Sap Mm End User Training Manual
May 12, 2017 | Author: sudershan9 | Category: N/A
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MATERIALS MANAGEMENT End User Training Manual Materials Management
SUBMITTED TO
Project Deep Roots Version 1.0
Project Deep Roots
User Training Guide, Version 1.0
Icons Icon
Meaning Caution Example Note or Tip Recommendation Syntax
Abbreviations R
Required entry field (used in the end-user procedures)
O
Optional entry field (used in the end-user procedures)
C
Conditional field (used in the end-user procedures)
N.A.
Not Applicable (used in the end-user procedures)
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Table of Contents 1
2
Purpose .................................................................................................................................... 3 1.1
Prerequisites .................................................................................................................. 3
1.2
Navigation & List of Favorites ........................................................................................ 3
1.2.1
Navigation .................................................................................................................. 3
1.2.2
Maintain List of favorites ............................................................................................ 3
1.2.3
Important Definitions .................................................................................................. 3
Master Data .............................................................................................................................. 3 2.1 2.1.1
Create Material Master .............................................................................................. 3
2.1.2
Change Material Master............................................................................................. 3
2.1.3
Display Material Master ............................................................................................. 3
2.1.4
Extend Material Master .............................................................................................. 3
2.2
Vendor Master................................................................................................................ 3
2.2.1
Create Vendor Master................................................................................................ 3
2.2.2
Change Vendor Master.............................................................................................. 3
2.2.3
Display Vendor Master............................................................................................... 3
2.2.4
Extend Vendor Master ............................................................................................... 3
2.3
Service Master ............................................................................................................... 3
2.3.1
Create Service Master ............................................................................................... 3
2.3.2
Create Model Service Specification........................................................................... 3
2.3.3
Create Model Service Specification with Outline Path .............................................. 3
2.4 2.4.1 3
Material Master .............................................................................................................. 3
Vendor Evaluation.......................................................................................................... 3 Maintain Vendor Evaluation ....................................................................................... 3
Purchasing................................................................................................................................ 3 3.1
Purchase Requisition (PR)............................................................................................. 3
3.1.1
Creating PR for Operational Material......................................................................... 3
3.1.2
Creating PR for Operational Material with Account Assignment- k ........................... 3
3.1.3
Creating PR for Project Material with Account Assignment- Q ................................. 3
3.1.4
Creating PR for Operational Material with Account Assignment- A .......................... 3
3.1.5
Creating PR for Operational Services with Account Assignment- k .......................... 3
3.1.6
Creating PR for Project Services with Account Assignment- P................................. 3
3.2
Releasing Purchase Requisition .................................................................................... 3
3.2.1
Individual Release of Purchase Requisition .............................................................. 3
3.2.2
Collective Release of Purchase Requisition .............................................................. 3
3.3
List Display of Purchase Requisition.............................................................................. 3
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Request for Quotation (RFQ) ......................................................................................... 3
3.4.1
Request for Quotation (RFQ) – For Material ............................................................. 3
3.4.2
Request for Quotation (RFQ) – For Services ............................................................ 3
3.4.3
Message output: RFQ................................................................................................ 3
3.5
Maintaining Quotation .................................................................................................... 3
3.5.1
Maintaining Quotation for Material............................................................................. 3
3.5.2
Maintaining Quotation for Services............................................................................ 3
3.6
Price Comparison........................................................................................................... 3
3.6.1
Price Comparison for Material ................................................................................... 3
3.6.2
Price Comparison for Services .................................................................................. 3
3.7
Creating Contract ........................................................................................................... 3
3.7.1
Creating Contract for Material.................................................................................... 3
3.7.2
Creating Contract for Services................................................................................... 3
3.8 3.8.1 3.9 3.9.1 3.10 3.10.1 3.11 3.11.1 3.12
Releasing Contracts....................................................................................................... 3 Release of Contract ................................................................................................... 3 Creating Scheduling Agreement .................................................................................... 3 Creating Scheduling Agreement for Material............................................................. 3 Releasing Scheduling Agreement.................................................................................. 3 Release of Scheduling Agreement ............................................................................ 3 Delivery Schedule .......................................................................................................... 3 Maintain Delivery Schedule for Material .................................................................... 3 Purchase Order .............................................................................................................. 3
3.12.1
Purchase Order for Procurement of Local Stock Material ........................................ 3
3.12.2
Creating Purchase Order for Procurement of Imported Material............................... 3
3.12.3
Purchase Order for Procurement of External Services ............................................ 3
3.13
Releasing Purchase Orders ........................................................................................... 3
3.13.1
Individual Release of Purchase Order ....................................................................... 3
3.13.2
Collective Release of Purchase Orders..................................................................... 3
3.13.3
Message Output......................................................................................................... 3
3.14
4
User Training Guide, Version 1.0
List Display of Purchase Order ...................................................................................... 3
3.14.1
Per Vendor ................................................................................................................. 3
3.14.2
Per Material................................................................................................................ 3
Inventory Management............................................................................................................. 3 4.1
Goods Receipt & Goods Issue....................................................................................... 3
4.1.1
Default Values............................................................................................................ 3
4.1.2
Goods Receipt against a Purchase Order ................................................................. 3
4.1.3
Display the Material & a corresponding Accounting Document & PO history ........... 3
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4.1.4
Initial Entry of Stock Balances ................................................................................... 3
4.1.5
Delivery Free of Charge............................................................................................. 3
4.1.6
GR Blocked Stock...................................................................................................... 3
4.1.7
Release the GR blocked stock .................................................................................. 3
4.1.8
Return Delivery w.r.t. a Material Document ............................................................... 3
4.1.9
Return Delivery w.r.t. a Purchase Order.................................................................... 3
4.1.10
Cancellation w.r.t. a Material Document .................................................................... 3
4.1.11
Date Checks in GR for a Purchase Order ................................................................. 3
4.1.12
Goods Issue............................................................................................................... 3
4.2
Transfer Postings & Stock Transfer ............................................................................... 3
4.2.1
Default Values............................................................................................................ 3
4.2.2
Stock Transfer between Storage Locations............................................................... 3
4.2.3
Stock Transfer between Plants using Stock Transport Order ................................... 3
4.3
Creation and Acceptance of Service Entry Sheet.......................................................... 3
4.3.1
Creation and Acceptance of Service Entry Sheet ..................................................... 3
4.3.2
Collective Release of Service Entry Sheet ................................................................ 3
4.4
List Display of Inventory ................................................................................................. 3
4.4.1
Stock Overview .......................................................................................................... 3
4.4.2
Warehouse Stock....................................................................................................... 3
4.5
Physical Inventory .......................................................................................................... 3
4.5.1
Create Physical Inventory Document ........................................................................ 3
4.5.2
Enter Physical Inventory Count ................................................................................. 3
4.5.3
Post Inventory Differences......................................................................................... 3
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1 Purpose The purpose of End User Training Manual is to guide & describe the general steps required for handling various transactions & manually processing various documents within the system landscape.
1.1 Prerequisites •
All configuration must be completed in SPRO.
1.2 Navigation & List of Favorites 1.2.1
Navigation
Use Logging on to the System & Initial Tasks. Log on to the system & carry out some basic exercises in the system. The menu path refers to the SAP standard menu.
Procedure 1. Start the SAP Logon program. 2. Choose the entry for the SAP system. 3. Choose the Logon pushbutton. 4. Enter A. Client B. User Name C. Initial Password D. logon Language
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When you log on for the first time, enter a new password of your choice twice in the window that appears.
In the course of one Logon to a system, you can open at the most 6 parallel sessions. F1 Help: You can use the F1 key to display an explanation of fields, menus, functions & messages.
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F4 Help: You can use the F4 key to display information on possible input values. You can also call up the F4 help for a field using the button immediately to the right of the selected field.
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1.2.2
User Training Guide, Version 1.0
Maintain List of favorites
Use Because you work with some documents frequently, it is a good idea to include these transactions in a list of favorites.
Procedure 1. Following are the ways of including transactions in the favorites: 2. Drag & drop: Drag the desired transaction from the menu to your list of favorites. 3. Right mouse button: Right-click the required transaction and choose Add to Favorites. 4.
in the standard toolbar: When you choose selected entry is copied.
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& then Add to Favorites, the
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1.2.3
User Training Guide, Version 1.0
Important Definitions
Organizational Levels in the Procurement Process 1. Client: Client is the highest hierarchical level. •
Specifications or data saved at this level is applicable to all company codes & all other units.
•
User Master record must be created in the client.
•
Defined by three – digit numeric key.
2. Company Code: •
Company is the smallest organizational unit of external accounting for which a complete, self-contained book keeping system can be replicated.
•
It is defined by four character alphanumeric key.
3. Plant: Plant is an organizational unit within logistics. Since the key of a plant is unique in a client & a plant can only belong to one company code, by specifying the plant, you simultaneously specify the company code. It is defined by four character alphanumeric key. 4. Storage Location: Inventory management on a quantity basis is carried out in the plant at storage location level. When you specify a storage location you always specify the plant too. It is defined by four character alphanumeric key.
Purchasing Group & Purchasing Organization: 1. Purchasing Group: •
Internally responsible for procurement of material.
•
Externally dealings with its vendors.
2. Purchasing Organization: is an organizational unit within logistics that subdivides the enterprise according to the purchasing requirements.
Procurement Cycle: 1. Determination of Requirement- Purchase Requisitions – Manual &/ Or MRP 2. Determination of source of supply 3. Vendor Selection 4. Purchase Order handling 5. Purchase order monitoring 6. Goods Receipt 7. Invoice Verification 8. Payment Processing
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2 Master Data 2.1 Material Master Use The material master record is an enterprise’s main source of material –specific data. It is used by all areas of logistics in the SAP R/3 system. The integration of all material data in a single database object eliminates the problem of data redundancy. All areas, such as purchasing, inventory management, materials planning, & invoice verification, can jointly use the data stored.
Important Definitions 1. Material Type: Material with the same properties are assigned to the same material type. Material type controls •
The type of Number Assignment (Internal or External)
•
The permissible number range intervals.
•
Which screen appear & in which order.
•
Which user department-specific data is suggested for entry (in views).
•
Which procurement type is allowed for a material.
•
It determines which accounts are posted when a receipt or issue of material from warehouse is booked.
2. Industry Sector: determines •
Which screens appear & in which order.
•
Which industry –specific fields appear on each sectors.
3. Item Category: •
The item category enables you to replicate different procurement processes.
•
The document type determines which item categories are available for selection.
•
The item categories specifies whether a material number, an account assignment, a goods receipt, & / or invoice receipt are possible or necessary for an item.
4. Valuation Class: •
Valuation class is maintained in Accounting View of the Material Master Record.
•
In automatic account determination, the valuation class is used to determine which stock account is to be updated during the goods movements of a material.
•
The valuation class is a key used to group together materials with the same account determination.
•
The permissible valuation classes depend on the material type.
5. Reorder Point Planning: Automatically Reorder point is decided by MRP controller. •
Automatically Reorder based on forecast.
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•
User Training Guide, Version 1.0
The system checks available stock for MRP (sum of plant stock & fixed receipts).
6. Moving Average Price: •
In valuation using the moving average price, the system valuates goods receipts with the P.O. price & goods issues with the current moving avg. price.
•
Moving Average Price = Total Stock Value/ Total Stock Quantity
•
Any differences from the P.O. price that occur during the invoice receipt are posted directly to the stock account during stock coverage, & the system determines a new moving average price.
7. Fixed Order Quantity: •
The system creates an order proposal for the fixed lot size in the case of a material shortage.
•
If this order quantity is not sufficient to cover the shortage, the system generates several order proposals for the same date until the shortage is covered.
8. Replenish Quantity: •
If you select replenish to maximum stock level & a material shortage occurs, the system creates an order proposal for the quantity required to bring the stock level up to the maximum stock level that is recorded in the material master record.
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2.1.1
User Training Guide, Version 1.0
Create Material Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MM01
IMG Menu
Logistics Materials Management Material Master Material Create (General) Immediately
2. Enter the data on the Initial screen. Then choose
, with the quick-info text enter.
Field name
R/O/C
Note
Material
O
Leave blank. Number assigned by system.
Industry Sector
R
Only H- Hotel is available.
Material Type
R
Use pull down to select or F4 button.
Change Number
C
Copy from Material
O
For reference
3. Select the following views on the Select Views screen. Then choose info text enter. Field name
R/O/C
Basic Data 1
R
Purchasing
R
Purchase Order Text
O
MRP1
O
MRP2
O
MRP3
O
Plant Data Storage 1
O
Accounting 1
R
Note
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, with the quick-
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4. Enter the data In the Organizational Levels dialog box. Then choose info text enter. Field name
R/O/C
Plant
R
Storage Location
O
Note
5. Enter the data In the Basic Data screen. Then choose Field name
R/O/C
, with the quick-
, with the quick-info text enter.
Note
Basic Data Material Description
R
Base Unit of Measure
R
Use pull down to select or F4 button.
Conversion Unit
O
Use pull down to select or F4 button.
Material Group
R
Use pull down to select or F4 button.
Net Weight
O
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Field name
R/O/C
Unit of Weight
O
Old Material Number
O
Note
6. Enter data in the remaining views selected. To get to the next view in each case, choose , with the quick-info text enter. Field name
R/O/C
Note
Purchasing View
R
Purchasing Group
R
GR Processing Time
O
Order Unit
O
Purchase Order Text View
O
MRP 1 View
O
MRP Group
R
Use pull down to select or F4 button.
MRP Controller
R
Use pull down to select or F4 button.
MRP Type
R
Use pull down to select or F4 button.
Use pull down to select or F4 button.
Use pull down to select or F4 button.
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Field name
R/O/C
Note
Reorder Point
R
Use pull down to select or F4 button.
Lot Type
R
Use pull down to select or F4 button.
Fixed Lot Size
C
Maximum Lot Size
C
MRP 2 View
O
Planned Delivery Time
R
Safety Stock
R
MRP 3 View
O
Availability Check
R
Plant Data / Storage 1
O
Max. Storage Period
O
Min. Rem. Shelf Life
O
Total Shelf Life
O
Accounting 1
R
Valuation Class
R
Use pull down to select or F4 button.
Proj. Stk. Val. Class
R
Use pull down to select or F4 button.
Moving Price
R
Std. Price
R
Use pull down to select or F4 button.
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7. Choose
User Training Guide, Version 1.0
, with the quick info text Save or Click Yes button.
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2.1.2
User Training Guide, Version 1.0
Change Material Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MM02
IMG Menu
Logistics Materials Management Material Master Material Change Immediately
2. Enter the data on the Initial screen. Then choose Field name
R/O/C
Material
R
Change Number
O
, with the quick-info text enter.
Note
3. Select the following views on the Select Views screen. Then choose info text enter. Field name
R/O/C
Basic Data 1
O
Purchasing
O
Purchase Order Text
O
MRP1
O
MRP2
O
MRP3
O
Plant Data Storage 1
O
Accounting 1
O
Note
4. Enter the data In the Organizational Levels dialog box. Then choose info text enter. Field name
R/O/C
Plant
R
Storage Location
O
, with the quick-
Note
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, with the quick-
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User Training Guide, Version 1.0
5. Change the data to be changed. Then choose next view. 6. Choose
, with the quick-info text enter to get on
, with the quick info text Save to save changed data.
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2.1.3
User Training Guide, Version 1.0
Display Material Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MM03
IMG Menu
Logistics Materials Management Material Master Material Display Display Current
2. Enter the data on the Initial screen. Then choose Field name
R/O/C
Material
R
, with the quick-info text enter.
