, conduct a matchcode search
O Press
Screen showing the contract number and the requisition number. Click the CHECK BOX tab.
and press “ASSIGN AUTOMATICALLY”
Click the CHECK BOX The following screen shows the output. Click on SAVE button
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.
MM COURSE: PURCHASING
8.
MM-ZMMF_PR- PR Output
Overview
A Purchase requisition needs to be printed.
Business Process Procedure Overview This procedure details how to print a Purchase requisition in R/3.
Input – Required Fields Purchase Requisition Number
Field Value/Comments Enter the number of the purchase requisition document which needs to be printed.
Output - Results A successfully printed Request for Quotation
Comments
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MM COURSE: PURCHASING Procedural Steps
Access transaction by:
ZMMF_PR
Via Transaction Code
On screen “Purchase requisition output”, enter information in the fields as specified in the table below:
Enter the purchase requisition number.
Field Name
Description
Purchase requisition number
Takes the document number.
R/O/C C
User Action and Values
Comment s
Enter the required requisition document number.
Press (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
The output screen shows the document as displayed below.
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MM COURSE: PURCHASING
Click on PRINT PREVIEW tab The print preview screen .
Click on the PRINT tab
.
button.
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MM COURSE: PURCHASING
2. Request for Quotation 1.
MM-ME41-Create Quotation
Overview
Purchasing determines that a quotation is required from vendors.
Business Process Procedure Overview SAP provides the capability of creating and issuing single or multiple items Request for Quotes (RFQ‟s). Vendors must have master records created or be categorized as „one time‟ vendors The Request for quotation may be created w.r.t a Purchase Requisition incase requirement has come from user department else it can be created without any reference also. Both cases have been discussed in this document.
Input - Required Fields RFQ Type Language RFQ Date Quotation Deadline Purchasing Org Purchasing group
Field Value / Comments Default is „ZRFQ‟ for Material Default is „EN‟ for English Default is creation date Must be prior to required delivery date specified Enter Purchasing Organization identifier Enter Purchasing group number
Output - Results Saved RFQ
Comments Each RFQ per vendor will receive a separate document number.
Tips and Tricks
The collective number in the header screen of the RFQ is an important method to link the copies of the RFQ issued to the different vendors. SAP treats each issuance to a different vendor as a separate RFQ document and this collective number can be used to search and provide comparison reporting.
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MM COURSE: PURCHASING Procedural Steps
CASE 1: CREATION OF RFQ W.R.T PURCHASE REQUISITION
Via Menu Via Transaction Code
(a) Logistics > Material Management > Purchasing > RFQ/quotation > Request for Quotation> Create ME41
Access Transaction by:
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MM COURSE: PURCHASING On screen “Create RFQ: Initial Screen”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING
Now select the tab Reference to PReq Tab and fill the all required field as mentioned in the table below.
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MM COURSE: PURCHASING
Field Name RFQ Type
Description Default is „AN‟
R/O/C R
Language RFQ Date
Default is „EN‟ - English Default is creation date
R R
Quotation Deadline
The due date for vendor quotations
R
Enter the due date in the date format assigned in the system
Purchasing Org. Reference to Preq Purchase Requisition Requisn Item
Purchasing Organization responsible for RFQ Field to allow Purchase Requisition reference Purchase Requisition field for entry Requisition Item number
R
Please refer the attached annexure Click on this field
R
User Action and Values Please refer the attached annexure Not to be changed May be changed if required
Comments
The RFQ can be created for future issuance. If the deadline is stated as a date after the required delivery date, the user will be given an error message when the delivery date is entered.
R
Enter Requisition No. against which RFQ is being floated O Enter only if all requisition items are not to be taken to RFQ Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional) Note: The ‘Default Data for Items’ fields will carry these values against all items on the RFQ. Although carried onto the Item screens, these values may be changed within the transaction. Useful if the majority of the items have common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional)
After entering above values press enter to move to next screen - Create RFQ: Header Data.
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MM COURSE: PURCHASING
On screen” Create RFQ: Header Data”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Coll. No.
Validity start Validity end Applic. By Bindg. Per. Target Value BSNL Number
Description
R/O/C
User Action and Values
Collective number
R
Enter a number to track vendors of the same RFQ
Validity start
O
Enter date quotation will start
Validity end
O
Enter date quotation will end.
Application date Binding period
O O
Enter closing date of Bids Enter date period is binding
Displays the target value
O
Enter the target value
BSNL Document number
R
Enter any alphanumeric value
Comments This will be a 10 digit code identifying the BID/ RFQ
It is a 50 digit alphanumeric key
After entering above values press enter to move to next screen - Create RFQ: Selection List: Purchase Requisitions
On screen “Create RFQ: Selection List: Purchase Requisitions”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Sloc
Description Storage Location where material will be delivered and stored if ordered
R/O/C O
User Action and Values Enter or select Storage Location from table
Select Requisition line items for processing and click on the RFQ. System will take you to the next screen – Create RFQ: Item 00001
Comments Strictly optional. Storage Location may be entered later at the time of P.O. creation or Goods Receipt.
button to copy requisition details to
On screen “Create RFQ: Item 00010”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING
Field Name Delivery Date
Description Date of delivery
R/O/C R
User Action and Values Defaulted from Requisition, needs to be changed if it is earlier than Quotation deadline date
Comments
After entering above values press enter to move to next screen - Create RFQ: Item Overview
Now specify the vendors invited to quote by clicking on the Vendor address
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button or F7 key.
MM COURSE: PURCHASING On screen ‘Create RFQ: Vendor Address’, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Vendor
Description Vendor number
R/O/C R
User Action and Values Enter valid vendor number and press enter
Name
Vendor Name
C
Up to 4 lines available
Street & House #
Street address and/or House #
C
Postal Code Postal code and city / town / village C & City
Country
Name of country
C
Table validated / selection
Region
In some countries, the region forms part of the address. The meaning depends on the country.
C
Table validated / selection
Postal Code Zip Code / Postal Code
C
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Comments If vendor master does not exist, use a one-time vendor number (if allowed) Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor.
MM COURSE: PURCHASING
Telephone
Telephone #
C
Fax
Fax #
C
E-mail
E-Mail address
C
Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master.
After entering all vendor details, save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined in 1.5 above. The system will display the message RFQ Created under the number ___________.
Return to Main Purchasing Menu. (Select Yellow up Pointing Arrow, Shift F3) Refer to Business Process Procedure “Display a RFQ” - to verify this result.
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MM COURSE: PURCHASING CASE 2: CREATION OF RFQ WITHOUT PURCHASE REQUISITION
Access Transaction by:
Via Menu Via Transaction Code
(a) Logistics > Material Management > Purchasing > RFQ/quotation > Request for Quotation> Create ME41
On screen “Create RFQ: Initial Screen”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name RFQ Type
Description Default is „AN'
R/O/C R
User Action and Values Please refer the attached annexure
Language RFQ Date
Default is „EN‟ - English Default is creation date
R R
Not to be changed May be changed if required
Quotation Deadline
The due date for vendor quotations
R
Enter the due date in the date format assigned in the system
Purchasing Org. Purchasing group
Purchasing Organization responsible for RFQ Requisitioning group Identifier
R
Please refer the attached annexure Please refer the attached annexure
Item Category
Key defining how the procurement of a material or service item is controlled. Date on which the goods are to be delivered or the service is to be performed. Key for location within the company code where goods are required. Number of the storage location where the material is stored. A plant may contain one or more storage locations. Key that you use to group together several materials or services with the same attributes, and to assign them to a particular material group.
O
Enter Item Category if required
O
Enter delivery date
O
Enter Plant
O
Enter Storage Location
O
Please refer the attached annexure
Delivery Date Plant
Storage Location
Material Group
R
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Comments
The RFQ can be created for future issuance. If the deadline is stated as a date after the required delivery date, the user will be given an error message when the delivery date is entered.
If RFQ is being created w.r.t Purchase Requisition then system will pick from Requisition, user need not enter
MM COURSE: PURCHASING Requisition Tracking Number
Number that facilitates O Enter requisition tracking monitoring of the number procurement process for required materials or services. This number can relate to an external "need note" (notice of requirements) that was not generated in the system. Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)
Note: The ‘Default Data for Items’ fields will carry these values against all items on the RFQ. Although carried onto the Item screens, these values may be changed within the transaction. Useful if the majority of the items have common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional) After entering above values press enter to move to next screen - Create RFQ: Header Data.
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MM COURSE: PURCHASING On screen” Create RFQ: Header Data”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING
Field Name Company code Coll. No.
Validity start Validity end Applic. By Bindg. Per.
Description
R/O/C
User Action and Values
Company code
R
Needs to be entered
Collective number
R
Enter a number to track vendors of the same RFQ
Validity start
O
Enter date quotation will start
Validity end
O
Enter date quotation will end.
Application date Binding period
O O
Enter closing date of Bids Enter date period is binding
Comments
This will be a 10 digit code identifying the BID/ RFQ
After entering above values press enter to move to next screen - Create RFQ: Item overview
On screen “Create RFQ: Item Overview”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING
Field Name Item
Description R/O/C Number that uniquely R identifies an item within the RFQ Item Category - determines if O standard purchase or other such as 3rd party order, etc. Material Number R
User Action and Values Defaults - Line items are defined by the system in increments of 10. Default is blank - standard purchase
RFQ Quantity Delivery Date Material Group
Quantity of Material requested for quotation Date required if ordered
R
Must be numeric
R
Must be in correct date format
Group of material which this material belongs
N/A
Please refer the attached annexure
Plant
Plant where material is required
R
Sloc
Storage Location where material will be delivered and stored if ordered
O
Enter or select Plant from table. Note: the material master must exist for that plant. Enter or select Storage Location from table
I
Material
Enter material number
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Comments No User Action Typically no user action required All stock material must have material numbers
Needs to be entered in case of non codified materials
Strictly optional. Storage Location may be entered later at the time of P.O. creation or Goods receipt
MM COURSE: PURCHASING
Now specify the vendors invited to quote by clicking on the Vendor address
button or F7 key.
