Baan Order Management Purchase Control

Transcription

1 Baa Order Maagemet Purchase Cotrol Module Procedure UP031A US

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3 Documetiformatio Documet Documet code : UP031A US Documet group : User Documetatio Documet title : Purchase Cotrol Applicatio/Package : Baa Order Maagemet Editio : A Date : July 1998 Copyright 1998 Baa Developmet B.V. All rights reserved The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet. Purchase Cotrol

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5 Table of cotets 1. The Purchase Cotrol (PUR) module i BaaERP The PUR cocept as applied i BaaERP The modules related to PUR PUR s fuctioal procedures The purchase master-data procedure The purchase master-data procedure Optioal purchase master-data sessios The purchase-requisitio procedure The purchase requisitios procedure To work with purchase-requisitio statuses The request-for-quotatio procedure The maual-rfq procedure The geerate-rfq procedure To work with RFQ statuses To use the optioal sessios i the RFQ procedure The (optioal) RFQ-criteria procedure The purchase-cotracts procedure The purchase-cotract procedure To work with purchase-cotract statuses Sessios that are related to the purchase-cotract procedure The purchase-order procedure The purchase-order procedure To work with differet kids of purchase orders To work with purchase-order statuses Sessios that are related to the purchase-order procedure The purchase-schedule procedure The purchase-schedule procedure To work with purchase-schedule statuses The sessios that are related to the mai procedure The optioal purchase-schedule procedure The vedor-ratig procedure The vedor-ratig procedure The vedor-ratig procedure s related sessios 8-4 Purchase Cotrol i

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7 About this documet Read this documet to get a overview of the Purchase Cotrol (PUR) module s fuctioality ad to lear more about the fuctioal procedures that are related to PUR. You eed o detailed kowledge of the BaaERP software to read this documet. However, you are more likely to uderstad the cotets if you are familiar with: The overall structure of packages, modules, ad sessios i BaaERP The geeral busiess procedures used i everyday busiess practice The basic cocepts of eterprise resource plaig For detailed descriptios of the module s sessios, refer to BaaERP s comprehesive olie Help. To use this documet Read Chapter 1, The Purchase Cotrol (PUR) module i BaaERP, if you wat to kow more about: The module s cocept The relatioship of the module with other modules The fuctioality of the module s procedures Read Chapter 2, The purchase master-data procedure, if you wat to kow more about: The sessios i the purchase master-data procedure The results of this procedure The sessios that are related to this procedure Read Chapter 3, The purchase-requisitios procedure, if you wat to kow more about: The sessios i the purchase-requisitios procedure The results of this procedure How to work with purchase-requisitio statuses Read Chapter 4, The requests-for-quotatios procedure, if you wat to kow more about: The sessios i the requests-for-quotatios procedures The results of this procedures How to work with RFQ statuses The sessios that are related to this procedure Purchase Cotrol 1

8 Read Chapter 5, The purchase-cotracts procedure, if you wat to kow more about: The sessios i the purchase-cotracts procedure The results of this procedure How to work with purchase-cotract statuses The sessios that are related to this procedure Read Chapter 6, The purchase-order procedure, if you wat to kow more about: The sessios i the purchase-order procedure The results of this procedure How to work with differet kids of purchase orders How to work with purchase-order statuses The sessios that are related to this procedure Read Chapter 7, The purchase-schedule procedure, if you wat to kow more about: The sessios i the purchase-schedule procedure The results of this procedure How to work with purchase-schedule statuses The sessios that are related to this procedure The optioal purchase-schedule procedure Read Chapter 8, The vedor-ratig procedure, if you wat to kow more about: The sessios i the vedor-ratig procedure The results of this procedure The sessios that are related to this procedure Purchase Cotrol 2

9 Acroyms used i this documet ACP BOM CCP CMG COM EDI EDM EMM GLD IBD INA INH INR IPU LTC MCS PAT PCG PCS PSS PST PTC PUR RFQ RRP SFC SIC SLS SOC Accouts payable Bill of material Cetral caleder maagemet Cash maagemet Commo Electroic data iterchage Egieerig data maagemet Eterprise modelig maagemet Geeral ledger Item base data Ivetory aalysis Ivetory hadlig Ivetory reportig Item purchase data Lot cotrol System tables Pla aggregatio ad trasfer Pricig cotrol Project cotrol system Project schedulig system Purchase statistics Project group cotrol Purchase cotrol Requests for quotatios Resource requiremets plaig Shop floor cotrol Statistical ivetory cotrol Sales cotrol Service order cotrol Purchase Cotrol 3

10 Leged Madatory sessio Optioal sessio Madatory busiess object Optioal busiess object CF PCS PCS Idicates a madatory sessio Idicates a optioal sessio Idicates a madatory busiess object Idicates a optioal busiess object Idicates a package Idicates a module Idicates a module that is described i the module procedure Purchase Cotrol 4