Note
3. Select the following views on the Select Views screen. Then choose info text enter. Field name
R/O/C
Basic Data 1
O
Purchasing
O
Purchase Order Text
O
MRP1
O
MRP2
O
MRP3
O
Plant Data Storage 1
O
Accounting 1
O
Note
4. Enter the data In the Organizational Levels dialog box. Then choose info text enter. Field name
R/O/C
Plant
R
Storage Location
O
5. Choose
, with the quick-
Note
, with the quick-info text enter to get to the next view.
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, with the quick-
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2.1.4
User Training Guide, Version 1.0
Extend Material Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MM01
IMG Menu
Logistics Materials Management Material Master Material Create (General) Immediately
2. Enter the data on the Initial screen. Then choose
, with the quick-info text enter.
Field name
R/O/C
Note
Material
O
Leave blank. Number assigned by system.
Industry Sector
R
Only H- Hotel is available.
Material Type
R
Use pull down to select or F4 button.
Change Number
C
Copy from Material
R
For reference
3. Select the following views on the Select Views screen. Then choose info text enter. Field name
R/O/C
Basic Data 1
R
Purchasing
R
Purchase Order Text
O
MRP1
O
MRP2
O
MRP3
O
Plant Data Storage 1
O
Accounting 1
R
Note
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, with the quick-
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User Training Guide, Version 1.0
4. Enter the data In the Organizational Levels dialog box. Then choose info text enter. Field name
R/O/C
Plant
R
Storage Location
O
, with the quick-
Note
Copy from Plant
R
Storage Location
O
5. Change data in the following views selected if required. To get to the next view in each case, choose
, with the quick-info text enter.
Field name
R/O/C
Note
Purchasing View
R
Purchasing Group
R
GR Processing Time
O
Order Unit
O
MRP 1 View
O
MRP Controller
R
Use pull down to select or F4 button.
Reorder Point
R
Use pull down to select or F4 button.
Lot Type
R
Use pull down to select or F4 button.
Fixed Lot Size
C
Maximum Lot Size
C
MRP 2 View
O
Planned Delivery Time
R
Safety Stock
R
MRP 3 View
O
Use pull down to select or F4 button.
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Field name
R/O/C
Note
Availability Check
R
Use pull down to select or F4 button.
Plant Data / Storage 1
O
Max. Storage Period
O
Min. Rem. Shelf Life
O
Total Shelf Life
O
Accounting 1
R
Moving Price
R
Std. Price
R
6. Choose
, with the quick info text Save.
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2.2 Vendor Master Use The vendor master record contains information on an enterprise’s vendors. The vendor master record is maintained by both purchasing and accounting. The data in the vendor master record is subdivided into the following categories: a. General data: is valid for the whole client. It includes address & bank details, for example. b. Accounting data: maintained at company code level. It comprises data such as the number of the reconciliation account & the payment methods for automatic payment transactions. c.
Purchasing data: maintained for each purchasing organization. It includes the purchase order currency, Inco terms, & various control data pertaining to the vendor.
Important Definitions 1. Account Group: decide which account group you are going to assign to the vendor It controls •
The screens & fields that are needed for the relevant role of your business partner appear & are ready to accept user input.
•
The type of number assignment.
•
Field selection- Which fields are ready for user input. Which field must be maintained. Which fields are hidden.
•
The status- vendor or one time vendor.
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2.2.1
User Training Guide, Version 1.0
Create Vendor Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
XK01
IMG Menu
Logistics Materials Management Purchasing Vendor Central Create
2. Enter the data on the Initial screen. Then choose Field name
R/O/C
Vendor
, with the quick-info text enter.
Note Leave blank. Number assigned by system.
Company Code
R
RCL1is the only value to be used.
Purchasing Organisation
R
Use pull down to select or F4 button.
Account Group
R
Use pull down to select or F4 button.
Reference
C
Vendor
O
Use pull down to select or F4 button.
Company Code
O
RCL1is the only value to be used.
Purchasing Organisation
O
Use pull down to select or F4 button.
3. Enter data in the views selected. To get to the next view in each case, choose the quick-info text enter. Field name
R/O/C
Create Vendor: Address View
R
Title
R
Name
R
Serch Term
O
Street
O
Note
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, with
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Field name
R/O/C
Note
Street 2
O
Street 3
O
Street 4
O
Street 5
O
House No.
O
District
O
Postal Code
R
City
O
Country
R
Use pull down to select or F4 button.
Region
O
Use pull down to select or F4 button.
Language
R
Teleohone
O
Mobile No.
O
Fax
O
Email
O
Create Vendor: Accounting Information Accounting View
R
Rec. Account
R
Create Vendor: Payment Transaction Accounting View
R
Payment Terms
R
Home Bank
R
Create Vendor: Purchasing Data View
C
Order Currency
R
Use pull down to select or F4 button.
Terms of Paymnt
O
Use pull down to select or F4 button.
Incoterms
O
Use pull down to select or F4 button.
Schema Group, Vendor
R
Use pull down to select or F4 button.
G.R. based inv. Verify.
O
Planned Delivery Time
O
SRV_BASED_IV
O
Use pull down to select or F4 button.
Use pull down to select or F4 button.
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4. Choose
User Training Guide, Version 1.0
, with the quick info text Save.
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2.2.2
User Training Guide, Version 1.0
Change Vendor Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
XK02
IMG Menu
Logistics Materials Management Purchasing Vendor Central Change
2. Enter the data on the Initial screen. Select data to be changed then choose quick-info text enter. Field name
R/O/C
Note
Vendor
R
Use pull down to select or F4 button.
Company Code
R
RCL1is the only value to be used.
Purchasing Organisation
R
Use pull down to select or F4 button.
General Data
C
Address
O
Control
O
Payment Transactions
O
Company Code Data
O
Accounting Info
O
Use pull down to select or F4 button.
Payment Transactions
O
Use pull down to select or F4 button.
Correspondance
O
Withholding Tax
O
Purchasing Organisation Data
O
Purchasing Data
O
Partner Functions
O
Use pull down to select or F4 button.
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, with the
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3. Change the data to be changed. Then choose next view. 4. Choose
, with the quick-info text enter to get on
, with the quick info text Save to save changed data.
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2.2.3
User Training Guide, Version 1.0
Display Vendor Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
XK03
IMG Menu
Logistics Materials Management Purchasing Vendor Central Display
2. Enter the data on the Initial screen. Select data to be displayed then choose quick-info text enter. Field name
R/O/C
Note
Vendor
R
Use pull down to select or F4 button.
Company Code
R
RCL1is the only value to be used.
Purchasing Organisation
R
Use pull down to select or F4 button.
General Data
C
Address
O
Control
O
Payment Transactions
O
Company Code Data
O
Accounting Info
O
Use pull down to select or F4 button.
Payment Transactions
O
Use pull down to select or F4 button.
Correspondance
O
Withholding Tax
O
Purchasing Organisation Data
O
Purchasing Data
O
Partner Functions
O
Use pull down to select or F4 button.
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, with the
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3. Choose
User Training Guide, Version 1.0
, with the quick-info text enter to get to the next view.
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2.2.4
User Training Guide, Version 1.0
Extend Vendor Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
XK01
IMG Menu
Logistics Materials Management Purchasing Vendor Central Create
2. Enter the data on the Initial screen. Then choose
, with the quick-info text enter.
Field name
R/O/C
Note
Vendor
R
Use pull down to select or F4 button.
Company Code
R
RCL1is the only value to be used.
Purchasing Organisation
R
Use pull down to select or F4 button.
Account Group
R
Use pull down to select or F4 button.
Vendor
R
Use pull down to select or F4 button.
Company Code
R
RCL1is the only value to be used.
Purchasing Organisation
R
Use pull down to select or F4 button.
Reference
3. If required change the data on Purchasing Organization View. Choose quick-info text enter.
, with the
Field name
R/O/C
Note
Create Vendor: Purchasing Data View
C
Order Currency
O
Use pull down to select or F4 button.
Terms of Paymnt
O
Use pull down to select or F4 button.
Incoterms
O
Use pull down to select or F4 button.
Schema Group, Vendor
O
Use pull down to select or F4 button.
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Field name
R/O/C
G.R. based inv. Verify.
O
Planned Delivery Time
O
SRV_BASED_IV
O
4. Choose
Note
, with the quick info text Save.
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2.3 Service Master Use The service master record belongs to the master data & serves as a source of data that can be used when you create service specifications. By using service master records, you can reduce the amount of time needed for this activity, as well as the occurrence of errors. This is because you need to enter the service specifications completely once only in the service master record.
2.3.1
Create Service Master
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
AC03
IMG Menu
Logistics Materials Management Service Master Service Service Master
2. Enter the data in the following field. Field name
R/O/C
Note
Service Number
C
Leave blank. Number assigned by system.
Short Text of
R
Service Category
R
Use pull down to select or F4 button.
Base Unit of Measure
R
Use pull down to select or F4 button.
Service Group
R
Use pull down to select or F4 button.
Purchase Status - OK
O
Valid From
R
Use pull down to select or F4 button.
Long Text of Service
O
RCL1is the only value to be used.
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3. Choose
User Training Guide, Version 1.0
, with the quick info text Save.
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2.3.2
User Training Guide, Version 1.0
Create Model Service Specification
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
ML10
IMG Menu
Logistics Materials Management Service Master Model Service Specifications Create
2. Enter the data on the Initial screen. Then choose
, with the quick-info text enter or .
Field name
R/O/C
Note
Model service spec
R
Enter the alphanumeric value.
Service Category
R
Use pull down to select or F4 button.
3. Enter the data on the Create Model Service Specifications” screen. Then choose button. Field name
R/O/C
Note
Description
R
Enter the description.
Search Term
R
Enter the search term.
Currency
R
Use pull down to select or F4 button.
Service Group
R
Use pull down to select or F4 button.
Pur. Organisation
O
Use pull down to select or F4 button.
Fixed Vendor
O
Use pull down to select or F4 button.
Contract
O
Use pull down to select or F4 button.
Purchasing Status
O
Valid From
R
Use pull down to select or F4 button.
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4. Maintain the services. Field name
R/O/C
Note
Service Number
R
Use pull down to select or F4 button.
Quantity
O
Gross Price
O
5. Choose
, with the quick info text Save.
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2.3.3
User Training Guide, Version 1.0
Create Model Service Specification with Outline Path
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
ML10
IMG Menu
Logistics Materials Management Service Master Model Service Specifications Create
2. Enter the data on the Initial screen. Then choose Field name
R/O/C
Model service spec
R
Service Category
R
, with the quick-info text enter.
Note
Use pull down to select or F4 button.
3. Enter the data on the Create Model Service Specifications” screen. Then choose button. Field name
R/O/C
Note
Description
R
Enter the description.
Search Term
R
Enter the search term.
Currency
R
Use pull down to select or F4 button.
Service Group
R
Use pull down to select or F4 button.
Pur. Organisation
O
Use pull down to select or F4 button.
Fixed Vendor
O
Use pull down to select or F4 button.
Contract
O
Use pull down to select or F4 button.
Purchasing Status
O
Valid From
R
4. Click
Use pull down to select or F4 button.
Outline On/Off button. Right Click on Description of MSSpec. Select New
Subgroup. Enter data & then choose
, with the quick-info text enter.
Field name
R/O/C
Note
Outline Level
R
Enter the level.
Description
R
Enter the description.
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5. Select Outline Level & Click
User Training Guide, Version 1.0
button.
6. Select Model serv. Sel. & select services. Click
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Adopt Services button.
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7. Choose
User Training Guide, Version 1.0
, with the quick info text Save.
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2.4 Vendor Evaluation Use The Vendor Evaluation component helps select sources of supply and facilitates the continual monitoring of existing supply relationships. It provides accurate information on prices, and terms of payment and delivery. By evaluating vendors, enterprise's competitiveness can be improved. On the basis of detailed information, and in collaboration with the relevant vendors, you can quickly identify and resolve any procurement problems that may crop up from time to time can be quickly identified and resolved.
2.4.1
Maintain Vendor Evaluation
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
ME61
IMG Menu
Logistics Materials Management Purchasing Master Data Vendor Evaluation Maintain
2. Enter the data in following field of the “Maintain Vendor Evaluation: Initial Screen”. Then click
button.
Field name
R/O/C
Note
Purch. Organization
R
Use pull down to select or F4 button.
Vendor
R
Use pull down to select or F4 button.
3. Enter the data in following field of the “Maintain Vendor Evaluation: Overview of Main Criteria” screen. Then click Field name
button.
R/O/C
Note
Weighting Key
R
Only ‘01’-Equal Weighting to be used.
Deletion Indicator
O
Do not click this to keep history of Vendor Evaluation.
R
Select for Material as well as Service Provider.
Evaluation Data
Evaluation of Main Criteria Price
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Field name
R/O/C
Note
Delivery
C
Select for Material Provider only.
Service
C
Select for Service Provider only.
Quality
C
Select for Material as well as Service Provider.
button for “Price , Delivery & Service” criteria. Then click 4. Click button. Score will come automatically.
5. For “Quality” criteria enter score manually. 6. Click back button for going main screen. Overall score along with main criteria score will come. 7. Choose
, with the quick info text Save.
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3 Purchasing 3.1 Purchase Requisition (PR) Use A Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required. This transaction is optional for the process.
3.1.1
Creating PR for Operational Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
2. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Shopping cart symbol
Document Type
R
ZOPM
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Account assignment
key specifying whether accounting for an item is to be effected via an auxiliary Account
O
Item Category
Denotes specific features of an item (example - material is consignment)
O
Material
Name or number that uniquely identifies a
R
Comment
Item Over view Icon Leave blank, system defaulted. Leave blank for this process
Enter material code
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material Short Text
Description of Material
O
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be ordered
R
Defaults from material master
C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the 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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
Requisitioner
O
SPlt
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
POrg
Purchase
O
Tracking number
Des. Vendor
Fixed Vendor
Defaulted from material master
Identify the buyer who will purchase material
O
O
O
Used incase of stock transport order
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Defaulted by the system
Defaulted from material master if entered.
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Agreement
Item
User Training Guide, Version 1.0
Organization Agreement number
Agreement item number
O
Enter if Purchase Requisition is created against contract
O
Enter if Agreement Item number Purchase Requisition is created against contract
In this process enter agreement number is created in above step In this process enter agreement item number
3. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it.
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4. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 5. Choose
to Save or Choose Control + S.
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3.1.2
User Training Guide, Version 1.0
Creating PR for Operational Material with Account Assignment- k
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
2. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Shopping cart symbol
Document Type
R
ZOPM
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Acct. assignment category
Account where costs are allocated For a consumable material. For a stock material it is not required
C
Item Category
Denotes specific features of an item (example - material is consignment)
O
Material
Name or number that uniquely identifies a material
R
Enter material code
Short Text
Description of Material
O
Required for materials with no material master
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be
R
Defaults from material master
Comment
Item Over view Icon Leave blank, system defaulted. K for cost center
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For cost center
Defaulted from material master
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User Training Guide, Version 1.0
ordered C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the 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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
G/L Account
Key for determining G/L account for a specific cost center
R
Cost Center
Description of Cost Center
R
Internal Order No.
Description of Internal Order No.
R
Requisitioner .
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
Tracking number
Des. Vendor
Fixed Vendor SPlt POrg Agreement
Purchase Organization Agreement number
Identify the buyer who will purchase material
Defaulted by the system
Defaulted from material master if entered.
O
O
O
O
Used incase of stock transport order
O O
Enter if Purchase
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Requisition is created against contract
Item
Agreement item number
O
Enter if Agreement Item number Purchase Requisition is created against contract
enter agreement number is created in above step In this process enter agreement item number
3. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it. 4. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 5. Choose
to Save or Choose Control + S.