On screen ‘Create RFQ: Vendor Address’, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Vendor
Description Vendor number
R/O/C R
User Action and Values Enter valid vendor number and press enter
Name
Vendor Name
C
Up to 4 lines available
Street & House #
Street address and/or House #
C
Postal Code Postal code and city / town / village C & City
Country
Name of country
C
Table validated / selection
Region
In some countries, the region forms part of the address. The meaning depends on the country.
C
Table validated / selection
Postal Code Zip Code / Postal Code
C
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Comments If vendor master does not exist, use a one-time vendor number (if allowed) Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor.
MM COURSE: PURCHASING
Telephone
Telephone #
C
Fax
Fax #
C
E-mail
E-Mail address
C
Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master. Only required if One-time vendor. Defaulted from vendor master.
After entering all vendor details, save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined in 2.5 above. The system will display the message RFQ Created under the number ___________.
Return to Main Purchasing Menu. (Select Yellow up Pointing Arrow, Shift F3) Refer to Business Process Procedure “Display a RFQ” - to verify this result.
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MM COURSE: PURCHASING 2.
MM-ME47-Maintain Quotation
Overview Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.
Business Process Procedure Overview In Purchasing, the RFQ and the quotation form a single document. Prices and conditions quoted by vendors are entered in the original RFQ. If you have issued an RFQ to several vendors, you can have the system display the most favorable quotation submitted. You can also store the prices and terms of delivery from certain quotations in an info record for future accessing. A quotation is legally binding on the vendor for a certain period. The quotation is the vendor‟s response to a request for quotation issued by a purchasing organization. A quotation consists of items in which the total quantity and delivery date of an offered material or service is specified.
Input – Required Fields RFQ Output - Results Quotation entered
Field Value/Comments Enter RFQ No. for which a price or prices need to be entered. Comments Enter all relevant data received by vendor, price, date available, etc.
Tips and Tricks If you are simply entering a price against a RFQ, you can follow these easy steps: Choose RFQ/quotation Quotation Maintain. (The initial screen for maintaining quotations appears.) Enter the number of the RFQ and press ENTER. (The RFQ item overview screen appears.) You can enter the vendor's price per item on the item detail screen (see steps 4 and 5) or directly on the item overview screen.
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MM COURSE: PURCHASING Choose Item
ils to enter quotation data on the item detail screen.
Enter the vendor’s quotation. Save your data.
Procedural Steps
Access transaction by:
Via Menu Via Transaction Code
(a) Logistics > Materials Management > Purchasing > RFQ/quotation > Quotation > Maintain ME47
On screen “Maintain Quotation: Initial Screen”, enter information in the fields as specified in the table below:
Field Name RFQ
Description RFQ Number
R/O/C R
User Action and Values Enter RFQ Number for which price entries are to be made.
Comments Search help can be used to locate the appropriate value. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING
Press the Enter key, or click on the green Enter icon to proceed. View the screen “Maintain Quotation: Header Data” by clicking on the Header data icon in the toolbar.
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MM COURSE: PURCHASING
Enter information in the fields as specified in the table below. Some fields will not be available for input, as they are reference fields only. Field Name Administrative Fields: Qout. Dead. Validity start Validity end Applic. By Bindg. Per. Terms of Payment & Delivery: Payment terms
Reference Data: Quotation Date
Description
R/O/C
User Action and Values
Quotation deadline Validity start Validity end Application date Binding period
R O O O O
Supplied from initial screen Enter date quotation will start Enter date quotation will end. Enter closing date of Bids Enter date period is binding
Key for defining payment terms composed of cash discount percentages and payment periods.
O
Enter appropriate value if necessary.
Date quotation submitted
O
Enter date if desired.
Comments
(F4) search help can be used to locate the appropriate value.
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING Once all necessary header data has been maintained, the user can then enter the price information in one of two fashions:
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MM COURSE: PURCHASING Enter the price in the “Net Price” field on the “Maintain Quotation: Item Overview” screen. This price should be the basic price exclusive of discounts/surcharges. To enter more detailed information in addition to the net price, select the line item and click on the Item conditions icon.
Here various conditions as per vendor quotation will be maintained. Drop down on the open field of “Condition type” and choose the type of condition to be levied for this basic price. Please note that basic price is referred to as Gross price in this screen since Net will be calculated after taking into account all conditions. Examples could be Discount (start with -), Surcharge (start with +), Freight charges, Inspection charges conditions are either in % or per unit or Absolute value basis.
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etc. Most
MM COURSE: PURCHASING 1.6.3.2 If CST/LST or Excise duty is applicable, the same has to be entered via the tax code. To choose this code, go back to Item overview screen. Select the material item line and go to Item Details screen. Enter the tax code here. If a purchase order is created by referencing an RFQ, this code facilitates the determination of the tax amount when the invoice is entered in the system. The tax code has to be entered for each item in the Quotation.
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MM COURSE: PURCHASING Header Conditions – There may be some conditions that are applicable on the total amount of the Quotation. These header conditions can be maintained at header level so that item wise repetition is not required. To enter these conditions, goto Item overview screen and Choose Header Conditions. The value of these conditions will be apportioned to individual items.
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MM COURSE: PURCHASING Click on the green Back arrow to return to the ‘Overview’ screen once data has been maintained. There is a field for quotation comments that will segregate quotations as per their status, Comments such as Not Responded, Regret case, Technically Unqualified, Commercially Unqualified, Techno-commercially Accepted, Unsuccessful bid, Lowest Technocomm. Accepted are available to choose from. These comments are to be entered in the Item details screen under Quotation comments.
Once all quotation information has been successfully entered, save the data by clicking on the Save button, or press the keys. A message will be displayed that the data has been saved.
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MM COURSE: PURCHASING 3.
MM-ME48-Display Quotation
Overview
The need arises to display a quotation already maintained for an RFQ (Request for Quotation) in the system.
Business Process Description Overview This BPP will discuss the procedure to display a quotation in the R/3 system.
Input - Required Fields RFQ number
Field Value / Comments RFQ number for which you want to display quotation information.
Output - Results Quotation is displayed.
Display Only format.
Comments
Tips and Tricks
By consistently using the collective number field on RFQ’s, the search for the required RFQ number is much simpler.
Changes can not be made in this mode. If changes are required, transaction ME47can be used to maintain quotation data. See BPP MM-ME47-Maintain Quotation.doc for reference.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by:
Via Menu
Logistics > Materials Management > Purchasing > RFQ/Quotation > Quotation > Display
Via Transaction Code
ME48
On the “Display Quotation: Initial Screen” screen, enter information in the fields as specified in the table below:
Field Name RFQ
Description RFQ number
R/O/C R
Comments Matchcode (F4) search functions can be used to find an appropriate RFQ in the system. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Press the Enter key or click on the green
User Action and Values Enter RFQ number (typically a non-intelligent system generated number).
Enter icon.
On the “Display Quotation: Item Overview” screen the following data will be returned in display-only format: Page | 78
MM COURSE: PURCHASING
Field Name Item Number Material Short Text RFQ quantity OuN Delivery Date Price Material Group Plant Storage Location D R Texts
Description Item within RFQ Material master number Description of the material or service to be procured The quantity of material required Order Unit Date that the material will be due The price that the vendor has quoted for this item Material group that the item most closely belongs to Plant number Storage location number Deletion indicator Rejection indicator specifying that the vendor is to receive a rejection letter in respect of his quotation. Text associated with a line item. An icon will appear in the text field if text has been entered. Simply click on the icon to view the associated text
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MM COURSE: PURCHASING
More detailed information can be viewed by clicking on any one of the following toolbar icons.
Button Name Header details (F6) Vendor address (F7) Partners (Ctrl-Shift-F5) Messages (Shift-F1) Item details (F2)
Information Returned Administrative field values and Reference data. Vendor name, address, search terms, communication data, etc. Partner Schema (if applicable) Printing information Line item specific data (select line on RFQ and click on icon)
Example: In the event that the header data needs to be displayed, use the menu path Header Details, or click on the Display Header icon. On the “Display Quotation: Header Data” screen the following data will be returned in display only format:
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MM COURSE: PURCHASING
Field Name RFQ RFQ Type Vendor Company Code Purchasing Group Purchasing Organization RFQ date Validity start Validity end Payment terms Collective number Quot. dead. Applic. by Bindg. per. Target val Quotation date
Description RFQ number Type of RFQ Vendor number Company code Purchasing group code Purchasing organization number Date of RFQ creation. Start of the period in which the RFQ may be submitted End of the period in which the RFQ may be submitted Terms stipulated by vendor Number used to collectively group RFQ‟s Date by which the vendor is to submit the quotation Date by which the bidder is to express an interest in submitting a bid. Date for which the quotation is valid and binding Target value of the contract. Date quote submitted by vendor
To return , click on the green Back button keys.
, the yellow Exit button
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or press the
MM COURSE: PURCHASING 4.
MM-ME49-RFQ Comparison
Overview The need arises to make a price based comparison of the different quotations sent by vendors to select the most suitable vendor.
BUSINESS PROCESS PROCEDURE OVERVIEW This BPP will discuss the procedure to compare different quotations to select the most suitable vendor for the material.
Input – Required Fields Purchasing Organization Collective RFQ number
Field Values/Comments Enter the number of the purchasing organization under which the procurement will be done. Enter the Collective RFQ number for the quotations to be compared.
Output - Results A list o A comparative analysis of the different quotations.
Procedural Steps
Access transaction by:
Via Menu
Logistics>Material management>Purchasing>RFQ/Quotation>Quotation>ME49 Price Comparison
Via Transaction Code
ME49
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MM COURSE: PURCHASING On screen “Price Comparison List”,enter information in the fields as specified in the below table:
Enter the Purchasing Organization and the Collective RFQ number
Field Name Purchasing Organizatio n Collective RFQ number
Mean Value Quotation
Description Purchasing Organization number
Collective RFQ number for the quotations to be compared
R
User Action and Values Enter Purchasing Organization number
Enter the collective RFQ number
Select this indicator if the basis for comparison is to
Minimum Value Quotation
R/O/C R
be the average price from
O Click on
all quotations.
Include discounts Select this indicator if the
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Comments Match code (F4)
MM COURSE: PURCHASING basis for comparison is to be the lowest price from all
O
Tick the check box.
O
Tick the check box.
quotations. Specifies whether the Include delivery costs Determine effective price
percentage discount granted on the purchase price in accordance with the terms of payment is to be taken into account in determining the price.
Select the field if the delivery costs are to be taken into account in calculating the price. Tick the check box. Select the field if the effective price is to be
O
computed.
O
Tick the check box.
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Comparative analysis of the different quotations displaying the ranking of the different quotations.
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MM COURSE: PURCHASING
Double click on the price to be rejected.
Now the user can select the most suitable quotation and reject the others (in the above case rank2 and rank 3). Double click on the price of the quotation to be rejected and tick the check box.
Click on the SAVE button
Check the REJECTION INDICATOR box. Click on SAVE button
.
Repeat the same process for other quotations /items to be rejected.
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MM COURSE: PURCHASING
5.
MM-ZMMF_PC-Print Price Comparison Report
Overview
Once we have maintained the quotation received from vendor in the system then we will compare them
Prerequisite: 1. Quotations to be compared should be maintained in the system
Business Process:
1. Print or Price Comparison Report Sr. No. 1
Activity Price Comparison Report
T Code ZMMF_PC
Remarks
Procedural Steps:
In the Screen ”Driver Programme for Price Comparison Smart form(MM014)” enter the following Data:
Field Name Purchasing Organization Quotation No. Collective RFQ Vendor Material
Description
R/O/C
User Action and Values
Enter Purchasing Organization
R
Enter Purchasing Organization
Enter Quotation Number
O
Enter Quotation Number
Enter Collective RFQ number
R
Enter Collective RFQ number
Enter Vendor Code Enter Material Number
O O
Enter Vendor Code Enter Material Number
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Commen ts
MM COURSE: PURCHASING
After entering the Selection Parameter, press Execute button
Enter Printer
Click here for Print Preview
Click here for Print
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MM COURSE: PURCHASING
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MM COURSE: PURCHASING
6.
MM-ME9A-Message Output RFQ
Overview
A Request for Quotation needs to be printed
Business Process Procedure Overview This procedure details how to print a Request for Quotation created in R/3
Input – Required Fields Message Data
Field Value/Comments Details the type of message to print.
Output - Results A successfully printed Request for Quotation
Comments
Tips and Tricks
The more search parameters that are entered the more efficient the search and the less unnecessary information that is displayed.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by: Via Menu
Via Transaction Code
Logistics>Materials Management>Purchasing >RFQ/Quotation>Request for Quotation>Messages>Print/Transmit ME9A
On screen “Message Output”, enter information in the fields as specified in the table below:
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Field Name Purch. Doc. Data Document Number Vendor Purchasing Organizatio n Purchasing Group Document Type
Document Date Message Data Application
Message type Processing status
Creation date Time created
Description
R/O/C
User Action and Values
PO Number
O
Choose from drop down menu
Vendor # Purchasing Organization #
O O
Choose from drop down menu Please refer the attached annexure
Purchasing Group #
O
Please refer the attached annexure
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system Date on which the purchasing document was created.
O
Please refer the attached annexure
O
Enter Document date or choose from drop down menu
Subdivides the usage of a condition for the use in different application areas Specifies the kind of output
R
EA defaults for RFQ
O
Choose from drop down menu
Indicates the status1 indicates the process was successful. 2 indicates an error 0 indicates the process has not yet started Date the message is create
C
Default is 0
O
Enter date or choose the drop down menu Defaults to time started
Comment s
Displays the time the message C was created (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Execute button.
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MM COURSE: PURCHASING On screen “Message Output” select the appropriate Request for Quotation and perform the following:
Select the check box Click on
and and/ or
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MM COURSE: PURCHASING
3. Contract/APO 1.
MM-ME31K-Create Contract with reference to PR
Overview
Business needs should be defined through a requisition. If the requisition needs to be converted into a contract, then it can either be created w.r.t the requisition or a quotation maintained for a particular vendor. Here we will find how to create contract with reference to PR
Business Process Description Overview A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts may either be value contracts or quantity contracts. Value contracts have a ceiling that is a monetary amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the vendor will provide to us. This procedure outlines the steps involved in creating a standard quantity or value contract in R/3 for stock material. Contracts do not specify delivery dates; this is determined when “release orders” are issued against the contract.
Input - Required Fields Purchase requisition
Field Value / Comments Select from drop down list
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Output - Results Contract document
Comments Document Created.
Tips and Tricks
By providing as much input information as possible when creating contracts, the user can save time by minimizing the inputs at the time of the order release.
By selecting the PR all data will gate copied over to the screen.
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Procedural Steps
Access Create Contract by;
Via Menu Via Transaction Code
(a) Logistics>Materials Management>Purchasing>Outline agreement>Contract >Create ME31K
In the “Create Contract: Initial Screen”, Select the Reference to the PReq
Click on Reference to PReq
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Enter the Proper PReq number.
Enter the Proper PReq number
Field Name Vendor
Description Vendor for which the contract is for
R/O/C C
User Action and Values Vendor number known or via search
Agreement type
Specify what kind of outline agreement
R
Agreement Date Agreement
Date of the contract
R
Agreement number
C
Purch.
Organization for which the contract R
Please refer the attached annexure ZAED, ZANB, ZAPO, ZARC, ZASR. Defaults today‟s date into this field Leave blank, if the system is This number configured to assign numbers will be internally or enter desired determined number internally Please refer the attached annexurePicked from
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Comments If not mentioned in Preq Picked from Preq.
MM COURSE: PURCHASING Organizatio n
is valid
PReq Press
Enter the vendor
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MM COURSE: PURCHASING On the “Create Contract: Header Data” screen, enter information as specified in the fields in the table below:
Enter the validity end date
Enter target value
Enter BSNL APO number
Field Name Agreement date Validity start Validity end Payment terms Target val Exch. rate
Description Date the agreement was created Beginning date of contract period. Date that the contract expires.
R/O/C R R R
Terms stipulated by vendor
O
Target value of the contract. Exchange rate of the currency
R O
User Action and Values Supplied from initial screen Defaults today‟s date into the field. Change if necessary Enter the date until the contract will be valid Defaults from vendor master. Change if necessary Required for value contracts Change if necessary
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Comments Grayed out
MM COURSE: PURCHASING Ex. Rate fx.
Incoterms BSNL APO number
Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification. Freight terms stipulated by vendor BSNL Number
O
O
Defaults from vendor master. Change if necessary Required for value
R
Press
On screen “Create Contract: Overview: Reference Document Items”, enter information in the fields as specified in the table below:
2. Select the line item
3. Click on Adopt Details
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1. Enter the storage location
MM COURSE: PURCHASING
Field Name Sloc
Description Storage Location where material will be delivered and stored if ordered
R/O/C O
User Action and Values Enter or select Storage Location from table
Select line items of reference document and click on the take you to the next screen – Create Contract: Item 000010
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Comments Strictly optional. Storage Location may be entered later at the time of P.O. creation or Goods Receipt.
button to copy details to Contract. System will
MM COURSE: PURCHASING On the “Create Contract: Item 00010” screen, enter information as specified in the fields in the table below:
2.Press OK button 1.Enter the Net order price
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Field Name A
Description Account Assignment Category. Key to determine who will be paying for the consumable material or service. Description of the material or service to be procured
R/O/C O
User Action and Values Will default from original screen if information has been entered.
C
Targ. qty.
The quantity for which the contract is valid
Oun Net Order Price Tax code
Order Unit Basic price to be entered
O for “WK” R for “MK” C R
Defaults from material master. Enter a text for material not maintained in the material master (ex. Non stock materials) Enter the number of pieces or amount of service for the contract.
Tax Code
O
Tracking No.
Will be defaulted from reference document
O
Short Text
Defaults from material master. Required when Preq is used as reference document Will be defaulted from reference document, if available Can be changed if required Press
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Comments
Can be entered fro ED,CST,LST capture
MM COURSE: PURCHASING Upon entering all of this information, the user have the option to use the radio buttons / icons on the menu bar to update or view more information that pertains to the contract.
2. Click on vendor address icon
1. Enter the continue
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MM COURSE: PURCHASING On screen Create Contract: Additional data for Item; enter information in the fields as specified in the table below:
2. Press save button
1. Enter the vendor address here
Field Name Planned delivery time
GR processing time Net Weight Gross weight Volume
Description Time in days in which delivery can be achieved unless entered differently in this screen Lag time in days in which goods receipt is expected after physical receipt Net weight per order unit
R/O/C O
User Action and Values Defaults from Material Master
O
Defaults from Material Master
O
Gross weight of unit
O O
Defaults from Material Master Defaults from Material Master Defaults from Material Master
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Comments
MM COURSE: PURCHASING Press icon
, contract will be created and contract number will be displayed
APO number will be generated
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MM COURSE: PURCHASING 2.
MM-ME31K-Create Contract with reference to RFQ
Overview
Business needs should be defined through a requisition. If the requisition needs to be converted into a contract, then it can either be created w.r.t the requisition or a quotation maintained for a particular vendor. Here we will find how to create contract with reference to RFQ
Business Process Description Overview A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts may either be value contracts or quantity contracts. Value contracts have a ceiling that is a monetary amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the vendor will provide to us. This procedure outlines the steps involved in creating a standard quantity or value contract in R/3 for stock material. Contracts do not specify delivery dates; this is determined when “release orders” are issued against the contract.