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3.1.3
User Training Guide, Version 1.0
Creating PR for Project Material with Account Assignment- Q
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
2. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Shopping cart symbol
Document Type
R
ZPRM
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Acct. assignment category
Account where costs are allocated For a consumable material. For a stock material it is not required
C
Item Category
Denotes specific features of an item (example - material is consignment)
O
Material
Name or number that uniquely identifies a material
R
Enter material code
Short Text
Description of Material
O
Required for materials with no material master
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be
R
Defaults from material master
Comment
Item Over view Icon Leave blank, system defaulted. Q
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For Project
Defaulted from material master
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User Training Guide, Version 1.0
ordered C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the 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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
G/L Account
Key for determining G/L account for a specific cost center
R
WBS Element
Description of Internal Order No.
R
Requisitioner .
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
Tracking number
Des. Vendor
Fixed Vendor SPlt POrg Agreement
Purchase Organization Agreement number
Identify the buyer who will purchase material
Defaulted by the system
Defaulted from material master if entered.
O
O
O
O
Used incase of stock transport order
O O
Enter if Purchase Requisition is created against contract
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In this process enter agreement
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Item
User Training Guide, Version 1.0
Agreement item number
O
Enter if Agreement Item number Purchase Requisition is created against contract
number is created in above step In this process enter agreement item number
3. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it. 4. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 5. Choose
to Save or Choose Control + S.
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3.1.4
User Training Guide, Version 1.0
Creating PR for Operational Material with Account Assignment- A
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
6. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Shopping cart symbol
Document Type
R
ZOPM
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Acct. assignment category
Account where costs are allocated For a consumable material. For a stock material it is not required
C
Item Category
Denotes specific features of an item (example - material is consignment)
O
Material
Name or number that uniquely identifies a material
R
Enter material code
Short Text
Description of Material
O
Required for materials with no material master
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be
R
Defaults from material master
Comment
Item Over view Icon Leave blank, system defaulted. A for Asset
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For Asset
Defaulted from material master
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ordered C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the 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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
G/L Account
Key for determining G/L account for a specific cost center
R
Cost Center
Description of Cost Center
R
Internal Order No.
Description of Internal Order No.
R
Requisitioner .
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
Tracking number
Des. Vendor
Fixed Vendor SPlt POrg Agreement
Purchase Organization Agreement number
Identify the buyer who will purchase material
Defaulted by the system
Defaulted from material master if entered.
O
O
O
O
Used incase of stock transport order
O O
Enter if Purchase
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In this process
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Requisition is created against contract
Item
Agreement item number
O
Enter if Agreement Item number Purchase Requisition is created against contract
enter agreement number is created in above step In this process enter agreement item number
7. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it. 8. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 9. Choose
to Save or Choose Control + S.
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3.1.5
User Training Guide, Version 1.0
Creating PR for Operational Services with Account Assignment- k
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
2. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Comment
Shopping cart symbol
Document Type
R
ZOPS
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Acct. assignment category
Account where costs are allocated For a consumable material. For a stock material it is not required Type of purchase
C
K for cost center
For cost center
C O
D for Service Leave blank.
For Service
Required for materials with no material master
Defaulted from material master
Item Over view Icon
Item category
Leave blank, system defaulted.
Material
Name or number that uniquely identifies a material
Short Text
Description of Material
R
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be ordered
R
Defaults from material master
C
Category of delivery date (indicates
R
Select from the drop-down list
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whether the date format is day, week or month) 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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Leave blank.
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
Identify the buyer who will purchase material
Requisitioner .
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
Tracking number
Des. Vendor
Fixed Vendor SPlt POrg Agreement
Purchase Organization Agreement number
Item
Agreement item number
Item Details Select Services tab
Item Details
O
O
O
O
Used incase of stock transport order
O O
Enter if Purchase Requisition is created against contract
O
Enter if Agreement Item number Purchase Requisition is created against contract
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User Training Guide, Version 1.0
Service number
Service master record number
R
Select the service you have created in above step
Short text
Short text
R
Defaulted from service master
Quantity
Quantity
R
Unit of measurement Gross price
Unit of measurement
R
Gross price per unit of measurement selected in service master
R
G/L Account CO Area
G/L Account Controlling area
R R
Cost Center
Cost Center
R
For one year contract Defaulted from service master
Select Account assignment tab
Internal Order Number
Defaulted by system
R
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Select from drop down list Select from drop down list
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3. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it. 4. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 5. Choose
to Save or Choose Control + S.
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3.1.6
User Training Guide, Version 1.0
Creating PR for Project Services with Account Assignment- P
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME51N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Create
2. On the Create Purchase Requisition screen, make the following entries: Field name
Description
R/O /C
User action and values
Shopping cart symbol
Document Type
R
ZPRS
Comment
Purchase requisition
Number that uniquely identifies a requisition
O
Leave blank. Number assigned by system.
Source determination
Flag that determines whether automatic sourcing of materials from a vendor is to be used
O
Item
Serialized item numbers
R
Acct. assignment category
Account where costs are allocated For a consumable material. For a stock material it is not required Type of purchase
C
P for Project
For Project
C O
D for Service Leave blank.
For Service
Required for materials with no material master
Defaulted from material master
Item Over view Icon
Item category
Leave blank, system defaulted.
Material
Name or number that uniquely identifies a material
Short Text
Description of Material
R
Quantity
Quantity requisitioned
R
Enter number of units required
Unit
Unit of measure in which the requested material is to be ordered
R
Defaults from material master
C
Category of delivery
R
Select from the drop-down
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Defaulted by
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date (indicates whether the date format is day, week or month)
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
R
Enter the date on which material is required
Material group
Grouping of several materials with similar features
R
Enter material group code
Plant
Plant requiring material R
Enter plant where material is to be shipped to
Storage location
Key for determining storage location for a specific plant
O
Leave blank.
Purchasing Group
The Buyer responsible for purchasing the specific requisition/item
R
Identify the buyer who will purchase material
Requisitioner .
Indicates for whom the material is ordered This number can be used to facilitate the monitoring of material procurement Desired vendor from which material required Fixed vendor is maintained for this material Supplying plant
O
Tracking number
Des. Vendor
Fixed Vendor SPlt POrg Agreement
Purchase Organization Agreement number
Item
Agreement item number
Item Details Select
Item Details
the system
O
O
O
O
Used in case of stock transport order
O O
Enter if Purchase Requisition is created against contract
O
Enter if Agreement Item number Purchase Requisition is created against contract
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User Training Guide, Version 1.0
Services tab Service number
Service master record number
R
Select the service you have created in above step
Short text
Short text
R
Defaulted from service master
Quantity
Quantity
R
Unit of measurement Gross price
Unit of measurement
R
Gross price per unit of measurement selected in service master
R
G/L Account CO Area
G/L Account Controlling area
R R
Cost Center
Cost Center
R
For one year contract Defaulted from service master
Select Account assignment tab
WBS Element
Defaulted by system
R
Select from drop down list Select from drop down list
3. To assign the contract as source of supply Choose Item Details icon or Choose Control + F4 and select Source of supply tab on it. 4. Here Choose Assign source of supply on this tab and system will automatically assign contract to this purchase requisition. 5. Choose
to Save or Choose Control + S.
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3.2 Releasing Purchase Requisition Use You have to release a purchase requisition before proceeding with the next transaction.
3.2.1
Individual Release of Purchase Requisition
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME54N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Release Individual Release
2. Choose on the icon to input the Purchase Requisition number and choose Other Document icon, On the Release Purchase Requisition 2100000## screen, choose on Change (F7) icon and make the entries as the following steps:
3. Since the Purchase Requisition 21000000## has release strategy, you will find new tab Release Strategy on item details of purchase requisition screen. 4. You can release document at item level or in entirety by one of two ways. 5. Select all items by using
Select All button. Then click
Release button.
6. Go to the Release Strategy tab page on item details of purchase requisition and do the following operations.
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7. You will find Release Code XX, beside yellow light and beside Release Options icon. 8. To release the purchase requisition, choose Release options. A message appears, indicating that Release effected with release code xx. 9. Choose
to Save or Choose Control + S.
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3.2.2
User Training Guide, Version 1.0
Collective Release of Purchase Requisition
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME55
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition Release Collective Release
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
Release Code
R/O/C
User action and values
R
Release Group
Release Group
R
Choose from drop down menu.
Purchasing Document Category
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu.
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Document Number
Purchasing document Number
O
Choose from drop down menu
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Supplying Plant
Supplying Plant #
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
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3. Choose the
User Training Guide, Version 1.0
Execute.
4. On screen Release Purchasing Document select the appropriate Document number and perform the following: •
Choose Release and/or
•
Choose Release & Save/or
•
Choose Cancel Release.
5. Choose
Save button.
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3.3 List Display of Purchase Requisition Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME5A
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Requisition List Displays General
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Purchase Requisition
Enter Preq Number
O
Choose from drop down menu.
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Material
Material Number #
O
Choose from drop down menu.
Material Group
Material Group #
O
Choose from drop down menu.
O
Choose from drop down menu.
Requirement Tracking Number Scope of list
ALV
R
Choose from drop down menu.
Plant
Plant Number
O
Choose from drop down menu.
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Item category
Material or Service
O
Choose from drop down menu.
Account Assignment category
Account Assignment category
O
Choose from drop down menu.
Delivery Date
Delivery Date before which material / services are delivered.
O
Choose from drop down menu.
Release Date
Date before which documents released
O
Choose from drop down menu.
Materials planner / Controller
Mainly MRP controller
O
Date before which documents released
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Processing status
What actions are taken on the Pur. Requisition.
O
Choose from drop down menu.
Fixed vendor
Name of Vendor
O
Choose from drop down menu.
PReq. Processing state
Status of PReqreleased, delivered etc
O
Choose from drop down menu.
Blocking indicator
Blocked PReq
O
Choose from drop down menu.
Requisitioner
Name of Requisitioner
O
Choose from drop down menu.
Short Text
Short text if any
O
Sort Indicator
Value must be 1
R
Choose from drop down menu.
Cost Center
Enter Cost Center
O
Choose from drop down menu.
WBS element
Enter Order Number
O
Choose from drop down menu.
Order
Enter Order Number
O
Choose from drop down menu.
Asset
Enter Asset Number
O
Choose from drop down menu.
Asset sub number
Enter Asset sub Number
O
Choose from drop down menu.
Network
N.A.
Operation number
N.A.
Sales order
N.A.
Sales order item
N.A.
Select any one of following options. Assigned purchase requisitions
O
Closed requisitions
O
“Partly ordered“ requisitions
O
Released requisitions only
O
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Requisitions for overall release
O
Requisitions. F. item-wise release
R
3. Choose the
Execute. & click
exit button.
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3.4 Request for Quotation (RFQ) Use Request for Quotation is used to float enquiries in market to obtain quotations from prospective vendors. This transaction is optional for the process.
Important Definitions 1. Collective Number: You can link several RFQs that belong together using a collective number in the header data. The collective number can have a maximum of ten characters & can be alphanumeric.
3.4.1
Request for Quotation (RFQ) – For Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME41
SAP R/3 menu
Logistics Material Management Purchasing RFQ/quotation Request for Quotation Create
2. On the Create RFQ: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
RFQ Type
Default is ‘ZMTA’ MATERIAL RFQ
R
Enter RFQ type
RFQ Date
Default is creation date
R
May be changed if required
The RFQ can be created for future issuance. Note that SAP will release it on that date without notification.
Quotation Deadline
The due date for vendor quotations
R
Enter the due date in the date format assigned in the system
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.
RFQ
Externally numbered RFQ numbers
C
Not allowed, user can not assign RFQ number. Note: each vendor’s RFQ is assigned a separate
Not recommended. “Collective number” of
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number.
Purchasing Org.
Purchasing Organization responsible for RFQ
R
Enter or select Purchasing Org. from table
Purchasing group
Buyer or Buying group Identifier
R
Enter or select Purchasing group number from table
Item Category
Key defining how the procurement of a material or service item is controlled.
R
Leave it blank for this scenario
Delivery Date
Date on which the goods are to be delivered or the service is to be performed.
O
Enter delivery date
Plant
Key for a production facility or branch office within the company (that is, company code).
O
Enter Plant
Storage Location
Number of the storage location where the material is stored. A plant may contain one or more storage locations.
O
Enter Storage Location
Material Group
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 material group or use match code
Requirement Tracking number
Number that facilitates monitoring of the 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.
O
Enter requirement tracking number
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subsequent screen is an effective means to capture and track RFQs.
Defaulted from material master record
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3. On screen Create RFQ: Item Overview, enter information in the fields as specified in the table Field name
Description
R/O/C
User action and values
Comment
Item
Number that uniquely identifies an item within the RFQ
R
Defaults - Line items are defined by the system in increments of 10.
No User Action
I
Item Category determines if standard
R
Enter or select from table. Default is
No User Action
purchase or other such as 3rd party
Blank - standard purchase
order, etc. Material
Material Number
R
Enter material number
Short Text
Short Description of Material
N.A.
Defaulted in from material master
RFQ Quantity
Quantity of Material requested for quotation
R
Must be numeric
C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the drop-down list
Delivery Date
Date required if ordered
R
Must be in correct date format
Material
Group of material which this material
N.A.
Defaulted in from material
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All stock material must have material numbers
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Group
belongs
Plant
Plant where material is required
master O
Enter or select Plant from table. Note: the material master must exist for that plant.
Sloc
Storage Location where material will
O
Enter Storage Location
Strictly optional. Storage Location may be entered later at the time of P.O. creation
be delivered and stored if ordered
4. Choose the header details icon on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Comment
RFQ
RFQ number
R
System will display saved document number unless externally assigned
Grayed out
Company code
Company code
R
Defaulted by the system
Grayed out
Purchasing group
Purchasing group
R
Supplied from initial screen
Grayed out
RFQ type
RFQ type
R
Supplied from initial screen
Grayed out
Purch. Org
Purchase organization
R
Supplied from initial screen
Grayed out
Vendor
Vendor number
C
Will be displayed if vendor number was added before this step.
Grayed out
RFQ date
RFQ date
R
Supplied from initial screen
Grayed out
Item interval
Item interval
R
Supplied by system
Coll. No.
Collective number
O
Enter a number to track vendors of the same RFQ
Language
Language
R
Supplied from initial screen
Qout. Dead.
Quotation deadline
R
Supplied from initial screen
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Validity start
Validity start
O
Enter date quotation will start
Validity end
Validity end
O
Enter date quotation will end.
Applic. By
Application date
O
Enter closing date of Bids
Warranty
Warranty
O
Enter warranty information
Bindg. Per.
Binding period
O
Enter date period is binding
Target val
Target Value
O
Enter total value of all materials that can be released.
Your reference
Your reference
O
Enter Vendors reference number/name
Salesperson
Salesperson
O
Enter Salesperson name
Our reference
Our reference
O
Enter your reference number/name
Telephone
Telephone
O
Enter telephone #
5. Choose the vendor address button on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Vendor
Vendor code
R
Enter valid vendor code
Title
Possible titles are stored in a check table. They are language dependent.
O
Enter title or use match code
Defaulted from vendor master record
Name
Vendor Name
C
Up to 4 lines available
Defaulted from vendor master
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Search Term 1&2
This field contains only upper-case letters. All entries are automatically converted to uppercase letters. There are two of these fields for search terms.
O
Enter search terms
Street & House #
Street address and/or House #
C
Defaulted from vendor master
Postal Code & City
Postal code and city / town / village
C
Defaulted from vendor master
Country
Name of country
C
Table validated / selection
Defaulted from vendor master
Region
In some countries, the region forms part of the address. The meaning depends on the country.
C
Table validated / selection
Defaulted from vendor master
PO Box
Post Office Box Number
C
Defaulted from vendor master
Postal Code
Zip Code / Postal Code
C
Defaulted from vendor master
Company Postal Code
Postal code, which is assigned directly to a company. This field is used in countries in which large companies can have their own postal code.
C
Defaulted from vendor master
Language
Language
C
Defaulted from vendor master
Telephone
Telephone #
C
Defaulted from vendor master
Fax
Fax #
C
Defaulted from vendor master
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6. Choose Save button to 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 above.
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3.4.2
User Training Guide, Version 1.0
Request for Quotation (RFQ) – For Services
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME41
SAP R/3 menu
Logistics Material Management Purchasing RFQ/quotation Request for Quotation Create
2. On the Create RFQ: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
RFQ Type
Default is ‘ZSTA’ SERVICE RFQ
R
Enter RFQ type - ZSTA
RFQ Date
Default is creation date
R
May be changed if required
The RFQ can be created for future issuance. Note that SAP will release it on that date without notification.
Quotation Deadline
The due date for vendor quotations
R
Enter the due date in the date format assigned in the system
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.
RFQ
Externally numbered RFQ numbers
C
Not allowed, user can not assign RFQ number. Note: each vendor’s RFQ is assigned a separate number.
Not recommended. “Collective number” of subsequent screen is an effective means to capture and track RFQ’s.
Purchasing Org.
Purchasing Organization responsible for RFQ
R
Enter or select Purchasing Org. from table
Purchasing group
Buyer or Buying group Identifier
R
Enter or select Purchasing group number from table
Item Category
Key defining how the procurement of a material or service
R
Leave it blank for this scenario
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item is controlled. Delivery Date
Date on which the goods are to be delivered or the service is to be performed.
O
Enter delivery date
Plant
Key for a production facility or branch office within the company (that is, company code).
O
Enter Plant
Storage Location
Number of the storage location where the material is stored. A plant may contain one or more storage locations.
O
Leave it blank, since we are procuring services only.
Material Group
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
Leave it blank for this scenario
Requirement Tracking number
Number that facilitates monitoring of the 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.
O
Enter requirement tracking number
3. On screen Create RFQ: Item Overview, enter information in the fields as specified in the table Field name
Description
R/O/C
User action and values
Comment
Item
Number that uniquely identifies an item within the RFQ
R
Defaults - Line items are defined by the system in increments of 10.
No User Action
I
Item Category determines if standard
R
Enter or select from table. D-Service Purchase
N.A.
Leave it blank, since we are procuring services only.
purchase or other such as 3rd party order, etc. Material
Material Number
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Short Text
Short Description of Service
R
Enter description of main service.
RFQ Quantity
Quantity of Service requested for quotation
R
Must be numeric
C
Category of delivery date (indicates whether the date format is day, week or month)
R
Select from the drop-down list
Delivery Date
Date required if ordered
R
Must be in correct date format
Material / Service Group
Group of service which this service belongs
R
Select from the drop-down list
Plant
Plant where service is required
O
Enter or select Plant from table.
Sloc
Storage Location where material will
N.A.
Leave it blank, since we are procuring services only.
be delivered and stored if ordered 4. Choose the services details icon on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below: or select Model Service Specifications. Field name
Description
R/O/C
User action and values
Service
Service number
R
Enter servicel number.
Quanity
Quantity of Service requested for quotation
R
Must be numeric.
Model Ser. Spec.
Description
O
Enter / Select Mod. Serv. Spec. & hence services maintained in it.
Comment
header details icon on the toolbar, then on screen Create RFQ: Header 5. Choose the Data, enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Comment
RFQ
RFQ number
R
System will display saved document number unless externally assigned
Grayed out
Company
Company code
R
Defaulted by the system
Grayed out
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code Purchasing group
Purchasing group
R
Supplied from initial screen
Grayed out
RFQ type
RFQ type
R
Supplied from initial screen
Grayed out
Purch. Org
Purchase organization
R
Supplied from initial screen
Grayed out
Vendor
Vendor number
C
Will be displayed if vendor number was added before this step.
Grayed out
RFQ date
RFQ date
R
Supplied from initial screen
Grayed out
Item interval
Item interval
R
Supplied by system
Coll. No.
Collective number
O
Enter a number to track vendors of the same RFQ
Language
Language
R
Supplied from initial screen
Qout. Dead.
Quotation deadline
R
Supplied from initial screen
Validity start
Validity start
O
Enter date quotation will start
Validity end
Validity end
O
Enter date quotation will end.
Applic. By
Application date
O
Enter closing date of Bids
Warranty
Warranty
O
Enter warranty information
Bindg. Per.
Binding period
O
Enter date period is binding
Target val
Target Value
O
Enter total value of all materials that can be released.
Your reference
Your reference
O
Enter Vendors reference number/name
Salesperson
Salesperson
O
Enter Salesperson name
Our reference
Our reference
O
Enter your reference number/name
Telephone
Telephone
O
Enter telephone #
6. Choose the vendor address button on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Vendor
Vendor code
R
Enter valid vendor code
Comment
INJ81V01 Title
Possible titles are stored in a check table. They are language dependent.
O
Enter title or use match code
Defaulted from vendor master record
Name
Vendor Name
C
Up to 4 lines available
Defaulted from vendor master
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Search Term 1&2
This field contains only upper-case letters. All entries are automatically converted to uppercase letters. There are two of these fields for search terms.
O
Enter search terms
Defaulted from vendor master
Street & House #
Street address and/or House #
C
Defaulted from vendor master
Postal Code & City
Postal code and city / town / village
C
Defaulted from vendor master
Country
Name of country
C
Table validated / selection
Defaulted from vendor master
Region
In some countries, the region forms part of the address. The meaning depends on the country.
C
Table validated / selection
Defaulted from vendor master
PO Box
Post Office Box Number
C
Defaulted from vendor master
Postal Code
Zip Code / Postal Code
C
Defaulted from vendor master
Company Postal Code
Postal code, which is assigned directly to a company. This field is used in countries in which large companies can have their own postal code.
C
Defaulted from vendor master
Language
Language
C
Defaulted from vendor master
Telephone
Telephone #
C
Defaulted from vendor master
Fax
Fax #
C
Defaulted from vendor master
7. Use button to 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 above.
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3.4.3
User Training Guide, Version 1.0
Message output: RFQ
Use A RFQ needs to be printed for transmitting to vendor. This transaction is optional for the process.
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME9A
SAP R/3 menu
Logistics Materials Management Purchasing RFQ/Quotation Request for Quotation Messages Print/Transmit
2. On the Message Output screen, make the following entries: Field name
Description
R/O/C
User action and values
RFQ #
O
Choose from drop down menu
Purch. Doc. Data Document Number
60000000## Vendor
Vendor #
O
Choose from drop down menu
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu BP01
Purchasing Group
Purchasing Group #
O
Choose from drop down menu 001
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
Application
Subdivides the usage of a condition for the use in different application areas
R
EA defaults for RFQ
Message
Specifies the kind of
O
Choose from drop down
Document Date
Choose from drop down menu AN
Message Data
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type
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output
menu NEU
Transmission time-spot
You can process the message immediately or at a later time. If processing later you must use report program RSNASST00
O
Choose from drop down menu
Processing status
Indicates the status-
C
Default is 0
1 indicates the process was successful. 2 indicates an error 0 indicates the process has not yet started
Creation date
Date the message is create
O
Enter date or choose the drop down menu
Time created
Displays the time the message was created
C
Defaults to time started
3. Choose the
Execute.
4. On screen Message Output select the appropriate Document number and perform the following: •
Choose Output Message and/or
•
Choose Display Message and/or
•
Choose Message Detail and/or
•
Choose Trial Printout
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3.5 Maintaining Quotation Use This transaction is used to maintain the quotation, which is submitted by vendors. Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated. This transaction is optional for the process.
3.5.1
Maintaining Quotation for Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME47
SAP R/3 menu
Logistics Materials Management Purchasing RFQ/quotation Quotation Maintain
2. On the Maintain Quotation: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
Comment
RFQ
RFQ Number
R
Enter RFQ Number for which price entries are to be made.
Match code (F4) search help can be used to locate the appropriate value.
3. Choose
the Enter key to proceed.
4. View the screen “Maintain Quotation: Header Data” by Choosing on the icon in the toolbar.
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Header data
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5. 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
Description
R/O/C
User action and values
Item interval
Item interval
R
Supplied by system
Coll. No.
Collective number
O
Enter a number to track vendors of the same RFQ
Language
Language
R
Supplied from initial screen
Quot. Dead.
Quotation deadline
R
Supplied from initial screen
Validity start
Validity start
O
Enter date quotation will start
Validity end
Validity end
O
Enter date quotation will end.
Applic. By
Application date
O
Enter closing date of Bids
Warranty
Warranty
O
Enter warranty information
Bindg. Per.
Binding period
O
Enter date period is binding
Administrativ e Fields:
Terms of Payment & Delivery:
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Payment terms
Key for defining payment terms composed of cash discount percentages and payment periods.
O
Enter appropriate value if necessary.
Match code (F4) search help can be used to locate the appropriate value.
Currency
Currency key for amounts in the system.
O
Enter appropriate value if necessary
Defaulted from vendor master
Payment in / Days
Number of days. In conjunction with the baseline date for payment, this number represents a payment period or period of qualification for discount.
O
Enter appropriate value if necessary
Exchange Rate
Determines that the exchange rate used for currency translation purposes calculated or entered in the purchasing document is fixed.
O
Enter appropriate value if necessary
Exchange Rate Fix
Indicator: if you fix the exchange rate, the PO currency and exchange rate cannot be changed during Invoice Verification.
O
Check to fix exchange rate if appropriate.
Incoterms
Commonly-used trading terms that comply with the standards established by the International Chamber of Commerce (ICC).
O
Enter appropriate value if necessary.
Match code (F4) search help can be used to locate the appropriate value.
Target Value
Total value of all materials to be released against the contract.
O
Enter appropriate value if necessary.
If the value entered is exceeded, the user will receive a system message when creating a contract release order.
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Reference Data: Quotation Date
Date quotation submitted
O
Enter date if desired.
Quotation
Number of vendor’s quotation
O
Enter number if desired.
Your reference
Your reference
O
Enter Vendors reference number/name
Salesperson
Salesperson
O
Enter Salesperson name
Our reference
Our reference
O
Enter your reference number/name
Telephone
Telephone
O
Enter telephone #
6. Once all necessary header data has been maintained, the user can then enter the price information in one of two fashions: A. Enter the price in the Net Price field on the Maintain Quotation: Item Overview screen by Choosing overview icon on toolbar. B. To enter more detailed information in addition to the net price, select the line item and choose the I tem Conditions icon. Choose the to the ‘Overview’ screen once data has been maintained.
Back arrow to return
a. A vendor’s quoted price can be entered in one of two ways. b. Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately. c.
Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.
d. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes etc.) in the Tax code field. 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. e. After entering tax code, after choosing this system may give an information message showing the effective price, Choose Enter to continue.
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7. Once all quotation information has been successfully entered, save the data by Choosing on the Save button, or Choose the keys. A message will be displayed that the data has been saved.
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3.5.2
User Training Guide, Version 1.0
Maintaining Quotation for Services
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME47
SAP R/3 menu
Logistics Materials Management Purchasing RFQ/quotation Quotation Maintain
2. On the Maintain Quotation: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
Comment
RFQ
RFQ Number
R
Enter RFQ Number for which price entries are to be made.
Match code (F4) search help can be used to locate the appropriate value.
3. Choose
the Enter key to proceed.
4. View the screen “Maintain Quotation: Header Data” by Choosing on the icon in the toolbar.
Header data
5. 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
Description
R/O/C
User action and values
Item interval
Item interval
R
Supplied by system
Coll. No.
Collective number
O
Enter a number to track vendors of the same RFQ
Language
Language
R
Supplied from initial screen
Quot. Dead.
Quotation deadline
R
Supplied from initial screen
Validity start
Validity start
O
Enter date quotation will start
Validity end
Validity end
O
Enter date quotation will end.
Applic. By
Application date
O
Enter closing date of Bids
Warranty
Warranty
O
Enter warranty information
Bindg. Per.
Binding period
O
Enter date period is binding
Key for defining payment terms composed of cash
O
Enter appropriate value if necessary.
Comment
Administrativ e Fields:
Terms of Payment & Delivery: Payment terms
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Match code (F4) search help can be used to
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discount percentages and payment periods.
Currency
locate the appropriate value.
Currency key for amounts in the system.
O
Enter appropriate value if necessary
Defaulted from vendor master
Payment in / Days
Number of days. In conjunction with the baseline date for payment, this number represents a payment period or period of qualification for discount.
O
Enter appropriate value if necessary
Exchange Rate
Determines that the exchange rate used for currency translation purposes calculated or entered in the purchasing document is fixed.
O
Enter appropriate value if necessary
Exchange Rate Fix
Indicator: if you fix the exchange rate, the PO currency and exchange rate cannot be changed during Invoice Verification.
O
Check to fix exchange rate if appropriate.
Incoterms
Commonly-used trading terms that comply with the standards established by the International Chamber of Commerce (ICC).
O
Enter appropriate value if necessary.
Match code (F4) search help can be used to locate the appropriate value.
Target Value
Total value of all materials to be released against the contract.
O
Enter appropriate value if necessary.
If the value entered is exceeded, the user will receive a system message when creating a contract release order.
INR
Reference Data:
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Quotation Date
Date quotation submitted
O
Enter date if desired.
Quotation
Number of vendor’s quotation
O
Enter number if desired.
Your reference
Your reference
O
Enter Vendors reference number/name
Salesperson
Salesperson
O
Enter Salesperson name
Our reference
Our reference
O
Enter your reference number/name
Telephone
Telephone
O
Enter telephone #
6. Once all necessary header data has been maintained, the user can then enter the price information in following fashion: A. To enter detailed information in addition to the net price, select the line item and choose
service details button. Select the line item and choose the
Item
conditions icon. Choose the Back arrow to return to the ‘Overview’ screen once data has been maintained. a. A vendor’s quoted price can be entered in one of two ways. b. Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately. c.
Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.
d. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes etc.) in the Tax code field. 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. e. After entering tax code, after choosing this system may give an information message showing the effective price, Choose continue.
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Enter to
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7. Once all quotation information has been successfully entered, save the data by Choosing on the Save button, or Choose the keys. A message will be displayed that the data has been saved.
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3.6 Price Comparison Use Required to compare prices from all quotations received as a result of a competitive bidding process. This transaction is optional for the process.
3.6.1
Price Comparison for Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME49
SAP R/3 menu
Logistics Materials Management Purchasing RFQ/Quotation Quotation Price Comparison
2. On the Price Comparison List screen, make the following entries: Field name
Description
R/O /C
User action and values
Purch Org.
Organization unit that negotiates the general conditions of purchase for several plants or a single plant Purchasing document number
R
Enter Purchasing Org
R
Coll. RFQ
Call for bid number or bid invitation number
R
Vendor
Vendor Number
O
Material
Material Number
O
Maximum # of Quotations per page
Shows the maximum amount of quotations that are displayed next to each other.
R
Choose either quotation or collective RFQ number in combination with Purchasing Org Choose either quotation or collective RFQ number in combination with Purchasing Org Enter vendor number if applicable Enter material # if applicable Defaults to ‘12’, change if necessary.
Quotation
Comment
Number which you might have maintained in RFQ
a. Choose the comparison values to be used: a. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation. b. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation.
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User Training Guide, Version 1.0 Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following: +: The highest value for each item is the 100% value -:
The lowest value for each item is the 100% value
_: The mean value for each item is the 100% value b. Select the desired price computations: a. Select the appropriate field to determine which of the following should be included in the determination of the comparison price: i. Include cash discounts ii. Include delivery costs iii. Determine effective price
3. Once all entries have been made, Choose the
Execute.