Input - Required Fields
Field Value / Comments
Request for quotation
Select from drop down list
Output - Results Contract document
Document Created.
Comments
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MM COURSE: PURCHASING Tips and Tricks
By providing as much input information as possible when creating contracts, the user can save time by minimizing the inputs at the time of the order release.
By selecting the RFQ all data will gate copied over to the screen.
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MM COURSE: PURCHASING Procedural Steps
Access Create Contract by;
Via Menu Via Transaction Code
(a) Logistics>Materials Management>Purchasing>Outline agreement>Contract >Create ME31K
In the “Create Contract: Initial Screen”, Select the Reference to the RFQ
Click on Reference to RFQ
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MM COURSE: PURCHASING Enter the Proper RFQ number.
Enter the Proper RFQ number
Field Name Vendor
Description Vendor for which the contract is for
R/O/C C
User Action and Values Vendor number known or via search
Agreement type
Specify what kind of outline agreement
R
Agreement Date Agreement
Date of the contract
R
Agreement number
C
Purch.
Organization for which the contract R
Please refer the attached annexure ZAED, ZANB, ZAPO, ZARC, ZASR. Defaults today‟s date into this field Leave blank, if the system is This number configured to assign numbers will be internally or enter desired determined number internally Please refer the attached annexurePicked from
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Comments If not mentioned in RFQ Picked from RFQ
MM COURSE: PURCHASING Organizatio n
is valid
RFQ Press
On the “Create Contract: Header Data” screen, enter information as specified in the fields in the table below:
Enter the validity end date
Enter target value
Enter BSNL APO number
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Field Name Agreement date Validity start Validity end Payment terms Target val Exch. rate Ex. Rate fx.
Incoterms BSNL APO number
Description Date the agreement was created Beginning date of contract period. Date that the contract expires.
R/O/C R R R
Terms stipulated by vendor
O
Target value of the contract. Exchange rate of the currency Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification. Freight terms stipulated by vendor BSNL Number
R O O
O R
User Action and Values Supplied from initial screen Defaults today‟s date into the field. Change if necessary Enter the date until the contract will be valid Defaults from vendor master. Change if necessary Required for value contracts Change if necessary
Defaults from vendor master. Change if necessary Required for value Press
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Comments Grayed out
MM COURSE: PURCHASING On screen “Create Contract: Overview: Reference Document Items”, enter information in the fields as specified in the table below:
2. Select the line item
Field Name Sloc
3. Click on Adopt Details
Description Storage Location where material will be delivered and stored if ordered
1. Enter the storage location
R/O/C O
User Action and Values Enter or select Storage Location from table
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Comments Strictly optional. Storage Location may be entered later at the time of P.O. creation or Goods Receipt.
MM COURSE: PURCHASING
Select line items of reference document and click on the take you to the next screen – Create Contract: Item 000010
button to copy details to Contract. System will
On the “Create Contract: Item 00010” screen, enter information as specified in the fields in the table below:
2. Press OK button
1. Enter the Net order price if required
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Field Name A
Description Account Assignment Category. Key to determine who will be paying for the consumable material or service. Description of the material or service to be procured
R/O/C O
User Action and Values Will default from original screen if information has been entered.
C
Targ. qty.
The quantity for which the contract is valid
Oun Net Order Price Tax code
Order Unit Basic price to be entered
O for “WK” R for “MK” C R
Defaults from material master. Enter a text for material not maintained in the material master (ex. Non stock materials) Enter the number of pieces or amount of service for the contract.
Tax Code
O
Tracking No.
Will be defaulted from reference document
O
Short Text
Defaults from material master. Required when Preq is used as reference document Will be defaulted from reference document, if available Can be changed if required Press
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Comments
Can be entered fro ED,CST,LST capture
MM COURSE: PURCHASING
Upon entering all of this information, the user have the option to use the radio buttons / icons on the menu bar to update or view more information that pertains to the contract.
2. Click on vendor address icon
2. Enter the continue
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MM COURSE: PURCHASING On screen Create Contract: Additional data for Item; enter information in the fields as specified in the table below:
2. Press save button
1. Enter the vendor address here if required
Field Name Planned delivery time
GR processing time Net Weight Gross weight Volume
Description Time in days in which delivery can be achieved unless entered differently in this screen Lag time in days in which goods receipt is expected after physical receipt Net weight per order unit
R/O/C O
User Action and Values Defaults from Material Master
O
Defaults from Material Master
O
Gross weight of unit
O O
Defaults from Material Master Defaults from Material Master Defaults from Material Master
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Comments
MM COURSE: PURCHASING
Press icon
, contract will be created and contract number will be displayed
APO number will be generated
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MM COURSE: PURCHASING 3.
MM-ME32K-Change Contract
Overview A contract for stock material needs to be changed. This can either be a standard quantity contract or a value contract.
Business Process Description Overview This procedure outlines the steps involved in displaying a standard quantity or value contract in R/3 for stock material. A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts may either be value contracts or quality contracts. Value contracts have a ceiling, which is a monetary amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the vendor will provide to us. Contracts do not specify delivery dates, as this is determined when “release orders” are issued against the contract. If an existing contract requires to be displayed, this procedure should be used.
Input - Required Fields Agreement
Field Value / Comments Agreement Number
Output - Results Changed Contract
Comments
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MM COURSE: PURCHASING Tips and Tricks
By providing as much input information as possible when creating contracts, the user can save time by minimizing the inputs at the time of the order release. Procedural Steps
Access transaction by: Via Menus Via Transaction Code
(a) Logistics > Materials Management > Purchasing > Outline agreement > Contract > Change ME32K
In the “Change Contract: Initial Screen”, enter information as specified in the fields in the table below:
nter the required APO number
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MM COURSE: PURCHASING Field Name Agreement
Description Number of Agreement requiring change
R/O/C R
User Action and Values You must input the number of the agreement to be changed.
Comments
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button.
In the Change Contract: Item Overview Screen” the following fields will default and some can be changed as noted:
Change the required data on this screen
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Field Name Short Text Target Qty SLOC Vendor
Description Description of Material Quantity to be procured Storage Location Name/Number of Vendor
R/O/C O O O R
Agreement type Agreement Date Agreement
Specify what kind of outline agreement Date of the contract
R
Agreement number
C
Item category
Key defining how the procurement of the material or service is handled. Key to determine who will be paying for the consumable material or service. Plant number
C
Will default in per agreement to be changed
O
Material group
O
Select from drop-down menu, this value can be changed if required Enter plant here if you wish for the plant number to be defaulted into all line items for the contract. Also, you only specify the plant if the contract is plant-specific. Please refer the attached annexure
Account Assignment Category Plant
Material Group
R
O
User Action and Values Change if required Change if required Change if required Vendor for agreement will default Please refer the attached annexure Defaults date of agreement into this field Number of agreement to be changed will default.
Comments
This number will be determined internally
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING Click on the Header button.
On the “Change Contract: Header Data” screen, change information as specified in the fields in the table below:
Change the header level data on this screen
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MM COURSE: PURCHASING Field Name Administrat ive Fields Agreement date Item number interval Validity start Validity end Terms of Delivery and Payment Payment terms Target val Exch. Rate Incoterms
Description
Date the agreement was created The way the line items are numbered. Beginning date of contract period. Date that the contract expires.
Terms stipulated by vendor
R/O/C
R
User Action and Values
Supplied from initial screen
Comments
Grayed out
O R R
O
Defaults today‟s date into the field. Change if necessary Enter the date until the contract will be valid
Defaults from vendor master. Change if necessary Required for value contracts Change if necessary
Target value of the contract. O/R Exchange rate of the O currency Freight terms stipulated by O Defaults from vendor master. vendor Change if necessary (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Upon entering all of this information, you have the option to use the radio buttons / icons on the menu bar to update or view more information that pertains to the contract. Select and item, and click on the Additional Data button. On screen Change Contract: Additional data for Item; modify information in the fields as specified in the table below:
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Change additional data on this screen
Field Name Planned delivery time
Description R/O/C User Action and Values Comments Time in days in which O Defaults from Material delivery can be achieved Master but can be changed unless entered differently in here this screen GR processing Lag time in days in which O Defaults from Material time goods receipt is expected Master after physical receipt Incoterms Point of transfer of O Defaults from Vendor Master ownership (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Save
button.
A message will be displayed stating that the contract has been changed. Page | 124
MM COURSE: PURCHASING 4.
MM-ME33K-Display Contract
Overview User wishes to display an existing Contract
Business Process Description Overview This procedure outlines the steps involved in displaying a standard quantity or value contract in R/3 for stock material. A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts may either be value contracts or quality contracts. Value contracts have a ceiling, which is a monetary amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the vendor will provide to us. Contracts do not specify delivery dates, as this is determined when “release orders” are issued against the contract. If an existing contract requires to be displayed, this procedure should be used.
Input - Required Fields Agreement
Field Value / Comments Agreement number
Output - Results Displayed Contract
Comments
Tips and Tricks
By providing as much input information as possible when creating contracts, the user can save time by minimizing the inputs at the time of the order release.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by: Via Menu
(a) Logistics > Materials Management > Purchasing > Outline agreement > Contract > Display
Via Transaction Code
ME33K
In the “Display Contract: Initial Screen”, enter information as specified in the fields in the table below:
Enter the required APO number
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MM COURSE: PURCHASING Field Name Agreement
Description Number of Agreement requiring change
R/O/C R
User Action and Values You must input the number of the agreement to be displayed.
Comments
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. In the Display Contract: Item Overview Screen” the following fields will be displayed. In a ‘Display’ format, fields can not be changed.