4. On screen “Price Comparison List in Currency INR”, view the Price Comparison list.
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5. To view any of the following information for a particular quote included in the comparison, Choose the RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar: 6. Display Material: Allows the user to view the purchasing data in the material master record. 7. Display Vendor: Allows the user to view the vendor master record. 8. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list. 9. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action. 10. To exit the transaction, choose the F3 button.
green Back arrow, the
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Exit arrow, or Choose the
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3.6.2
User Training Guide, Version 1.0
Price Comparison for Services
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME49
SAP R/3 menu
Logistics Materials Management Purchasing RFQ/Quotation Quotation Price Comparison
2. On the Price Comparison List screen, make the following entries: Field name
Description
R/O /C
User action and values
Purch. Org.
Organization unit that negotiates the general conditions of purchase for several plants or a single plant Purchasing document number
R
Enter Purchasing Org
R
Coll. RFQ
Call for bid number or bid invitation number
R
Vendor
Vendor Number
O
Choose either quotation or collective RFQ number in combination with Purchasing Org Choose either quotation or collective RFQ number in combination with Purchasing Org Enter vendor number if applicable
Material Maximum # of Quotations per page
Material Number Shows the maximum amount of quotations that are displayed next to each other.
N.A. R
Quotation
Comment
Number which you might have maintained in RFQ
Defaults to ‘12’, change if necessary.
A. Choose the comparison values to be used: a. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation. b. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation. c.
Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following: +: The highest value for each item is the 100% value -:
The lowest value for each item is the 100% value
_: The mean value for each item is the 100% value B. Select the desired price computations:
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a. Select the appropriate field to determine which of the following should be included in the determination of the comparison price: 1. Include cash discounts 2. Include delivery costs 3. Determine effective price 3. Once all entries have been made, Choose the
Execute.
4. On screen “Price Comparison List in Currency INR”, view the Price Comparison list. 5. To view any of the following information for a particular quote included in the comparison, Choose the RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar: 6. Display Service: Allows the user to view the purchasing data in the Service master record.
7. Display Vendor: Allows the user to view the vendor master record. 8. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list. 9. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action. 10. To exit the transaction, choose the F3 button.
green Back arrow, the
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Exit arrow, or Choose the
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User Training Guide, Version 1.0
3.7 Creating Contract Use A contract establishes a long-term agreement with a vendor to supply a material or services. Contracts may either be rate contract, value contracts or quantity contracts. •
Rate contract specifies the rate at which material or services to be provided for specified period.
•
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.
•
Contracts do not specify delivery dates; this is determined when “release orders” are issued against the contract.
This transaction is optional for the process.
If Contract is created with reference to Quotation, all the data like vendor code, material code, price information etc., will be automatically copied in to Contract.
3.7.1
Creating Contract for Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME31K
SAP R/3 menu
Logistics Materials Management Purchasing Outline agreement Contract Create
2. You can also create contract with reference to purchase requisition or RFQ. By this most of the data will be copied into contract automatically by the system. 3. To create contract with reference to RFQ Choose Reference to RFQ icon on Create Contract: Initial Screen. Then system will give new popup screen here enter the RFQ number. However, since this is only optional to the user creation of contract without reference to RFQ is explained below. 4. On the Create Contract: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
Vendor
Vendor for which the contract is for
R
Vendor number known or via match code search
Agreement type
Specify what kind of outline agreement
R
For Material this will be “ZMAT”.
Agreement Date
Date of the contract
R
Defaults today’s date into this field
Agreement
Agreement number
C
Leave blank, if the system is configured to assign numbers internally or enter desired number
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Comment
This number will be determined internally
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Purch. Organization
Organization for which the contract is valid
R
Select from drop-down menu
Purchasing Group
Purchasing Group for which the contract is valid.
R
Select from drop-down menu.
Item category
Key defining how the procurement of the material or service is handled.
O
Defaults- Standard.
Leave blank for this process
Account Assignment Category
Key to determine who will be paying for the consumable material or service.
O
Select from drop-down menu
Leave blank for this process
Plant
Plant number
O
Enter plant here if the user wishes for the plant number to be defaulted into all line items for the contract. Also, the user only specify the plant if the contract is plantspecific.
Storage Location
Storage location number
O
Will default from material master if it has been maintained.
Material Group
Material group
O
Will default from material master.
Req. tracking number
Tracking number assigned on requisition.
O
Acknowledge ment required
Check box if document is to be acknowledged by the vendor
O
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Leave blank for this process
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5. Choose
User Training Guide, Version 1.0
Enter. Select
Header Data screen.
6. On the Create Contract: Header Data screen, enter information as specified in the fields in the table below: Field name
Description
R/O/C
User action and values
Comment
Agreement date
Date the agreement was created
R
Supplied from initial screen
Grayed out
Item number interval
The way the line items are numbered.
O
Validity start
Beginning date of contract period.
R
A default today’s date into the field. Change if necessary
Validity end
Date that the contract expires.
R
Enter the date until the contract will be valid
Language
Language key. Designates the display, text entry and print language.
R
Defaults from vendor master. Change if necessary.
Payment terms
Terms stipulated by vendor
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if
No user action required
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necessary Target val
Target value of the contract.
O/R
Required for “Value contract’’.
Exch. rate
Exchange rate of the currency
O
Change if necessary
Ex. Rate fx.
Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification.
O
Incoterms
Freight terms stipulated by vendor
O
Quotation date
Date of the quotation
O
Quotation
Quotation number
O
The user reference
The internal reference number of the vendor
O
Salesperson
Name of vendor’s salesperson
O
Our reference
The user company's internal reference number or code.
O
Telephone
Vendor’s phone number
O
Suppl. vendor
Key identifying the vendor
O
Invoicing Party
Number of the invoicing vendor
O
Defaults from vendor master. Change if necessary
Defaults from vendor master. Change if necessary
For info only. Not copied to purchasing documents.
7. Choose the item overview button on the toolbar, then on the Create Contract: Item Overview screen, enter information as specified in the fields in the table below: Field name
Description
R/O/C
User action and values
Comment
Item
Number that uniquely identifies an item within the contract.
R
Defaults - Line items are defined by the system in increments of 10.
No User Action
I
Item category. Key defining how the procurement of the material or service is handled.
O
Select from drop-down menu if contract is for subcontracting, consignment or other type. Will default from original screen if information has been entered.
No action required for this process
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A
Account Assignment Category. Key to determine who will be paying for the consumable material or service.
O
Will default from original screen if information has been entered.
Material
Material master number
R
Select from drop-down menu.
Short Text
Description of the material or service to be procured
C
Defaults from material master. Enter a text for material not maintained in the material master (ex. Non stock materials)
Targ. qty.
The quantity for which the contract is valid
R
Enter the contract quantity if “Quantity Contract’’.
No action required for this process
Enter quantity as “1’’ No. If “Rate Contract’’. Oun
Order Unit
C
Defaults from material master.
Net price
The price for which the material is to be bought at
R
Enter the Contract price here.
Per
How the material/service is priced
C
Per 1
OPun
Order price unit (purchasing)
C
Can default
Material Group
Material group that the item most closely belongs to
C
Defaults from material master.
Plant
Plant number
O
The user only specify the plant if the contract is plantspecific. Will default from initial screen if it has been maintained.
Storage Location
Storage location number
O
Will default from material master if it has been maintained. Choose
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Defaulted from initial screen
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8. Select the items and Choose the “item details” on the toolbar, then on screen Create Contract: Item Details: enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Target quantity
Defaults from header
R
Defaults
Release order Qty.
Defaults from header
R
Defaults
Net Order price
Defaults from header
R
Defaults
Price unit
Defaults from header
R
Will default from material Master
price date
Effective date of price
R
Will default from material Master
Quantity conversion
Denominator of order price to order quantity
R
Enter denominator for conversion
InfoUpdate
Update info record. Determines which prices and conditions are suggested in future PO items.
O
Select from the drop-down menu.
Reminders
Letters or reminders in regards to shipments
O
Enter number of days between reminders
Confirmation
displays only indicates
O
Default from vendor master
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Comment
To update info record automatically
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Control key
if type of confirmation required
Acknowl. Reqd
Acknowledgement Required Check box
O
Acknowledg ment number
Vendor’s Acknowledgement number can be displayed
O
TrackingNo
Requirement tracking number. Groups together the purchasing documents that exist for a certain material requirement.
O
Estimated Price
Check box if price is an estimate
O
Vendors material number
External number to SAP
O
Vendors internal material number
Print Price
Indicates whether price is to be printed on PO
O
Set print price indicator to “on” if price is to be printed
Under delivery %
Under delivery tolerance
O
default from material master
Over delivery %
Over delivery tolerance
O
default from material master
Stock type
Specifies the stock to which the material is posted upon goods receipt or goods issue (e.g Quality inspection)
O
default from material master
Unlimited indicator
indicates unlimited over delivery can be accepted on this item
C
Required for “Rate contract’’.
Tax Code
Category of item reporting to government tax department
O
Select Tax .
Invoice receipt
Invoice indicator
O
Indicates if invoice receipt is necessary
GR-BasedIV
Goods receipt based invoice verification
O
Tick this check box
Shipping instructions
Indicates packing and shipping instructions to be issued to vendor
O
Indicator should be turned on if required
Check if Acknowledgement is required
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9. Choose
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Save icon to save contract.
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3.7.2
User Training Guide, Version 1.0
Creating Contract for Services
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME31K
SAP R/3 menu
Logistics Materials Management Purchasing Outline agreement Contract Create
2. You can also create contract with reference to purchase requisition or RFQ. By this most of the data will be copied into contract automatically by the system. 3. To create contract with reference to RFQ Choose Reference to RFQ icon on Create Contract: Initial Screen. Then system will give new popup screen here enter the RFQ number. However, since this is only optional to the user creation of contract without reference to RFQ is explained below. 4. On the Create Contract: Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
Vendor
Vendor for which the contract is for
R
Vendor number known or via match code search.
Agreement type
Specify what kind of outline agreement
R
For Services this will be “ZSER or ZAMC”.
Agreement Date
Date of the contract
R
Defaults today’s date into this field
Agreement
Agreement number
C
Leave blank, if the system is configured to assign numbers internally or enter desired number
Purch. Organization
Organization for which the contract is valid
R
Select from drop-down menu.
Purchasing Group
Purchasing Group for which the contract is valid.
R
Select from drop-down menu.
Item category
Key defining how the procurement of the material or service is handled.
O
Defaults D-Service into this field.
Account Assignment Category
Key to determine who will be paying for the consumable material or service.
O
Select from drop-down menu.
Plant
Plant number
O
Enter plant here if the user wishes for the plant number to be defaulted into all line items for the contract. Also, the user only specify the plant if the contract is plant-
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Comment
This number will be determined internally
Leave blank for this process
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specific. Storage Location
Storage location number
N.A.
Leave blank for this process
Material Group
Material group
O
Leave blank for this process
Req. tracking number
Tracking number assigned on requisition.
O
Acknowledge ment required
Check box if document is to be acknowledged by the vendor
O
5. Choose
Enter. Select
Header Data screen.
6. On the Create Contract: Header Data screen, enter information as specified in the fields in the table below: Field name
Description
R/O/C
User action and values
Comment
Agreement date
Date the agreement was created
R
Supplied from initial screen
Grayed out
Item number interval
The way the line items are numbered.
O
Validity start
Beginning date of contract period.
R
A default today’s date into the field. Change if necessary
Validity end
Date that the contract expires.
R
Enter the date until the contract will be valid
Language
Language key. Designates the display, text entry and print language.
R
Defaults from vendor master. Change if necessary.
Payment terms
Terms stipulated by vendor
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Target val
Target value of the contract.
O/R
Required for “Value contract’’.
Exch. rate
Exchange rate of the
O
Change if necessary
No user action required
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currency Ex. Rate fx.
Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification.
O
Incoterms
Freight terms stipulated by vendor
O
Quotation date
Date of the quotation
O
Quotation
Quotation number
O
The user reference
The internal reference number of the vendor
O
Salesperson
Name of vendor’s salesperson
O
Our reference
The user company's internal reference number or code.
O
Telephone
Vendor’s phone number
O
Suppl. vendor
Key identifying the vendor
O
Invoicing Party
Number of the invoicing vendor
O
Defaults from vendor master. Change if necessary
Defaults from vendor master. Change if necessary
For info only. Not copied to purchasing documents.
7. To enter detailed information in addition to the net price, select the line item and choose
service details button. Select the line item and choose the
conditions icon. Choose the data has been maintained.
Item
Back arrow to return to the ‘Overview’ screen once
•
A vendor’s price can be entered in one of two ways.
•
Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately.
•
Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.
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8. Choose the item overview button on the toolbar, then on the Create Contract: Item Overview screen, enter information as specified in the fields in the table below: Field name
Description
R/O/C
User action and values
Comment
Item
Number that uniquely identifies an item within the contract.
R
Defaults - Line items are defined by the system in increments of 10.
No User Action
I
Item category. Key defining how the procurement of the material or service is handled.
O
Select from drop-down menu if contract is for subcontracting, consignment or other type. Will default from original screen if information has been entered.
No action required for this process
A
Account Assignment Category. Key to determine who will be paying for the consumable material or service.
O
Will default from original screen if information has been entered.
No action required for this process
Material
Material master number
R
Select from drop-down menu.
Short Text
Description of the material or service to be procured
C
Enter a text for service.
Targ. qty.
The quantity for which the contract is valid
R
Enter the contract quantity if “Quantity Contract’’. Enter quantity as “1’’ No. If “Rate Contract’’.
Oun
Order Unit
R
Select from drop-down menu.
Net price
The price for which the material is to be bought at
R
Default Value.
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Defaulted after Service Specifications: Contract specs. for main item screen is
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User Training Guide, Version 1.0 maintained.
Per
How the material/service is priced
C
Per 1
OPun
Order price unit (purchasing)
C
Can default
Material Group
Material/ Service group that the item most closely belongs to
C
Select from drop-down menu.
Here, material group means service group.
Plant
Plant number
O
The user only specify the plant if the contract is plantspecific. Will default from initial screen if it has been maintained.
Defaulted from initial screen
Storage Location
Storage location number
N.A. Choose
9. Select the items and Choose the “item details” on the toolbar, then on screen Create Contract: Item Details: enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Target quantity
Defaults from header
R
Defaults
Release order Qty.
Defaults from header
R
Defaults
Net Order price
Defaults from header
R
Defaults
Price unit
Defaults from header
R
will default from material Master
price date
Effective date of price
R
will default from material Master
Quantity conversion
Denominator of order price to order quantity
N.A.
InfoUpdate
Update info record. Determines which prices and conditions are suggested in future PO items.
O
Select from the drop-down menu.
Reminders
Letters or reminders in regards to shipments
O
Enter number of days between reminders
Confirmation
displays only indicates
O
Default from vendor master
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Comment
To update info record automatically
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User Training Guide, Version 1.0
Control key
if type of confirmation required
Acknowl. Reqd
Acknowledgement Required Check box
O
Acknowledg ment number
Vendor’s Acknowledgement number can be displayed
O
TrackingNo
Requirement tracking number. Groups together the purchasing documents that exist for a certain material requirement.
O
Estimated Price
Check box if price is an estimate
O
Vendors material number
External number to SAP
O
Vendors internal material number
Print Price
Indicates whether price is to be printed on PO
O
Set print price indicator to “on” if price is to be printed
Under delivery %
Under delivery tolerance
O
Enter if required.
Over delivery %
Over delivery tolerance
O
Enter if required.
Stock type
Specifies the stock to which the material is posted upon goods receipt or goods issue (e.g. Quality inspection)
N.A.
Unlimited indicator
indicates unlimited over delivery can be accepted on this item
C
Required for “Rate contract’’.
Tax Code
Category of item reporting to government tax department
O
Select Tax
Invoice receipt
Invoice indicator
O
Indicates if invoice receipt is necessary
ServiceBasedIV
Service Entry Sheet based invoice verification
R
Tick this check box
Shipping instructions
Indicates packing and shipping instructions
N.A.