Click on header button
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Field Name Short Text Target Qty SLOC Vendor
Description Description of Material Quantity to be procured Storage Location Name/Number of Vendor
R/O/C O O O R
Agreement type Agreement Date Agreement
Specify what kind of outline agreement Date of the contract
R
Agreement number
C
Item category
Key defining how the procurement of the material or service is handled. Key to determine who will be paying for the consumable material or service. Plant number Material group
C
Will default in per agreement to be changed
O
Field will display
O O
Field will display Please refer the attached annexure
Account Assignment Category Plant Material Group
R
User Action and Values Field will display a name Field will display a quantity Field will display an SLOC Vendor for agreement will default Please refer the attached annexure Defaults date of agreement into this field Number of agreement to be displayed will default.
Click on the Header button.
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Comments
This number will be determined internally
MM COURSE: PURCHASING On the “Display Contract: Header Data” screen, view information as explained in the table below:
Header level data
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Field Name Administrat ive Fields Agreement date Item number interval Validity start Validity end Terms of Delivery and Payment Payment terms Exch. Rate Ex. Rate fx.
Incoterms
Description
Date the agreement was created The way the line items are numbered. Beginning date of contract period. Date that the contract expires.
R/O/C
User Action and Values
R
Supplied from initial screen
O
Field will display
R R
Defaults today‟s date into the field. Change if necessary Field will display
Terms stipulated by vendor
O
Field will display
Exchange rate of the currency Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification. Freight terms stipulated by vendor
O
Field will display
O
Field will display
O
Field will display
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Comments
Grayed out
MM COURSE: PURCHASING Upon viewing all of this information, there is the option to use the radio buttons / icons on the menu bar to view more information that pertains to the contract. Select an item and click on the Additional Data button. On screen Display Contract: Additional data for Item; display information in the fields as specified in the table below:
Additional data on this screen
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MM COURSE: PURCHASING Field Name Planned delivery time
GR processing time Net Weight Gross weight Volume Incoterms
Description Time in days in which delivery can be achieved unless entered differently in this screen Lag time in days in which goods receipt is expected after physical receipt Net weight per order unit
R/O/C O
User Action and Values Field will display
O
Field will display
O
Gross weight of unit
O O O
Defaults from Material Master Defaults from Material Master Defaults from Material Master Defaults from Vendor Master
Point of transfer of ownership
To exit, click on the Exit button.
Click on exit button
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Comments
MM COURSE: PURCHASING 5.
MM-ME9K-Message Output Contracts
Overview A Contract needs to be printed
Business Process Procedure Overview This procedure details how to print a Contract created in R/3
Input – Required Fields Message Data
Field Value/Comments Details the type of message to print.
Output - Results A successfully printed Contract
Comments
Tips and Tricks
The more search parameters that are entered the more efficient the search and the less unnecessary information that is displayed.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by: Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing >Outline Agreement > Contract>Messages>Print/Transmit ME9F
On screen “Message Output”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Purch. Doc. Data Document Number Vendor Purchasing Organizatio n Purchasing Group Document Type
Document Date Message Data Application
Message type Processing status
Creation date Time created
Description
R/O/C
User Action and Values
Contract Number
O
Choose from drop down menu
Vendor # Purchasing Organization #
O O
Choose from drop down menu Please refer the attached annexure
Purchasing Group #
O
Please refer the attached annexure
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system Date on which the purchasing document was created.
O
Please refer the attached annexure
O
Enter Document date or choose from drop down menu
Subdivides the usage of a condition for the use in different application areas Specifies the kind of output
R
EV defaults for Contract
O
Choose from drop down menu
Indicates the status1 indicates the process was successful. 2 indicates an error 0 indicates the process has not yet started Date the message is create
C
Default is 0
O
Enter date or choose the drop down menu Defaults to time started
Comment s
Displays the time the message C was created (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Execute button. On screen “Message Output” select the appropriate Contract and perform the following:
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MM COURSE: PURCHASING
Select the check box Click on
and and/ or
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MM COURSE: PURCHASING
6.
MM-ZMMF_APO-Message output APO
Trigger:
To take the print out of the unreleased APO
Prerequisite: Appropriate APO number should be known
Business Process:
Print out of the APO. Sr. No. 1
Activity
T Code
Enter purchasing document number APO number
ZMMF_APO
Procedural Steps: In the Screen ”Output message” enter the following Data:
Field Name Purchasing document number Application
Description
R/O/C
Enter purchasing document number APO
R
Enter the Application type
R
User Action and Values
Comment s
Enter purchasing document numberAPO number EV By Default
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After entering the Selection Parameter, press Execute button
In message output screen, enter the Document Number as shown below & Execute F8.
Enter the document Number and mandatory input parameter and then execute (F8)
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MM COURSE: PURCHASING
a. Select the document number, press the output message.
Print will be send to the set printer. Click on output message
Select the Document
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MM COURSE: PURCHASING b. Print Output.
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MM COURSE: PURCHASING
4. Purchase Order/Release Order 1.
MM-ME21N-Create Purchase Order-Account Assignment
Overview A purchase order for Account Assignment needs to be created, and the vendor is known.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date. Purchase Order for direct charge materials covers those cases when items are purchased only for a special purpose in mind and whose value is booked to a cost centre. Once received by goods receipt transaction these materials are not reflected in inventory, neither quantity nor value.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Account Assignment Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code Cost Centre Material code Nature of Purchase System Date will default File Tracking Number Tax code for – ED / CST / LST
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MM COURSE: PURCHASING Output - Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code. One Purchase Order may be created for several purchase requisitions or RFQs.
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MM COURSE: PURCHASING Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
Select appropriate PO Document type from the following: Sr. No.
PO Document Type
Document Type description
1
ZDGO
Purchase Orders issued under DGS&D Rates
2
ZEDO
Educational Purchase Orders released against Educational APO
3
ZEMO
Emergency Purchase Orders; doesn’t need reference of APO and can be created directly.
4
ZNBO
Need Based Purchase Order released against Need Based APO
5
ZNPO
Intermediate Receipt reference from Non-POC location.
6
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D rates
7
ZRPO
Regular Purchase Orders released against Advanced Purchase Orders
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MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on Document Overview On button as shown below:
Select the appropriate Document Type
On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
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MM COURSE: PURCHASING
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MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 146
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate RFQ number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: K All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
On screen “Create Purchase Order”, enter information in the fields as specified in the table below: Field Name Tracking No.
Description Reference Tracking number
R/O/C R
User Action and Values Comments Tracking number to be entered here (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 147
MM COURSE: PURCHASING Click on the Enter button.
On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items.
Page | 148
MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
Page | 149
MM COURSE: PURCHASING
Select the Texts tab
Enter Item text under the appropriate heading
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 150
MM COURSE: PURCHASING CASE II: Purchase Order Creation w.r.t Requisition Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
Page | 151
MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 152
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate PR number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket Account Assignment Category: K
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
Page | 153
MM COURSE: PURCHASING Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 154
MM COURSE: PURCHASING Click on the Enter button. The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number
Page | 155
MM COURSE: PURCHASING CASE III: Direct Purchase Order Creation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, enter information in the fields as specified in the table below. After each entry press enter to proceed in the below mentioned sequence:
Page | 156
MM COURSE: PURCHASING Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Vendor
Vendor number
R
Header Purchasing Organization Purchasing Group Company Code Item Overview Material
Section Header Purchasing organization code
R
Search by drop down menu
Purchasing group code
R
Search by drop down menu
Company code for purchase
R
Search by drop down menu
Material number
R
Plant
Facility where goods are produced or sold. Account where costs are allocated
R
Search by drop down menu to locate non valuated material code Enter plant
R
Enter to book costs
Vendor selling price for good Required units / quantity Text from the material master record Unit that good is purchased
R R R
Enter price Enter quantity Default from master record
R
Date material is required Currency used for plant Grouping together of materials by characteristics Location where stock is stored
R R R
Defaults from material master, change if required Enter delivery date Default Defaults from material master,
Acct. assignment category Net Price PO Quantity Short text Unit of measure Delivery Date Currency Material group Storage Location
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date) Vendor number known or search by drop down
Comments
Item Overview
O
Enter storage location, if required
Tracking number
Number that facilitates monitoring of the procurement of required materials
R
To be entered as per Purchaser‟s requirement
Requisitioner
To whom material is ordered
O
Name or initials of
Page | 157
Cost Center (K) to charge costs to cost centers
Required for stock item, can be entered even later at time of Goods receipt Can be used in List display to list all PO‟s created by a certain buyer.
MM COURSE: PURCHASING requisitioner (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Enter the G/L Account No.
Enter the cost center
Page | 158
MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
G/L Account
General Ledger Account
Cost Center
Represents a separate location of cost incidence. The definition can be based on functional requirements, allocation criteria, activities or services provided physical location, and/or area of responsibility.
R/O/C R
User Action and Values Required to be chosen from drop down
C
Required to be chosen from drop down
R
Choose cost centre from drop down
Comments Will need to be entered by choosing from drop down Required to be manually entered only if material code has not been entered This action is required when A/c assign – K is used
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 159
MM COURSE: PURCHASING 2.
MM-ME21N-Create Purchase Order-Assets
Overview A purchase order for Asset material needs to be created, and the vendor is known.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date. Purchase Order for Asset covers those items purchased under an Asset: therefore their value can be booked to an Asset account.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Account Assignment Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code A for Internal Order Material code Nature of Purchase System Date will default Tracking Number Tax code for – ED / CST / LST
Output - Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Page | 160
MM COURSE: PURCHASING Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
Page | 161
MM COURSE: PURCHASING Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
Select appropriate PO Document type from the following: Sr. No.
PO Document Type
Document Type description
1
ZDGO
Purchase Orders issued under DGS&D Rates
2
ZEDO
Educational Purchase Orders released against Educational APO
3
ZEMO
Emergency Purchase Orders; doesn’t need reference of APO and can be created directly.