Check if Acknowledgement is required
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to be issued to vendor
10. Choose
Save icon to save contract.
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3.8 Releasing Contracts Use You have to release a contract before proceeding with the next transaction.
3.8.1
Release of Contract
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME35K
SAP R/3 menu
Logistics Materials Management Purchasing Outline Agreement Contract Release
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Release Code
Release Code
R
Release Group
Release Group
R
Choose from drop down menu.
Purchasing Document Category
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu.
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Document Number
Purchasing document Number
O
Choose from drop down menu
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Supplying Plant
Supplying Plant #
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
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Comment
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4. Choose the
User Training Guide, Version 1.0
Execute.
5. On screen Release Purchasing Document select the appropriate Document number and perform the following: •
Choose Release and/or
•
Choose Release & Save/or
•
Choose Cancel Release.
8. Choose
Save button.
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3.9 Creating Scheduling Agreement Use A Scheduling Agreement establishes a long-term agreement with a vendor to supply a material. Scheduling Agreement specifies the rate at which material to be provided for specified period. Scheduling Agreement do not specify delivery dates; this is determined when “delivery schedule” are issued against the Scheduling Agreement. This transaction is optional for the process.
If Scheduling Agreement is created with reference to Quotation, all the data like vendor code, material code, price information etc., will be automatically copied in to Scheduling Agreement .
3.9.1
Creating Scheduling Agreement for Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME31L
SAP R/3 menu
Logistics Materials Management Purchasing Outline agreement Scheduling Agreement Create
2. You can also create Scheduling Agreement with reference to purchase requisition or RFQ, which are already explained in above. By this most of the data will be copied into contract automatically by the system. 3. To create Scheduling Agreement with reference to RFQ Choose Reference to RFQ icon on Create Scheduling Agreement: Initial Screen. Then system will give new popup screen here enter the RFQ number. However, since this is only optional to the user creation of contract without reference to RFQ is explained below. 4. On the Create Scheduling Agreement : Initial Screen, make the following entries: Field name
Description
R/O/C
User action and values
Vendor
Vendor for which the contract is for
R
Vendor number known or via match code search
Agreement type
Specify what kind of outline agreement
R
For Material this will be “ZOPL”.
Agreement Date
Date of the contract
R
Defaults today’s date into this field
Agreement
Agreement number
C
Leave blank, if the system is configured to assign numbers internally or enter desired number
Purch. Organization
Organization for which the contract is valid
R
Select from drop-down menu
Purchasing Group
Purchasing Group for which the contract is valid.
R
Select from drop-down menu.
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Comment
This number will be determined internally
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Item category
Key defining how the procurement of the material or service is handled.
O
Defaults- Standard.
Leave blank for this process
Account Assignment Category
Key to determine who will be paying for the consumable material or service.
O
Select from drop-down menu
Leave blank for this process
Plant
Plant number
R
Enter plant here from drop down menu.
Storage Location
Storage location number
O
Will default from material master if it has been maintained.
Material Group
Material group
O
Will default from material master.
Req. tracking number
Tracking number assigned on requisition.
O
Acknowledge ment required
Check box if document is to be acknowledged by the vendor
O
5. Choose
Enter. Select
Leave blank for this process
Header Data screen.
6. On the Create Scheduling Agreement: Header Data screen, enter information as specified in the fields in the table below:
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Field name
Description
R/O/C
User action and values
Comment
Agreement date
Date the agreement was created
R
Supplied from initial screen
Grayed out
Item number interval
The way the line items are numbered.
O
Validity start
Beginning date of Scheduling Agreement period.
R
A default today’s date into the field. Change if necessary
Validity end
Date that the Scheduling Agreement expires.
R
Enter the date until the Scheduling Agreement will be valid
Language
Language key. Designates the display, text entry and print language.
R
Defaults from vendor master. Change if necessary.
Payment terms
Terms stipulated by vendor
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Payment in
X amount of days
O
Defaults from vendor master. Change if necessary
Target val
Target value of the Scheduling Agreement.
O
Exch. rate
Exchange rate of the currency
O
Ex. Rate fx.
Fixing of exchange rate. Indicates the purchase order currency and the exchange rate cannot be changed during invoice verification.
O
Incoterms
Freight terms stipulated by vendor
O
Quotation date
Date of the quotation
O
Quotation
Quotation number
O
The user
The internal reference
O
No user action required
Change if necessary
Defaults from vendor master. Change if necessary
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reference
number of the vendor
Salesperson
Name of vendor’s salesperson
O
Our reference
The user company's internal reference number or code.
O
Telephone
Vendor’s phone number
O
Suppl. vendor
Key identifying the vendor
O
Invoicing Party
Number of the invoicing vendor
O
Defaults from vendor master. Change if necessary
For info only. Not copied to purchasing documents.
7. Choose the item overview button on the toolbar, then on the Create Contract: Item Overview screen, enter information as specified in the fields in the table below: Field name
Description
R/O/C
User action and values
Comment
Item
Number that uniquely identifies an item within the contract.
R
Defaults - Line items are defined by the system in increments of 10.
No User Action
I
Item category. Key defining how the procurement of the material or service is handled.
O
Select from drop-down menu if contract is for subcontracting, consignment or other type. Will default from original screen if information has been entered.
No action required for this process
A
Account Assignment Category. Key to determine who will be paying for the consumable material or service.
O
Will default from original screen if information has been entered.
No action required for this process
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Material
Material master number
R
Select from drop-down menu.
Short Text
Description of the material or service to be procured
C
Defaults from material master. Enter a text for material not maintained in the material master (ex. Non stock materials)
Targ. qty.
The quantity for which the Scheduling Agreement is valid
R
Enter the Scheduling Agreement quantity in Number.
Oun
Order Unit
C
Defaults from material master.
Net price
The price for which the material is to be bought at
R
Enter the Scheduling Agreement price here.
Per
How the material is priced
C
Per 1
OPun
Order price unit (purchasing)
C
Can default
Material Group
Material group that the item most closely belongs to
C
Defaults from material master.
Plant
Plant number
R
Enter plant from drop down menu.
Storage Location
Storage location number
O
Will default from material master if it has been maintained. Choose
8. Select the items and Choose the “item details” on the toolbar, then on screen Create Contract: Item Details: enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Target
Defaults from header
R
Defaults
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quantity Release order Qty.
Defaults from header
R
Defaults
Net Order price
Defaults from header
R
Defaults
Price unit
Defaults from header
R
will default from material Master
price date
Effective date of price
R
will default from material Master
Quantity conversion
Denominator of order price to order quantity
R
Enter denominator for conversion
InfoUpdate
Update info record. Determines which prices and conditions are suggested in future PO items.
O
Select from the drop-down menu.
Reminders
Letters or reminders in regards to shipments
O
Enter number of days between reminders
Confirmation Control key
displays only indicates if type of confirmation required
O
Default from vendor master
Acknowl. Reqd
Acknowledgement Required Check box
O
Check if Acknowledgement is required
Acknowledg ment number
Vendor’s Acknowledgement number can be displayed
O
TrackingNo
Requirement tracking number. Groups together the purchasing documents that exist for a certain material requirement.
O
Estimated Price
Check box if price is an estimate
O
Vendors material number
External number to SAP
O
Vendors internal material number
Print Price
Indicates whether price is to be printed on PO
O
Set print price indicator to “on” if price is to be printed
Under delivery %
Under delivery tolerance
O
default from material master
Over delivery %
Over delivery tolerance
O
default from material master
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To update info record automatically
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Stock type
Specifies the stock to which the material is posted upon goods receipt or goods issue (e.g. Quality inspection)
O
Unlimited indicator
indicates unlimited over delivery can be accepted on this item
O/R
Tax Code
Category of item reporting to government tax department
O
Select Tax .
Invoice receipt
Invoice indicator
O
Indicates if invoice receipt is necessary
GR-BasedIV
Goods receipt based invoice verification
O
Tick this check box
Shipping instructions
Indicates packing and shipping instructions to be issued to vendor
O
Indicator should be turned on if required
9. Choose
default from material master
Save icon to save Scheduling Agreement .
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3.10 Releasing Scheduling Agreement Use You have to release a Scheduling Agreement before proceeding with the next transaction.
3.10.1
Release of Scheduling Agreement
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME35L
SAP R/3 menu
Logistics Materials Management Purchasing Outline Agreement Scheduling Agreement Release
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Release Code
Release Code
R
Release Group
Release Group
R
Choose from drop down menu.
Purchasing Document Category
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu.
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Document Number
Purchasing document Number
O
Choose from drop down menu
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Supplying Plant
Supplying Plant #
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
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3. Choose the
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Execute.
4. On screen Release Purchasing Document select the appropriate Document number and perform the following: •
Choose Release and/or
•
Choose Release & Save/or
•
Choose Cancel Release.
5. Choose
Save button.
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3.11 Delivery Schedule Use A Delivery Schedule can be given against Scheduling Agreement which establishes a long-term agreement with a vendor to supply a material. Scheduling Agreement specifies the rate at which material to be provided for specified period. Scheduling Agreement do not specify delivery dates; this is determined when “delivery schedule” are issued against the Scheduling Agreement. This transaction is optional for the process.
3.11.1
Maintain Delivery Schedule for Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME38
SAP R/3 menu
Logistics Materials Management Purchasing Outline agreement Scheduling Agreement Delivery Schedule Maintain
2. On the Maintain Sch. Agmt. Schedule :Initial Screen, enter Scheduling Agreement number & click
enter button.
“Delivery Schedule” on the toolbar, then on screen 3. Select the item and Choose the Maintain Sch. Agmt. Schedule :Delivery Schedule for item: enter information in the fields as specified in the table below: Field name
Description
R/O/C
User action and values
Delivery Date
Date on which the material is to be supplied.
R
Enter date
R
Enter the quantity in Number.
Scheduled quantity
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4. Choose
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Save icon to save Scheduling Agreement .
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3.12 Purchase Order Use A purchase order is a legal document used to record an individual purchase with the vendor. 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. A Purchase Order is also called as Release Order if it is created with reference to a Contract. This transaction is mandatory for the process.
3.12.1 Purchase Order for Procurement of Local Stock Material Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME21N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
2. If you want create purchase order with reference to the purchase requisition, on item details screen enter the purchase requisition number and item number at Purch. Req. field. System will automatically adopt all the data from requisition. However, since this is not mandatory step with out reference process is explained below. 3. On the Create Purchase Order screen, make the following entries: Field name
Description
R/O/C
User action and values
Shopping Cart Symbol
Order type
R
System defaults in ZMAT. Use pull down to change if necessary.
Purchasing document number
Number can be internally or
O
Leave blank.
Vendor
Vendor number
R
Vendor number
Doc. date
Purchase order date
R
Date PO created (defaults to today’s date)
Header
Section Header
Purchasing Organization
Purchasing organization code
R
Purchasing Organization known or via match code search
Purchasing Group
Purchasing group code
R
Select from dropdown menu.
Company Code
Company code for purchase
R
Enter if not defaulted in from purchasing org or
assigned
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group Select Delivery / Invoice tab on Header data. Payment Terms
Payment Terms of Vendor
O
Select from dropdown menu.
Item number
Item number within document
R
Will default by system
Acct. assignment category
Account where costs are allocated
C
Leave blank
Item category
Type of purchase
C
Leave blank
Material
Material number
R
Select from dropdown menu.
Short text
Text from the material master record
R
Default from master record
PO Quantity
Required units / quantity
R
Enter required quantity.
Unit of measure
Unit that good or service is purchased
R
Enter unit of measure
Category of delivery date
Indicates whether the delivery date is to be entered and displayed as a calendar day, week or month.
R
default
Delivery Date
Date material is required
R
Enter delivery date
Net Price
Vendor selling price for good or service
R
Enter price.
Currency
Currency used for plant
R
Defaulted from vendor master
Per
Price per unit
R
Default
Order unit
The unit of measure for which material is purchased
R
Default
Material group
Grouping together of materials by
R
Enter material group
This field is important to get base line date in Invoice Verification.
Item Overview
For a consumable material. For a stock material it is not required
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External numbering is used.
Defaulted from material master
Defaulted from material master
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characteristics Plant
Facility where goods or services are produced or sold.
R
Enter plant.
Storage Location
Location where stock is stored
R
Enter storage location.
Required for stock item
Tracking number
Number that facilitates monitoring of the procurement of required materials
O
Enter if known
Can be used in List display to list all PO’s created by a certain buyer. Potential entry is employee number.
Requisitioner
To whom material or service is ordered
O
Info Record
Purchasing information record informal price agreement that may be updated with each purchase
O
Default if goods was purchase from vendor previously or info record created by system
Purchase req
Reference document number
C
Input the purchasing requisites number if reference to be taken.
Requisn. Item
Purchase requisition item no
C
10
Outline Agreement
Reference document number
C
Enter contract number if you want create Release Order.
Use tool bar button to reference other purchasing documents
Agreement Item
Item number
C
Enter contract line item number for Release Order
Item number within purchasing document
Enter Tax code
R
Select from dropdown menu.
Use tool bar button to reference other purchasing documents
Item Details Select Invoice tab Tax code
If the procurement is for ISK1Plant, which is located in Nashik, Maharashtra State and the Vendor is located in Hyderabad, Andhra Pradesh. This transaction attracts Central Sales Tax (CST) because this is inter state transaction.
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GR-based IV
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Goods receipt based invoice verification
O
Tick this check box
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4. The Purchase Order may be posted by Choosing on the Control + S for saving.
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Save button or Choose
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3.12.2 Creating Purchase Order for Procurement of Imported Material Prerequisites Before starting the process, please ensure the following information: In master record of main imported vendor GR-based invoice verification tick should not be there on Purchasing Data screen of vendor master. And Schema group, Vendor is filled with schema group 21. These are basic master data changes with respect to this process only.
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME21N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known
2. On the Create Purchase Order screen, make the following entries: Field name
Description
R/O/C
User action and values
Shopping Cart Symbol
Order type
R
System defaults in Standard PO. Use pull down to change if necessary
Comment
ZIMP Purchasing document number
Number can be internally or
O
Leave blank
Vendor
Vendor number
R
Vendor number known or via match code search.
Doc. date
Purchase order date
R
Date PO created (defaults to today’s date)
Header
Section Header
Purchasing Organization
Purchasing organization code
R
Purchasing Organization known or via match code search.
Purchasing Group
Purchasing group code
R
Select from drop down menu.
Company Code
Company code for purchase
R
Enter if not defaulted in from purchasing org or group.
assigned
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Input value
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RCL1 Select Delivery / Invoice tab on Header data. Payment Terms
Payment Terms of Vendor
O
Enter if not defaulted in from Vendor Master.
Item number
Item number within document
R
Will default by system
Acct. assignment category
Account where costs are allocated
C
Select from drop down menu if required else keep it blank.
Item category
Type of purchase
C
Leave blank
Material
Material number
R
Use match code search if needed.
Short text
Text from the material master record
R
Default from master record
PO Quantity
Required units / quantity
R
Enter quantity.
Unit of measure
Unit that good or service is purchased
R
Enter unit of measure
Category of delivery date
Indicates whether the delivery date is to be entered and displayed as a calendar day, week or month.
R
Default.
Delivery Date
Date material is required
R
Enter delivery date
Net Price
Vendor selling price for good or service
R
Enter price.
Currency
Currency used for plant
R
Enter Crrency.
Per
Price per unit
R
Default
Order unit
The unit of measure for which material is purchased
R
Default
Material group
Grouping together of materials by characteristics
R
Enter material group.
This field is important to get base line date in Invoice Verification.
Item Overview
For a consumable material. For a stock material it is not required
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For a consumable material it is required, For a stock material it is not required.
Defaulted from material master
Input the value
Defaulted from material master
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Plant
Facility where goods or services are produced or sold.
R
Enter plant.
Storage Location
Location where stock is stored
R
Enter storage location of each plant maintained at Corporate level.
Required for stock item
tracking number
Number that facilitates monitoring of the procurement of required materials
O
Enter if known
Can be used in List display to list all PO’s created by a certain buyer. Potential entry is employee number.
Requisitioner
To whom material or service is ordered
O
Input value if required
Enter Tax code
R
Select V0.
Item Details Select Invoice tab Tax code
For imported purchase always user V0
Select Conditions tab, you can see three condition types ZCDB, ZCDS, ZCV1, ZCV2 and ZCV2 are ready to input the percentage of duties. ZCDB
Basic customs
R
16% - for example
ZCDS
Special Customs
R
16% - for example
ZCV1
CVD
R
16% - for example
ZCV2
Cess on CVD
R
2% - for Ecess on CVD
ZCV3
Cess-Special Customs
R
2% - for ECess on BCD
Since the purchase order vendor is imported vendor and he is nothing to do with the customs duty, special customs duty and countervailing duty. These three duties are paid to the local Commissioner of Customs, local vendor in our case. It is recommended to change the vendor code for above condition types . 1. To change the vendor for condition type select ZCDB condition type and Choose on Condition detail icon located at left bottom side of your screen. 2. System will take to new Item – Conditions – Detail: screen. In this screen at right bottom of screen you can find the vendor code the main imported vendor is defaulted here. You have to replace this vendor code with commissioner of customs code and Choose enter and
green arrow to come back to condition tab of purchase order.
3. To change the vendor for condition type select ZCDS condition type and Choose on Condition detail icon located at left bottom side of your screen.
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4. System will take to new Item – Conditions – Detail: screen. In this screen at right bottom of screen you can find the vendor code the main imported vendor is defaulted here. You have to replace this vendor code with commissioner of customs code and Choose enter and
green arrow to come back to condition tab of purchase order.
5. To change the vendor for condition type select ZCV1 condition type and Choose on Condition detail icon located at left bottom side of your screen. 6. System will take to new Item – Conditions – Detail: screen. In this screen at right bottom of screen you can find the vendor code the main imported vendor is defaulted here. You have to replace this vendor code with commissioner of customs code and Choose enter and
green arrow to come back to condition tab of purchase order.
7. By using above you can also change vendor for ZCV2 and ZCV3 condition types. The Purchase Order may be posted by Choosing on the
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Save icon.
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3.12.3
User Training Guide, Version 1.0
Purchase Order for Procurement of External Services
Prerequisites
1. Before creating purchase order ensure that G/L Account is created as cost element for controlling area with validity date (purchase order date should fall within this validity period). 2. Posting without tax allowed tick is there in Control data of G/L Account master record. 3. Tax category field is filled with * (asterisk) in Control data of G/L Account master record. 4. Posting automatically only tick is not there in Create/bank/interest tab of G/L Account master record. (Transaction Code FS00).
1. Before creating purchase order if this vendor is subject to Tax Deduction at Source (TDS) or with holding tax please ensures that necessary entries in vendor master is updated. 2. On vendor master record screen Withholding Tax Accounting screen maintain the following entries: (Transaction Code FK02, Control data). With. T. type
W/tax code
Liable
Rec. ty
Withholding transaction type
Withholding tax code
Liability
Receipt type
I1 (TDS on Invoice)
I1
Tick the check box
CO
P1 (TDS on Payment)
P1
Tick the check box
CO
EA (ECess on EWT)
EA
Tick the check box
CO
E1 (ECess on EWT)
E1
Tick the check box
CO
This will ensure for this vendor TDS is deducted at invoice verification stage. 3. TDS Payable Account maintain on Open Item basis, to follow the TDS challan updation process. (Transaction Code FS00, Control data).
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME21N
SAP Easy Access menu
Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known
2. On the Create Purchase Order screen, make the following entries:
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Field name
Description
R/O/C
User action and values
Comment
Shopping Cart Symbol
Order type
R
Choose ZOPS from drop down list.
Choose
Purchasing document number
Number can be internally or
O
Leave blank
Vendor
Vendor number
R
EnterVendor number
Doc. date
Purchase order date
R
Date PO created (defaults to today’s date)
Header
Section Header
Purchasing Organization
Purchasing organization code
R
Purchasing Organization known or via match code search.
Purchasing Group
Purchasing group code
R
Select Pur. Group from drop down menu.
Company Code
Company code for purchase
R
Enter if not defaulted in from purchasing org or group
assigned
RCL1 Item Overview
Item Overview
Item number
Item number within document
R
Will default by system
Acct. assignment category
Account where costs are allocated.
C
Select from drop down menu.
For cost center or Project.
Item category
Type of purchase
C
D for Service
For Service
Material
Material number
R
Leave blank
Short text
Text from the material master record
R
Description of Service
PO Quantity
Required units / quantity
R
Defaulted by system
Unit of measure
Unit that good or service is purchased
R
Defaulted by system
Category of delivery date
Indicates whether the delivery date is to be entered and displayed as a calendar day, week or month.
R
default
Delivery Date
Date material is required
R
Enter delivery date
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Net Price
Vendor selling price for good or service
R
Leave it blank for this scenario.
Currency
Currency used for plant
R
Defaulted from vendor master
Per
Price per unit
R
Default
Order unit
The unit of measure for which material is purchased
R
Default
Material group
Grouping together of materials by characteristics
R
Enter material group i.e. Service Group.
Plant
Facility where goods or services are produced or sold.
R
Enter plant.
Storage Location
Location where stock is stored
N.A.
tracking number
Number that facilitates monitoring of the procurement of required materials
O
Requisitioner
To whom material or service is ordered
O
Purchase req
Reference document number
C
Requisn. Item
Purchase requisition item no
C
Outline Agreement
Reference document number
O
Enter contract number.
Agreement Item
Item number
C
Enter contract line item number for Release Order
Service number
Service master record number
R
Select the service you have created in above step.
Short text
Short text
R
Defaulted from service master
Quantity
Quantity
R
Enter quantity.
Enter if known
Can be used in List display to list all PO’s created by a certain buyer. Potential entry is employee number.
Use tool bar button to reference other purchasing documents
Item Details Select Services tab
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Unit of measurement
Unit of measurement
R
Defaulted from service master
Gross price
Gross price per unit of measurement selected in service master
R
Default from Contract.
G/L Account
G/L Account
R
Enter G/L Account.
CO Area
Controlling area
R
Defaulted by system
Cost Center
Cost Center
R
Select from drop down menu.
Select from drop down list
Tax code
Enter Tax code
R
S0
Select S0 tax code
GR-based IV
Goods Receipt based invoice verification
O
Tick this check box
Srv.-based IV
Service based invoice verification
O
Tick this check box
Select Account assignment tab
Choose Enter Select Invoice tab
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3. The Purchase Order may be posted by Choosing on the S for saving.
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3.13 Releasing Purchase Orders Use You have to release a purchase order before proceeding with the next transaction.
3.13.1
Individual Release of Purchase Order
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME29N
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order Release Individual Release
2. Choose on the icon to input the Standard PO number and choose Other Document icon, On the Release Standard PO 4500000## screen, choose on Change (F7) icon and make the entries as the following steps:
3. Since the standard PO 45000000## has release strategy, you will find new tab Release Strategy on header details of purchase order screen. 4. Go to the Release Strategy tab page on header details of purchase order and do the following operations. 5. You will find Release Code XX, beside yellow light and beside Release Options icon. 6. To release the purchase order, choose Release options. A message appears, indicating that Release effected with release code xx.
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7. Choose
User Training Guide, Version 1.0
to Save the document.
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3.13.2
User Training Guide, Version 1.0
Collective Release of Purchase Orders
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME28
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order Release Collective Release
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
Release Code
R/O/C
User action and values
R
Release Group
Release Group
R
Choose from drop down menu.
Purchasing Document Category
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu.
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Document Number
Purchasing document Number
O
Choose from drop down menu
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Supplying Plant
Supplying Plant #
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
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Comment
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5. Choose the
User Training Guide, Version 1.0
Execute.
6. On screen Release Purchasing Document select the appropriate Document number and perform the following: •
Choose Release and/or
•
Choose Release & Save/or
•
Choose Cancel Release.
7. Choose
Save button.
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3.13.3
User Training Guide, Version 1.0
Message Output
Use A Purchase Order needs to be printed for transmitting to vendor.
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME9F
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit
2. On the Message Output screen, make the following entries: Field name
Description
R/O/C
User action and values
Document Number
Purchase Order #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
Application
Subdivides the usage of a condition for the use in different application areas
R
EF defaults for Purchase Order
Message type
Specifies the kind of output
O
Choose from drop down menu.
Transmission time-spot
You can process the message immediately or at a later time. If processing later you must use report program RSNASST00
O
Choose from drop down menu.
Purch. Doc. Data
Message Data
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Comment
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Processing status
User Training Guide, Version 1.0
Indicates the status-
C
Default is 0
1 indicates the process was successful. 2 indicates an error 0 indicates the process has not yet started
Creation date
Date the message is create
O
Enter date or choose the drop down menu
Time created
Displays the time the message was created
C
Defaults to time started
3. Choose the
Execute.
4. On screen Message Output select the appropriate Document number and perform the following: •
Choose Output Message and/or
•
Choose Display Message and/or
•
Choose Message Detail and/or
•
Choose Trial Printout
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3.14 List Display of Purchase Order 3.14.1
Per Vendor
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME2L
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order List Displays By Vendor
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Vendor
Name of Vendor
O
Choose from drop down menu.
Purchase Organisation
Enter POrg Number
O
Choose from drop down menu.
Scope of list
ALV
R
Choose from drop down menu.
Selection Parameters
Select document type.
O
Choose from drop down menu.
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Plant
Plant Number
O
Choose from drop down menu.
Item category
Material or Service
O
Choose from drop down menu.
Account Assignment category
Account Assignment category
O
Choose from drop down menu.
Delivery Date
Delivery Date before which material / services are delivered.
O
Choose from drop down menu.
Validity key Date
Date before which documents are valid.
O
Choose from drop down menu.
Range of coverage to
Date within which documents to be taken.
O
Choose from drop down menu.
Document Number
P.O. Number
O
Choose from drop down menu.
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Material
Material Number #
O
Choose from drop down menu.
Material Group
Material Group #
O
Choose from drop down menu.
Document Date
Document Date on which P.O. was created.
O
Choose from drop down menu.
Intern. Article no. (EAN/UPC)
N.A.
Vendor’s material number
N.A.
Vendor subrange
N.A.
Promotion
N.A.
Season
N.A.
Season Year
N.A.
Short Text
Short text if any
O
Vendor Name
Enter name of Vendor
O
3. Choose the
Execute. & click
exit button.
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3.14.2
User Training Guide, Version 1.0
Per Material
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ME2M
SAP R/3 menu
Logistics Materials Management Purchasing Purchase Order List Displays By Material
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Material
Material Number #
O
Choose from drop down menu.
Plant
Plant Number
O
Choose from drop down menu.
Purchase Organisation
Enter POrg Number
O
Choose from drop down menu.
Scope of list
ALV
R
Choose from drop down menu.
Selection Parameters
Select document type.
O
Choose from drop down menu.
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Item category
Material or Service
O
Choose from drop down menu.
Account Assignment category
Account Assignment category
O
Choose from drop down menu.
Delivery Date
Delivery Date before which material / services are delivered.
O
Choose from drop down menu.
Validity key Date
Date before which documents are valid.
O
Choose from drop down menu.
Range of coverage to
Date within which documents to be taken.
O
Choose from drop down menu.
Document Number
P.O. Number
O
Choose from drop down menu.
Vendor
Name of Vendor
O
Choose from drop down menu.
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Supplying Plant
Enter the name of plant.
O
Choose from drop down menu.
Material Group
Material Group #
O
Choose from drop down menu.
Document Date
Document Date on which P.O. was created.
O
Choose from drop down menu.
Intern. Article no. (EAN/UPC)
N.A.
Vendor’s material number
N.A.
Vendor subrange
N.A.
Promotion
N.A.
Season
N.A.
Season Year
N.A.
Short Text
Short text if any
O
Vendor Name
Enter name of Vendor
O
3. Choose the
Execute. & click
exit button.
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4 Inventory Management 4.1 Goods Receipt & Goods Issue Use The goods receipt (GR) is a goods movement in which the receipt of goods from both an external & from production is posted. A goods receipt leads to an increase of warehouse stock. A goods issue (GI) is a goods movement in which a material withdrawal, goods issue, material consumption, or a goods shipment is posted to a customer. A goods issue leads to a decrease of warehouse stock.
Important Definitions 1. Movement Type: is a three character key used to differentiate between goods movements. E.g. Of such goods movements are goods receipts, goods issues or transfer posting. •
You specify directly or indirectly a mvT type with which the goods movement is to be posted.
•
The movement type determines the layout of the screen for document entry or the updating of the quantity fields.
•
The mvT type symbolizes the concrete business transaction or event represented by the goods movements.
4.1.1
Default Values
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose Settings Default Values. 3. Enter the data on the Initial screen. Then choose
.
Field name
R/O/C
Note
Plant
O
Use pull down to select or F4 button.
Storage Location
O
Use pull down to select or F4 button.
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4.1.2
User Training Guide, Version 1.0
Goods Receipt against a Purchase Order
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Goods Receipt & the reference document Purchase Order. Enter 101 as the default value for the movement type. 3. Choose values:
,with the quick -info text Search for P.O. Enter the following selection
Field name
R/O/C
Note
Vendor
O
Use pull down to select or F4 button.
Material
O
Use pull down to select or F4 button.
Delivery Date
O
4. Choose
Find. A separate screen area with the search result appears.
5. Select your P.O. & choose the search result (
, with the quick-info text Adopt. Then close
, with the quick-info text Close Search Result).
6. Enter the following data on header screen. Field name
R/O/C
Delivery Date
R
Delivery Note
R
Header Text
R
Note
7. Set the OK indicator for the item. Note that you can set the indicator in the detail data only if the detail data screen is open. 8. Choose Check. The system displays missing data with an error message. A traffic light in the Line column displays the status. The system checks all items that have the Item OK indicator set. 9. Choose
Post & make a note of the material document number.
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4.1.3
User Training Guide, Version 1.0
Display the Material & a corresponding Accounting Document & PO history
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Display & the reference Material Document 3. Enter the material document number & the document year. You can also search for the material document (choose ,with the quick-info text Search for mat. Document or double-clicking on a document from the overview. 4. To display the material document, choose
, with the quick info text Execute.
5. To display the accounting document, open the header data & choose the Document info tab page. Choose accounting document & choose
. This will take you to a dialog box. Select the to display it.
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6. To see purchase order history, Open up the item detail data (by clicking on the item number in the item overview, for example). Choose the Purchase Order Data tab page. 7. Choose ,with the quick-info text History, to display the PO history. The material document numbers match up.
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4.1.4
User Training Guide, Version 1.0
Initial Entry of Stock Balances
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Goods Receipt & the reference others. Enter Movement Type 561. 3. Enter the following data: Field name
R/O/C
Note
R
Use pull down to select or F4 button.
R
Use pull down to select or F4 button.
Plant
R
Use pull down to select or F4 button.
Storage Location
R
Use pull down to select or F4 button.
Material Tab Page Material Number Quantity Tab Page Quantity in unit of entry Where Tab Page
4. Set the Item OK indicator. 5. Choose 6. Choose
Next Item & repeat step 3 & 4. Post & make a note of the material document number.
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4.1.5
User Training Guide, Version 1.0
Delivery Free of Charge
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Goods Receipt & the reference others. Enter Movement Type 511. 3. Enter the following data: Field name
R/O/C
Note
R
Use pull down to select or F4 button.
R
Use pull down to select or F4 button.