4
ZNBO
Need Based Purchase Order released against Need Based APO
5
ZNPO
Intermediate Receipt reference from Non-POC location.
6
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D rates
7
ZRPO
Regular Purchase Orders released against Advanced Purchase Orders
Page | 162
MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on Document Overview On button as shown below:
Select the appropriate Document Type
Page | 163
MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
Page | 164
MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 165
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate RFQ number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: A
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Item Overview RFQ
Item Overview
RFQ item
Tracking No.
Reference document number
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date)
C
Comments
Enter the RFQ number which Use drop down has been finalized to place tool to refer to order RFQ list Item number C Item No. 1,2 and so on of If left blank all RFQ to be chosen for items will be reference copied from RFQ Reference Tracking number R Tracking number to be entered here (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 166
MM COURSE: PURCHASING
Click on the Enter button. On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Page | 167
MM COURSE: PURCHASING
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items.
Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 168
MM COURSE: PURCHASING Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
Page | 169
MM COURSE: PURCHASING
Select the Texts tab
Enter Item text under the appropriate heading
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 170
MM COURSE: PURCHASING
CASE II: Purchase Order Creation w.r.t Requisition
Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
Page | 171
MM COURSE: PURCHASING
Page | 172
MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 173
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate PR number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: A
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
Click on the Enter button. On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
Page | 174
MM COURSE: PURCHASING On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items. Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 175
MM COURSE: PURCHASING Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 176
MM COURSE: PURCHASING CASE III: Direct Purchase Order Creation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, enter information in the fields as specified in the table below. After each entry press enter to proceed in the below mentioned sequence:
Page | 177
MM COURSE: PURCHASING Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Vendor
Vendor number
R
Header Purchasing Organization Purchasing Group Company Code Item Overview Material
Section Header Purchasing organization code
R
Search by drop down menu
Purchasing group code
R
Search by drop down menu
Company code for purchase
R
Enter if not defaulted in from purchasing org or group
Material number
R
Plant
Facility where goods are produced or sold. Account where costs are allocated
R
Search by drop down menu to locate non valuated material code Enter plant
R
Enter to book costs
Vendor selling price for good Required units / quantity Text from the material master record Unit that good is purchased
R R R
Enter price Enter quantity Default from master record
R
Date material is required Currency used for plant Grouping together of materials by characteristics Location where stock is stored
R R R
Defaults from material master, change if required Enter delivery date Default Default from master record
Acct. assignment category Net Price PO Quantity Short text Unit of measure Delivery Date Currency Material group Storage Location
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date) Vendor number known or search by drop down
Comments
Item Overview
O
Enter storage location, if required
Tracking number
Number that facilitates monitoring of the procurement of required materials
R
To be entered as per Purchaser‟s requirement
Requisitioner
To whom material is ordered
O
Name or initials of requisitioner
Page | 178
Choose A – Assets
Required for stock item, can be entered even later at time of Goods receipt Can be used in List display to list all PO‟s created by a certain buyer.
MM COURSE: PURCHASING (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Select the Appropriate Asset code from the drop down
Page | 179
MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
G/L Account
General Ledger Account
Asset Number
Represents the Asset account where inventory price has booked.
R/O/C R
User Action and Values Will default from RFQ if maintained there.
C
Required to be chosen from drop down
R
Choose Asset number from drop down
Comments Will need to be entered by choosing from drop down Required to be manually entered only if material code has not been entered This action only to be done when A/c assign – A is used
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 180
MM COURSE: PURCHASING 3.
MM-ME21N-Create Purchase Order-Non-Valuated Material
Overview A purchase order for Non valuated material needs to be created and the vendor is known.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date. Purchase Order for Non valuated materials covers those administrative items and insurance spares whose value is booked to an account. Once received, only quantity tracking is possible since materials are nonvaluated.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Account Assignment Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code Cost Centre Material code Nature of Purchase System Date will default File Tracking Number Tax code for – ED / CST / LST
Output - Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Page | 181
MM COURSE: PURCHASING Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
Page | 182
MM COURSE: PURCHASING Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
Select appropriate PO Document type from the following: Sr. No.
PO Document Type
Document Type description
1
ZDGO
Purchase Orders issued under DGS&D Rates
2
ZEDO
Educational Purchase Orders released against Educational APO
3
ZEMO
Emergency Purchase Orders; doesn’t need reference of APO and can be created directly.
4
ZNBO
Need Based Purchase Order released against Need Based APO
5
ZNPO
Intermediate Receipt reference from Non-POC location.
6
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D rates
7
ZRPO
Regular Purchase Orders released against Advanced Purchase Orders
Page | 183
MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on Document Overview On button as shown below:
Select the appropriate Document Type
Page | 184
MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
Page | 185
MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 186
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate RFQ number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: K
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
On screen “Create Purchase Order”, enter information in the fields as specified in the table below: Field Name Tracking No.
Description Reference Tracking number
R/O/C R
User Action and Values Comments Tracking number to be entered here (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 187
MM COURSE: PURCHASING Click on the Enter button.
On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items
Page | 188
MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Page | 189
MM COURSE: PURCHASING Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
Select the Texts tab
Enter Item text under the appropriate heading
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 190
MM COURSE: PURCHASING CASE II: Purchase Order Creation w.r.t Requisition Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
Page | 191
MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 192
MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate PR number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: K
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
Click on the Enter button.
Page | 193
MM COURSE: PURCHASING On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items. Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number
Page | 194
MM COURSE: PURCHASING CASE III: Direct Purchase Order Creation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, enter information in the fields as specified in the table below. After each entry press enter to proceed in the below mentioned sequence:
Page | 195
MM COURSE: PURCHASING Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Vendor
Vendor number
R
Header Purchasing Organization Purchasing Group Company Code Item Overview Material
Section Header Purchasing organization code
R
Search by drop down menu
Purchasing group code
R
Search by drop down menu
Company code for purchase
R
Search by drop down menu
Material number
R
Plant
Facility where goods are produced or sold. Account where costs are allocated
R
Search by drop down menu to locate non valuated material code Enter plant
R
Enter to book costs
Vendor selling price for good Required units / quantity Text from the material master record Unit that good is purchased
R R R
Enter price Enter quantity Default from master record
R
Date material is required Currency used for plant Grouping together of materials by characteristics Location where stock is stored
R R R
Defaults from material master, change if required Enter delivery date Default Defaults from material master,
Acct. assignment category Net Price PO Quantity Short text Unit of measure Delivery Date Currency Material group Storage Location
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date) Vendor number known or search by drop down
Comments
Item Overview
O
Enter storage location, if required
Tracking number
Number that facilitates monitoring of the procurement of required materials
R
To be entered as per Purchaser‟s requirement
Requisitioner
To whom material is ordered
O
Name or initials of
Page | 196
Required for stock item, can be entered even later at time of Goods receipt Can be used in List display to list all PO‟s created by a certain buyer.
MM COURSE: PURCHASING requisitioner (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the Enter button.
On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items. Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Required to be chosen from drop down
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Page | 197
MM COURSE: PURCHASING
Click on the Enter button.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 198
MM COURSE: PURCHASING
4.
MM-ME21N-Create Purchase Order-Project Stock
Overview A purchase order for Project Stock material needs to be created, and the vendor is known. Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date. Purchase Order for Project stock materials covers those items purchased under a project; therefore their value is booked to a Project account. Once received, quantity and value tracking is possible.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Account Assignment Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code A for Internal Order Material code Nature of Purchase System Date will default Tracking Number Tax code for – ED / CST / LST
Page | 199
MM COURSE: PURCHASING Output – Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
Page | 200
MM COURSE: PURCHASING Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
Select appropriate PO Document type from the following: Sr. No.
PO Document Type
Document Type description
1
ZDGO
Purchase Orders issued under DGS&D Rates
2
ZEDO
Educational Purchase Orders released against Educational APO
3
ZEMO
Emergency Purchase Orders; doesn’t need reference of APO and can be created directly.
4
ZNBO
Need Based Purchase Order released against Need Based APO
5
ZNPO
Intermediate Receipt reference from Non-POC location.
6
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D rates
7
ZRPO
Regular Purchase Orders released against Advanced Purchase Orders
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MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on Document Overview On button as shown below:
Select the appropriate Document Type
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MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
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MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
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MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate RFQ number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Account Assignment Category: P Drag the appropriate Purchasing Document number in the basket
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Item Overview RFQ
Item Overview
RFQ item
Tracking No.
Reference document number
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date)
C
Comments
Enter the RFQ number which Use drop down has been finalized to place tool to refer to order RFQ list Item number C Item No. 1,2 and so on of If left blank all RFQ to be chosen for items will be reference copied from RFQ Reference Tracking number R Tracking number to be entered here (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING
Click on the Enter button.
On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items.
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MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
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MM COURSE: PURCHASING Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
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MM COURSE: PURCHASING
Select the Texts tab
Enter Item text under the appropriate heading
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
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MM COURSE: PURCHASING CASE II: Purchase Order Creation w.r.t Requisition Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
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MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Execute
or F8.
Enter Plant here
Enter Document Date here
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MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate PR number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Account Assignment Category: P Drag the appropriate Purchasing Document number in the basket
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
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MM COURSE: PURCHASING On the ‘Header Details’ screen, enter the BSNL Doc number on the customer data tab .
On the ‘Item Details’ screen, enter the Tax Code for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab –Invoice. Tax code is mandatory for all items.
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MM COURSE: PURCHASING Field Name Tax Code
Description Tax Code
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button and Check
R/O/C R
User Action and Values Will default from RFQ if maintained there.