Plant
R
Use pull down to select or F4 button.
Storage Location
R
Use pull down to select or F4 button.
Material Tab Page Material Number Quantity Tab Page Quantity in unit of entry Where Tab Page
4. Set the Item OK indicator. 5. Choose 6. Choose
Next Item & repeat step 3 & 4. Post & make a note of the material document number.
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4.1.6
User Training Guide, Version 1.0
GR Blocked Stock
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Goods Receipt & the reference document Purchase Order. Enter 103 & confirm your entry with Enter. 3. Choose values:
,with the quick -info text Search for P.O. Enter the following selection
Field name
R/O/C
Note
Vendor
O
Use pull down to select or F4 button.
Material
O
Use pull down to select or F4 button.
Delivery Date
O
4. Choose
Find. A separate screen area with the search result appears.
5. Select your P.O. & choose the search result (
, with the quick-info text Adopt. Then close
, with the quick-info text Close Search Result).
6. Enter the following data on header screen. Field name
R/O/C
Delivery Date
R
Delivery Note
R
Header Text
R
Note
7. Set the OK indicator for the item. Note that you can set the indicator in the detail data only if the detail data screen is open. 8. Choose Check. The system displays missing data with an error message. A traffic light in the Line column displays the status. The system checks all items that have the Item OK indicator set. 9. Choose
Post & make a note of the material document number.
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4.1.7
User Training Guide, Version 1.0
Release the GR blocked stock
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Release GR Blocked Stock & the reference Material Document 3. Enter the material document number & the document year. You can also search for the material document (choose ,with the quick-info text Search for mat. Document or double-clicking on a document from the overview. 4. To display the material document, choose
, with the quick info text Execute.
5. Set the OK indicator for the item. Note that you can set the indicator in the detail data only if the detail data screen is open. 6. Choose
, with the quick-info text Post.
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4.1.8
User Training Guide, Version 1.0
Return Delivery w.r.t. a Material Document
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Return Delivery &reference Material Document. 3. Enter the material document number & the document year. You can also search for the material document (choose ,with the quick-info text Search for mat. Document or double-clicking on a document from the overview. 4. To copy the material document, choose
, with the quick info text Execute.
5. Select the items that were returned with the OK indicator. Enter or change the following data if required. Field name
R/O/C
Note
Material Tab Page Material Number
R
Quantity Tab Page Quantity in unit of entry
R
Where Tab Page Reason for Movement
6. Choose
R
Use pull down to select or F4 button.
, with the quick-info text Post.
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4.1.9
User Training Guide, Version 1.0
Return Delivery w.r.t. a Purchase Order
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement
2. Choose the transaction Return Delivery &reference Purchase Order. 10. Enter 122 (or 124, if the goods receipt was posted to the GR blocked stock). 11. Choose values:
,with the quick -info text Search for P.O. Enter the following selection
Field name
R/O/C
Note
Vendor
O
Use pull down to select or F4 button.
Material
O
Use pull down to select or F4 button.
Delivery Date
O
12. Choose
Find. A separate screen area with the search result appears.
3. Select your P.O. & choose the search result (
, with the quick-info text Adopt. Then close
, with the quick-info text Close Search Result
4. To copy the data from the purchase order, choose
, with the quick info text Execute.
5. Select the items that were returned with the OK indicator. Enter or change the following data if required. Field name
R/O/C
Note
Material Tab Page Material Number
R
Quantity Tab Page Quantity in unit of entry
R
Where Tab Page Reason for Movement
6. Choose
R
Use pull down to select or F4 button.
, with the quick-info text Post.
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4.1.10
User Training Guide, Version 1.0
Cancellation w.r.t. a Material Document
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement
2. Choose the transaction Cancellation &reference Material Document. 3. Enter the material document number & the document year. You can also search for the material document (choose ,with the quick-info text Search for mat. Document or double-clicking on a document from the overview. 4. To copy the material document, choose
, with the quick info text Execute.
5. Select the items that were returned with the OK indicator. Enter or change the following data if required. Field name
R/O/C
Note
Material Tab Page Material Number
R
Quantity Tab Page Quantity in unit of entry
R
Where Tab Page Reason for Movement
6. Choose
R
Use pull down to select or F4 button.
, with the quick-info text Post.
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4.1.11
User Training Guide, Version 1.0
Date Checks in GR for a Purchase Order
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement(MIGO)
2. Choose the transaction Goods Receipt & the reference document Purchase Order. Enter 101 as the default value for the movement type. 3. Choose values:
,with the quick -info text Search for P.O. Enter the following selection
Field name
R/O/C
Note
Vendor
O
Use pull down to select or F4 button.
Material
O
Use pull down to select or F4 button.
Delivery Date
O
4. Choose
Find. A separate screen area with the search result appears.
5. Select your P.O. & choose the search result (
, with the quick-info text Adopt. Then close
, with the quick-info text Close Search Result).
6. Enter the following data. Field name
R/O/C
Note
Header Screen Delivery Date
R
Delivery Note
R
Header Text
R
Material Tab Page Shelf Life expiration date
R
Quantity Tab Page Quantity in unit of entry
R
7. Set the OK indicator for the item. Note that you can set the indicator in the detail data only if the detail data screen is open. 8. Choose Check. The system displays missing data with an error message. A traffic light in the Line column displays the status. The system checks all items that have the Item OK indicator set. 9. Choose
Post & make a note of the material document number.
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4.1.12
User Training Guide, Version 1.0
Goods Issue
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Goods Issue& the reference Others. 3. Enter Movement Type 201. 4. Enter the following data: Field name
R/O/C
Note
R
Use pull down to select or F4 button.
Material Tab Page Material Number Quantity Tab Page Quantity in unit of entry
R
Where Tab Page Plant
R
Use pull down to select or F4 button.
Storage Location
R
Use pull down to select or F4 button.
R
Use pull down to select or F4 button.
Account Assignment Tab Page Cost Center
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5. Set the Item OK indicator. 6. Choose 7. Choose
Next Item & repeat step 3 & 4. Post & make a note of the material document number.
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4.2 Transfer Postings & Stock Transfer Use The properties of some materials change in the course of time, necessitating a change in the numbers under which they are managed. In such cases, you have to make a material – to material transfer postings. In the case of transfer postings, the key aspect is a change in the stock ID number or the stock category of a material. Transfer postings need not involve an actual (physical) goods movement. A stock transfer/ transfer posting consists of a goods issue from the issuing point & a goods receipt at the receiving point. The goods issue & goods receipt can be entered with a single posting for all transfer postings/stock transfers.
4.2.1
Default Values
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose Settings Copying Rules, Transfer Posting. 3. Choose
Insert New Line.
4. Enter movement type 321. 5. Set the indicator for Plant, SLoc, Plant Tfr Pstg, SLoc Tfr Pstg. 6. Choose
copy.
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4.2.2
User Training Guide, Version 1.0
Stock Transfer between Storage Locations
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Transfer Posting & the reference others. Enter Movement Type 313. 3. Enter the following data: Field name
R/O/C
Note
Material Number
R
Use pull down to select or F4 button.
Quantity in unit of entry
R
Transfer Posting Tab Page
From From Plant
R
Use pull down to select or F4 button.
Storage Location
R
Use pull down to select or F4 button.
R
Use pull down to select or F4 button.
To Storage Location
4. Set the Item OK indicator. 5. Choose
Copy to new item. Repeat step3 & 4.
6. Choose
Post & make a note of the material document number.
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4.2.3
User Training Guide, Version 1.0
Stock Transfer between Plants using Stock Transport Order
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MIGO
IMG Menu
Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)
2. Choose the transaction Transfer Posting & the reference Purchase Order. 3. Enter the purchase order number. 4. Enter Movement Type 351. 5. Choose
, with the quick info text Execute.
6. Set the Item OK indicator. 7. Choose
Post & make a note of the material document number.
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4.3 Creation and Acceptance of Service Entry Sheet Use The services actually performed (work actually done) by a service vendor is recorded in a Service Entry Sheet with reference to the purchase order.
4.3.1
Creation and Acceptance of Service Entry Sheet
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ML81N
SAP R/3 Menu
Logistics Materials Management Service Entry Sheet Maintain
2. On the Service Entry Sheet screen, make the following entries: 3. Choose on Other Purch. Orders icon or Shift + F5, system will popup new screen. 4. In this screen against Purchase Order field give the purchase order number which is created in above steps and choose enter to continue. 5. You will get new Service Entry Against Purchase Order 6. Here on this screen Choose Create Entry Sheet (white paper icon) or Shift + F1 to get new entry sheet. 7. System allocates service entry sheet number internally and you will get the number on screen. 8. For example the following screen name will come: On the 1000000### Create Entry Sheet screen, maintain the following entries: Field name
Description
R/O/C
User action and values
Comment
Short text
Shot text of entry sheet
R
Example - Bill for the month of November 2003
Freely maintainable short text
- Select
Service selection icon at the bottom of screen to adopt the data.
- System will give a popup screen with purchase order number on that, choose enter to continue. - System will give new screen Select Services as Reference the services list from purchase order is displayed here. - Select the line item 10 and Choose on Services or F9 (Adopt services) icon on top of screen. - You can observe the system copied the service line item from purchase order with open item quantity. - Change the quantity as per your requirement Quantity
Quantity of service entry sheet
R
Replace 12 with 1
Only one month entry sheet.
With this the basic information of service entry sheet is fully completed. As per the requirement you can fill other fields also if required.
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Select Vendor Evaluation tab & enter scores for received services. To accept the service Choose on Accept icon or Control + F1 (Green flag icon). You can see the traffic light is become Yellow color. That means it is ready to save the service entry sheet. 9. To save the entries Choose on
Save icon or choose Control + S.
10. If any information / warning messages come please ignore them before saving, also please note the acceptance document number.
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4.3.2
User Training Guide, Version 1.0
Collective Release of Service Entry Sheet
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
ML85
SAP R/3 menu
Logistics Materials Management Service Entry Sheet Collective Release
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
Release Code
R/O/C
User action and values
R
Release Group
Release Group
R
Choose from drop down menu.
Purchasing Document Category
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu.
Purchasing Organization
Purchasing Organization #
O
Choose from drop down menu.
Document Number
Purchasing document Number
O
Choose from drop down menu
Document Type
Identifier allowing differentiation between the various kinds of purchasing document in the SAP system
O
Choose from drop down menu
Purchasing Group
Purchasing Group #
O
Choose from drop down menu.
Vendor
Vendor #
O
Choose from drop down menu
Supplying Plant
Supplying Plant #
O
Choose from drop down menu
Document Date
Date on which the purchasing document was created.
O
Enter Document date or choose from drop down menu
8. Choose the
Comment
Execute.
9. On screen Release Purchasing Document select the appropriate Document number and perform the following: •
Choose Release and/or
•
Choose Release & Save/or
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•
User Training Guide, Version 1.0
Choose Cancel Release.
10. Choose
Save button.
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4.4 List Display of Inventory 4.4.1
Stock Overview
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
MMBE
SAP R/3 menu
Logistics Materials Management Inventory Management Environment List Displays Stock Stock Overview
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Database Selections Material
Material Number #
O
Choose from drop down menu.
Plant
Plant Number
O
Choose from drop down menu.
Storage Locations
Select Storage Location
O
Choose from drop down menu.
Batch
N.A.
Stock type selection Also select special stocks
O
Default from system.
Also select stock commitments
O
Default from system.
List Displays Special Stock Indicator
Select stock indicator.
O
Choose from drop down menu.
Display Version
Select stocks to be displayed.
O
Choose from drop down menu
Select display levels Company Code
Stock of material in Company to be displayed.
O
Plant
Stock of material in Plant to be displayed.
O
Storage Location
Stock of material in SLoc to be displayed.
O
Batch
N.A.
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Comment
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Special Stock
4. Choose the
User Training Guide, Version 1.0
Special stock of material to be displayed. Execute. & click
O
exit button.
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4.4.2
User Training Guide, Version 1.0
Warehouse Stock
Procedure 1. Access the transaction choosing one of the following navigation options: Transaction code
MB52
SAP R/3 menu
Logistics Materials Management Inventory Management Environment List Displays Stock Warehouse Stock
2. On the Release (Approve) Purchasing Document screen, make the following entries: Field name
Description
R/O/C
User action and values
Database Selections Material
Material Number #
O
Choose from drop down menu.
Plant
Plant Number
O
Choose from drop down menu.
Storage Locations
Select Storage Location
O
Choose from drop down menu.
Batch
N.A.
Scope of List Material Type
Material Type #
O
Choose from drop down menu.
Material Group
Material Group #
O
Choose from drop down menu.
Purchasing Group
Purchasing group code
O
Select Pur. Group from drop down menu.
Also select special stocks
O
Default from system.
Also select stock commitments
O
Default from system.
Stock type selection
Selection special stocks Special Stock Indicator
Select stock indicator.
O
Choose from drop down menu.
Display Version
Select stocks to be displayed.
O
Choose from drop down menu
Settings Display only Negative stocks
O
Display Batch
O
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User Training Guide, Version 1.0
stocks No zero stock lines
O
Do not display values
O
Display Options Hierarchy Display
Stock of material to be displayed in hierarchy.
O
No Hierarch Display
Stock of material not to be displayed in hierarchy.
O
3. Choose the
Execute. & click
exit button.
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User Training Guide, Version 1.0
4.5 Physical Inventory Use There are several reasons why an enterprise should inventory its stocks at regular intervals. This inventory- taking checks the stocks of material to establish the current assets that are to be listed in the company balance sheet. It is also important for internal reasons to establish the correct stock quantities on hand. It is the goal of Material Requirement Planning, for example, to ensure the availability of materials at all times while at the same time minimizing stockholdings. Incorrect stock data leads to faulty availability figures.
4.5.1
Create Physical Inventory Document
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MI01
IMG Menu
Logistics Materials Management Physical Inventory Physical Inventory Document Create
2. Enter the data on the Initial screen. Choose
enter.
Field name
R/O/C
Note
Planned Count Date
R
Use pull down to select or F4 button.
Plant
R
Use pull down to select or F4 button.
Storage Location
R
Use pull down to select or F4 button.
Special Stock
O
Use pull down to select or F4 button.
Phys. Inventory No.
O
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User Training Guide, Version 1.0
3. Enter the following data. Field name
R/O/C
Note
Material Number
R
Use pull down to select or F4 button.
Stock Type
R
Use pull down to select or F4 button.
4. For more material, repeat step 3. 5. Choose
Post & make a note of the material document number.
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Project Deep Roots
4.5.2
User Training Guide, Version 1.0
Enter Physical Inventory Count
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MI04
IMG Menu
Logistics Materials Management Physical Inventory Count Enter
2. Enter the data on the Initial screen. Choose
enter.
Field name
R/O/C
Note
Phys. Inventory Doc. No.
R
Use pull down to select or F4 button.
Fiscal Year
R
Use pull down to select or F4 button.
Variance %
O
3. Enter the following data. Field name
R/O/C
Note
Count Result
R
Use pull down to select or F4 button.
4. For more material, repeat step 3. Set the Zero Count indicator for not counted item or having zero stock. 5. Choose
Post & make a note of the material document number.
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Project Deep Roots
4.5.3
User Training Guide, Version 1.0
Post Inventory Differences
Procedure 1. Access the activity using one of the following navigation options: Transaction Code
MI07
IMG Menu
Logistics Materials Management Physical Inventory Difference Post
2. Enter the data on the Initial screen. Choose
enter.
Field name
R/O/C
Note
Phys. Inventory Doc. No.
R
Use pull down to select or F4 button.
Fiscal Year
R
Use pull down to select or F4 button.
Threshold Value
O
3. Enter the following data. Field name
R/O/C
Note
Reason
R
If change select reason from drop down menu.
4. Choose
Post & make a note of the material document number.
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