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
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MM COURSE: PURCHASING CASE III: Direct Purchase Order Creation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, enter information in the fields as specified in the table below. After each entry press enter to proceed in the below mentioned sequence:
Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Vendor
Vendor number
R
Header Purchasing Organization
Section Header Purchasing organization code
R
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date) Vendor number known or search by drop down Search by drop down menu
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Comments
MM COURSE: PURCHASING Purchasing Group Company Code Item Overview Material
Purchasing group code
R
Search by drop down menu
Company code for purchase
R
Enter if not defaulted in from purchasing org or group
Material number
R
Plant
Facility where goods are produced or sold. Account where costs are allocated
R
Search by drop down menu to locate non valuated material code Enter plant
R
Enter to book costs
Vendor selling price for good Required units / quantity Text from the material master record Unit that good is purchased
R R R
Enter price Enter quantity Default from master record
R
Date material is required Currency used for plant Grouping together of materials by characteristics Location where stock is stored
R R R
Defaults from material master, change if required Enter delivery date Default Default from master record
Acct. assignment category Net Price PO Quantity Short text Unit of measure Delivery Date Currency Material group Storage Location
Item Overview
O
Enter storage location, if required
To be entered as per Purchaser‟s requirement
Tracking number
Number that facilitates monitoring of the procurement of required materials
R
Requisitioner
To whom material is ordered
O
Choose P – Project
Required for stock item, can be entered even later at time of Goods receipt Can be used in List display to list all PO‟s created by a certain buyer.
Name or initials of requisitioner (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional
Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
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MM COURSE: PURCHASING
Enter the WBS Element Number Field Name Tax Code
Description Tax Code
G/L Account
General Ledger Account
WBS Element Number
Represents the Project account where inventory price has booked.
R/O/C R
User Action and Values Will default from RFQ if maintained there.
C
Required to be chosen from drop down
R
Choose WBS number from drop down
Comments Will need to be entered by choosing from drop down Required to be manually entered only if material code has not been entered This action only to be done when A/c assign – P is used
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
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MM COURSE: PURCHASING 5.
MM-ME21N-Create Purchase Order-Stock Materials
Overview
A purchase order for valuated materials needs to be created, and the vendor is known. The materials will be stocked before they are consumed in plant activities.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code Material code Nature of Purchase System Date will default File Tracking Number Tax code for – ED / CST / LST
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MM COURSE: PURCHASING Output - Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
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MM COURSE: PURCHASING Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
Select appropriate PO Document type from the following: Sr. No.
PO Document Type
Document Type description
1
ZDGO
Purchase Orders issued under DGS&D Rates
2
ZEDO
Educational Purchase Orders released against Educational APO
3
ZEMO
Emergency Purchase Orders; doesn’t need reference of APO and can be created directly.
4
ZNBO
Need Based Purchase Order released against Need Based APO
5
ZNPO
Intermediate Receipt reference from Non-POC location.
6
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D rates
7
ZRPO
Regular Purchase Orders released against Advanced Purchase Orders
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MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on Document Overview On button as shown below:
Select the appropriate Document Type
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MM COURSE: PURCHASING On screen “Create Purchase Order”, Click on On button Purchasing Document which may be any of the following:
and select appropriate
Purchase Order – It will be used if you want to copy from existing PO Request for Quotation – If PO is to be made with reference to RFQ Contracts – If a contract exist and you need to create PO with reference to that contract Purchase Requisitions – If you want to create with reference to PR
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MM COURSE: PURCHASING On screen “Purchasing Documents” Enter the plant and document date and click on Excecute
or F8.
Enter Plant here
Enter Document Date here
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MM COURSE: PURCHASING On screen “Create Purchase Order”, drag the appropriate RFQ number with reference to which you want to create PO into the basket below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
All the necessary details will be picked from Purchasing Document if you are referring any purchasing document. If you are not referring any purchasing document then you have to enter all required detail manually
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MM COURSE: PURCHASING On screen “Create Purchase Order”, enter information in the fields as specified in the table below (Optional)
Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Item Overview RFQ
Item Overview
RFQ item
Tracking No.
Reference document number
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date)
C
Comments
Enter the RFQ number which Use drop down has been finalized to place tool to refer to order RFQ list Item number C Item No. 1,2 and so on of If left blank all RFQ to be chosen for items will be reference copied from RFQ Reference Tracking number R Tracking number to be entered here (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below:
Select the appropriate Tax Code from the available list in the field Tax code under the tab – Invoice. Tax code is mandatory for all items.
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MM COURSE: PURCHASING
You can check calculation of taxes by pressing the tab
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Taxes
MM COURSE: PURCHASING
Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING Click on the Enter button. Click on Text tab to enter Header Text in PO
Click on Text tab and enter text under the appropriate heading.
Entering of BSNL old reference number Select the tab Customer Data and make your entry in the field BSNL Document number
Enter BSNL reference number here
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MM COURSE: PURCHASING Entering of Purchasing Conditions in Purchase Order For e.g. if you want to add purchasing conditions like Freight, Discount in the Purchase order then select the tab Conditions at the item level
Select appropriate Pricing Select the Conditions
Enter the value of Pricing
Press this tab to insert new pricing conditions and press F4 to get the list of available conditions
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MM COURSE: PURCHASING Entering the Item Text in the PO If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under the appropriate heading.
Select the Texts tab
Enter Item text under the appropriate heading
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MM COURSE: PURCHASING Checking the Output / Printer setting for PO To check the printer setting click on the tab Messages Click here to check the settings of PO output
Output Type should be – NEU Medium should be – 1- Print Output Partner Function should be – VN After checking the above select the line item and click on the tab Communication Method
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MM COURSE: PURCHASING
Check Printer tick on the Print Immediately and Release after output should be there
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MM COURSE: PURCHASING The Purchase Order may be posted by clicking on the Save
button.
A message will be displayed stating that the purchase order was saved, with the purchase order number.
Press Save Button
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MM COURSE: PURCHASING
After pressing the save button you will get the PO number at the bottom of screen
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MM COURSE: PURCHASING 6.
MM-ME21N-Create Purchase Order-Subcontracting & Repair
Overview
A purchase order for subcontracting needs to be created, and the subcontractor (vendor) is known. The raw materials will be issued to the subcontractor and the finished goods will be received.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
Input - Required Fields Vendor Purchasing Organization Purchasing Group Date Material Qty Net Price Delivery Date Plant Material code Document Type Purchase Order Date Req Tracking Number Tax Code
Field Value / Comments Vendor number Purchasing Organization code Purchasing Group code Purchase order date – default is system date Material which is being purchased Quantity of Purchase Effective purchase price Anticipated Delivery Date Plant code Material code Nature of Purchase System Date will default File Tracking Number Tax code for – ED / CST / LST
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MM COURSE: PURCHASING Output - Results Purchase order document
Comments Can be changed, displayed or printed which can then be printed to send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code.
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MM COURSE: PURCHASING Procedural Steps
Purchase Order Creation Access transaction by: Via Menu
Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known
Via Transaction Code
ME21N
On screen “Create Purchase Order”, enter information in the fields as specified in the table below. After each entry press enter to proceed in the below mentioned sequence:
Item category: L Account Assignment category: K
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MM COURSE: PURCHASING Field Name Document Type Doc. date
Description Document type
R/O/C R
Purchase order date
R
Vendor
Vendor number
R
Header Purchasing Organization Purchasing Group Company Code Item Overview Material
Section Header Purchasing organization code R
Material number
R
Plant
Facility where goods are produced or sold. Vendor selling price for good Required units / quantity Text from the material master record Unit that good is purchased
R
Search by drop down menu, it should be end with R Enter plant
R R R
Enter price Enter quantity Default from master record
R
Date material is required Currency used for plant Grouping together of materials by characteristics Location where stock is stored
R R R
Defaults from material master, change if required Enter delivery date Default Defaults from material master
O
Enter storage location, if required
Tracking number
Number that facilitates monitoring of the procurement of required materials
R
To be entered as per Purchaser‟s requirement
Requisitioner
For whom material is ordered In case of subcontracting PO
O
Name or initials of requisitioner Enter L Subcontracting
Net Price PO Quantity Short text Unit of measure Delivery Date Currency Material group Storage Location
Item Category
Purchasing group code
R
Company code for purchase
R
User Action and Values Please refer the attached annexure Date PO created (defaults to today‟s date) Vendor number known or search by drop down
Comments ZNBO
Please refer the attached annexure Please refer the attached annexure Enter if not defaulted in from purchasing org or group
Item Overview
R
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Required for stock item, can be entered even later at time of Goods receipt Can be used in List display to list all PO‟s created by a certain buyer. Potential entry is employee number.
MM COURSE: PURCHASING (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button. On the ‘Item Details’ screen, enter the following for each Item. Enter information in table below: Field Name Tax Code
Description Tax Code
R/O/C R
User Action and Values Will default from RFQ if maintained there.
Comments Will need to be entered by choosing from drop down
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
To Explode the BOM click on Components field or click on the component field to enter the child parts.
Click on the Component s
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MM COURSE: PURCHASING Enter all the required details
Enter the Damage material number
Enter the Quantity
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MM COURSE: PURCHASING Click on the back button. Press enter, than go to Account Assignment and Enter the Appropriate G/L A/c and Cost center.
Enter the G/L Account Number Enter the Cost Center Number
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button. A message will be displayed stating that the purchase order was saved, with the purchase order number.
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MM COURSE: PURCHASING 7.
MM-ME21N-ZSTE-Stock Transfer PO External
Overview
PO Type ZSTE-External Purchase Order will be created if material is being Stock Transferred from Plant of One Company Code to other plant of another Company Code
Business Process Description Overview This process describes how to Create External Stock Transfer
Input - Required Fields Material Plant Quantity Vendor Price
Field Value/Comments Material To be Stock Transferred Plant Which Need the material Quantity Required Enter Vendor Code Price at which material is to be Stock Transferred
Output - Results PO Number
Comments PO type ZSTE created
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MM COURSE: PURCHASING Procedural Steps Create Purchase Order
Access the transaction by T Code: Transaction Code
ME21N - Create ME22N - Change ME23N - Display
On the Screen “Create Purchase Order” enter the following details: Field Name Document Type
Description Select the Appropriate PO Type
R/O/C R
Document Overview On Select PR Number Tax Code
Click on the Tab Document Overview On
R
Search the PR with reference to which you want to create PO Enter the appropriate Tax Code
R R
User Action and Values Select PO Type – ZSTE(Stock transfer External) Click on the Tab Document Overview On
Comments
Select the required PR number Select the Tax Code IA for creating PO in Depot
Create Purchase Order with Reference to Purchase Requisition.
Select Document Type: ZSTE Select Purchase Requisition Number & Click on Adopt
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MM COURSE: PURCHASING All the Details adopts from the Purchase Requisition.
Enter the Invoice
Enter the Tax Code
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MM COURSE: PURCHASING On the Screen “Create Purchase Order” press Save button
Stock Transfer External order Created
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MM COURSE: PURCHASING 8.
MM-ME21N-ZSTI-Stock Transfer PO Internal
Overview
PO Type ZSTI-Internal Purchase Order will be created if material is being Stock Transferred within same Company Code Business Process Description Overview This process describes how to Create Internal Stock Transfer Purchase order
Input - Required Fields Material Plant Quantity Vendor
Field Value/Comments Material To be Stock Transferred Plant Which Need the material Quantity Required Enter Vendor Code
Output - Results PO Number
Comments PO type ZSTI created
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MM COURSE: PURCHASING Procedural Steps Create Purchase Order
Access the transaction by T Code: Transaction Code
ME21N - Create ME22N - Change ME23N - Display
On the Screen “Create Purchase Order” enter the following details: Field Name Document Type Document Overview On Select PR Number Item Category
Description Select the Appropriate PO Type
R/O/C R
Click on the Tab Document Overview On
R
Search the PR with reference to which you want to create PO Item Category should be “U” in case of Internal Stock Transfer Purchase Order
R R
User Action and Values Select PO Type – ZSTI(Stock transfer Internal) Click on the Tab Document Overview On Select the required PR number Item Category should be “U” in case of Internal Stock Transfer Purchase Order
All other necessary details will be copied from PR if you are creating PO with reference to PR. Create Purchase Order with reference to Purchase Requisition.
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Comments
MM COURSE: PURCHASING
Select Document Type: ZSTI
Select PR Number and Click on Adopt button
All other necessary details will be copied from PR.
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MM COURSE: PURCHASING On the Screen “Create Purchase Order” press Save button
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MM COURSE: PURCHASING 9.
MM-ME22N-Change Purchase Order
Overview
A purchase order needs to be changed. A change in quantity and/or other required details are the primary triggers for this transaction.
Business Process Description Overview Prior to changing or deleting a purchase order, a written approval needs to be taken. If part of the purchase order quantity has already been received, then any changes made in the purchase order will only reflect in subsequent goods receipts. If someone else has deleted the purchase order, a new purchase order will have to be created, as it is not possible to change a deleted Purchase order.
Input - Required Fields Purchase order number
Field Value / Comments Can be found using drop down
Output – Results Purchase order changed or deleted
Comments The Purchase order records changes made including old value, new value, date, time and id of the person who has made changes.
Tips and Tricks If a purchase order has been deleted, you can still use that purchase order and create a new one using the canceled purchase order as a reference. System by default displays the most recently opened Purchase order, so if changes need to be made to another order, the number has to be typed on the ‘Other Purchase order’ button. To save the document, you can click on the save folder.
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MM COURSE: PURCHASING Since Purchase order processing is an enjoy transaction, change purchase order can also be viewed from transaction ME21N by clicking on the
button.
Procedural Steps
Access transaction by: Via Menus Via Transaction Code
Logistics>Materials Management>Purchase>Purchase order>Change ME22N
On screen “Change Purchase order”, the last Purchase order saved will be shown. Enter information in the fields as specified in the table below:
Enter the PO Number
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MM COURSE: PURCHASING Field Name Purchase order Number
Description Purchase order Number
R/O/C R
User Action and Values Comments If you don‟t want to work with Purchase order the defaulted purchase order, can be found click on the „Other Purchase using the order‟ button on the header bar Display or List (It has been shown with an Display arrow).Enter a unique purchase function. order number that requires to be changed. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Enter button.
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MM COURSE: PURCHASING On the same screen, to change quantity, price, date required, text etc., enter information in the fields as specified in the table below:
Field Name Item Number Net Price Delivery date Quantity Text
Description Item number
R/O/C R
Price change Date Change
O O
User Action and Values Selects the item number that needs to be changed Change price if required Change date if required
Quantity Change Text change
O O
Change quantity if required Change or add text if required
Comments
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
On the same screen, to Delete purchase order or item: Click on the line of the item to be deleted Click on the Delete (trash can) icon, or use menu path Edit>Delete
Click on Delete button
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MM COURSE: PURCHASING Select “Yes” on the pop up box to delete the item
The item is now flagged for deletion (see the column labeled “D”; there will be a checkmark).
Click on the SAVE Button.
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MM COURSE: PURCHASING 10. MM-ME23N-Display Purchase Order Overview A purchase order needs to be displayed. A Display of quantity and/or required details is the primary triggers for this transaction.
Business Process Description Overview There are two methods for Displaying Purchase Orders - Display and list Display.
Input - Required Fields Purchase order number
Field Value / Comments Can be found using drop down
Output – Results Purchase order displayed
Comments The Purchase order records all changes made even details such as old value, new value, date, time and id of the person who has made changes.
Tips and Tricks
System by default displays the most recently opened Purchase order, so if displays need to be made to another order, the number has to be typed on the ‘Other Purchase order’ button.
List display is a more comprehensive method of displaying Purchase Orders, because it will allow for detailed searches on various criteria. It is covered in the BPP – ‘MM-ME2N-Purchase Orders by PO Number’.
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MM COURSE: PURCHASING Since Purchase order processing is an enjoy transaction, display purchase order can also be viewed from transaction ME21N by clicking on the
button. Procedural Steps
Access transaction by: Via Menus Via Transaction Code
Logistics>Materials Management>Purchase>Purchase order>Display ME23N
On screen “Display Purchase order”, the last Purchase order saved will be shown. Enter information in the fields as specified in the table below:
Field Name Purchase order Number
Description Purchase order Number
R/O/C R
User Action and Values If you don‟t want to work with the defaulted purchase order, click on the „Other Purchase order‟ button on the header bar (It has been shown with an arrow).Enter a unique purchase order number that requires to be displayed.
Comments Purchase order can be found using the Display or List Display function.
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
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MM COURSE: PURCHASING
Click on the Enter button. On the same screen, to display quantity, price, date required, text etc., select item number and view the item specific fields in the item details screen as below:
Field Name Net Price Delivery date Quantity Text
Description Price display Date Display
R/O/C O O
User Action and Values Display price if required Display date if required
Comments
Quantity Display O Display quantity if required Text display O Display if required (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Save button Page | 258
MM COURSE: PURCHASING 11. MM-ZMMP_POTOL-PO Tolerance Overview A set tolerance limits for the PO. BUSINESS PROCESS PROCEDURE OVERVIEW Sometimes it may happen that there is variation in the price quoted . So, tolerance limits are defined for the document type to avoid any discrepancy at a later stage and help in smooth work flow and document processing.
Procedural Steps
Access transaction by: Via Transaction Code
ZMMP_POTOL
On screen “Display view “Table for Enter Tolerance Limit”: Overview”: Click on the tab
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MM COURSE: PURCHASING Click on the NEW ENTERIES
Field Name Company Code Category Type Perc.1
Description The company code for which you want to define the tolerance limits Document category Enter the document type Amount of tolerance
tab .
R/O/ C R
User Action and Values Enter the company code
R R R
Enter the document category Enter the document type. Enter the value of tolerance.
Make the entries in the appropriate field and click on SAVE SAVE tab
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tab.
Comments
MM COURSE: PURCHASING
EXIT button
Make the entries in the required fields.
After setting the tolerance limits click on the exit button
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MM COURSE: PURCHASING 12. MM-ME9F-Message Output Purchase Orders Overview A Purchase Order needs to be printed
Business Process Procedure Overview This procedure details how to print a purchase order created in R/3
Input – Required Fields Message Data
Field Value/Comments Details the type of message to print.
Output – Results A successfully printed purchase order
Comments
Tips and Tricks
The more search parameters that are entered the more efficient the search and the less unnecessary information that is displayed.
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MM COURSE: PURCHASING Procedural Steps
Access transaction by:
Via Menu Via Transaction Code
Logistics>Materials Management>Purchasing >Purchase Order>Messages>Print/Transmit ME9F
On screen “Message Output”, enter information in the fields as specified in the table below:
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MM COURSE: PURCHASING Field Name Purch. Doc. Data Document Number Vendor Purchasing Organizatio n Purchasing Group Document Type
Document Date Message Data Application
Message type Processing status
Creation date Time created
Description
R/O/C
User Action and Values
PO Number
O
Choose from drop down menu
Vendor # Purchasing Organization #
O O
Choose from drop down menu Please refer the attached annexure
Purchasing Group #
O
Please refer the attached annexure
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system Date on which the purchasing document was created.
O
Please refer the attached annexure
O
Enter Document date or choose from drop down menu
Subdivides the usage of a condition for the use in different application areas Specifies the kind of output
R
EF defaults for Purchase Order
O
Choose from drop down menu
Indicates the status1 indicates the process was successful. 2 indicates an error 0 indicates the process has not yet started Date the message is create
C
Default is 0
O
Enter date or choose the drop down menu Defaults to time started
Comment s
Displays the time the message C was created (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Click on the Execute button. On screen “Message Output” select the appropriate Purchase Order and perform the following:
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MM COURSE: PURCHASING
Select the check box Click on
and and/ or
Message>
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