11 1. The Purchase Cotrol (PUR) module i BaaERP The PUR cocept as applied i BaaERP The modules related to PUR PUR s fuctioal procedures 1.1 The PUR cocept as applied i BaaERP I productio compaies ad tradig compaies, a efficiet ad accurate purchase cotrol system, which forms a part of the day-to-day logistical process, is a critical success factor. Usig such a purchase-cotrol system, you must be able to cotrol items such as iteral purchase requiremets, (requests for) quotatios, purchase cotracts, purchase orders, ad the selectio of buyfrom busiess parters. The PUR module i BaaERP offers the fuctioality to maage the etire purchase process. Some issues that ifluece the efficiecy of purchase cotrol are: Sales requiremets Availibility of ivetory Productio requiremets Purchase forecasts Figure 1 shows the positio of PUR withi BaaERP. More specifically, Figure 1 shows where you ca fid the procuremet fuctioality withi the busiess process as it is applied i BaaERP. Productio Sales SFC Coordiatio & plaig SLS PAT INH COM IBD Purchase IPU MCS BOM PUR PST Basic data Figure 1, The positio of PUR withi BaaERP Purchase Cotrol 1-1

12 The Purchase Cotrol (PUR) module i BaaERP PUR is a executio module. PUR cotais the fuctioalities to maage the etire purchase process. PUR s most importat procedure is the purchase-order procedure, which ca be carried out to icrease the ivetory to fulfil demad for: Productio Delivery of sales orders Specific order procedures are supported by predefied order types. You ca maage purchase requisitios, which are used by o purchasig employees to ask for the purchase of o-productio-related goods. Differet requests for quotatios ca be created ad the result of these RFQs ca be compared. You ca store cotract iformatio with buy-from busiess parters iformatio, icludig price agreemets ad flexible terms of paymet, o purchase cotracts. For differet purposes these cotracts ca be evaluated durig ad at the ed of the cotract. I cases where full visibility ad timephasig of purchase requiremets is required, you ca defie purchase schedules that support log-term purchase projects with frequet receipts. All relevat purchase order experieces with buy-from busiess parters ca be stored i history. So, the differet vedors ca be rated ad compared. Purchase Cotrol 1-2

13 The Purchase Cotrol (PUR) module i BaaERP 1.2 The modules related to PUR Figure 2 shows the modules i BaaERP that are related to PUR. The modules are grouped i boxes that express a fuctioal area. Warehousig Eterprise Master Data Fiace LTC INH IBD COM ACP INR INA EMM MCS CMG GLD CCP Eterprise Plaig PAT PUR Purchase IPU RRP PST Service SOC Quality Cotrol PTC Project PSS Maufacturig SFC BOM Electroic Commerce EDI Pricig PCG Sales SLS PCS EDM Figure 2, The modules related to the PUR module Purchase Cotrol 1-3

14 The Purchase Cotrol (PUR) module i BaaERP Eterprise master data Fiace Warehousig Maufacturig Sales Pricig Purchase The followig modules provide iput to PUR: The Item Base Data (IBD) module, together with the Item Purchase Data (IPU) module, provides PUR with item specificatio data ad orderig data. I the Commo (COM) module, for example departmets (for example, purchase offices), employees (for example, buyers), busiess parters, addresses, ad cotacts are maitaied. I the Eterprise Modelig Maagemet (EMM) module, you ca specify clusters ad relatioships betwee several etities, such as employee, warehouse, ad purchase office. The relatioships that are specified i EMM model the flow of goods, documets, iformatio, receipts, ad paymets. So, o direct relatio betwee EMM ad PUR exists, but EMM iflueces the way PUR works. The uits, currecies, warehouses, price groups, ad so o that are used i PUR are specified i the System Tables (MCS) module. You must lik a period table to a purchase schedule. The period tables are maitaied i the Cetral Caleder Maagemet (CCP) module. The Accouts Payable (ACP) module carries out the purchase ivoice procedure. If the purchase orders or purchase schedules are ivoiced, ACP gives them the status ivoiced. If purchased goods are received i the warehouse, the Ivetory Hadlig (INH) module books the receipts o purchase orders i PUR. However, i a purchase schedule, BaaERP chages the schedule status to Fial Receipt. The Ivetory Aalysis (INA) module hadles SIC. If stocks are low, BaaERP geerates a purchase-order advice or a purchase-schedule advice. I purchase cotracts, purchase orders, ad purchase schedules egieerig item revisio data is used to specify the item versio to be purchased. PUR retrieves the egieerig item revisio data from the Egieerig Data Maagemet (EDM) module. I the Shop Floor Cotrol (SFC) module, a purchase order advice ca be created for subcotractig items. A BOM ca be copied to a purchase order if you wat to buy/subcotract all BOM-compoets. For each BOM-compoet that does ot have uderlyig compoets, a purchase-order lie is created. The BOMs are specified i the Bill of Material (BOM) module. I the Sales Cotrol (SLS) module, you ca geerate purchase-order advices for a sales order. The prices ad discouts calculatio of purchased goods is based o the criteria specified i the Pricig Cotrol (PCG) module. The purchase-specific item data is specified i the Item Purchase Data (IPU) module. You ca also specify purchase plaig data ad purchase orderig data i IPU. Purchase Cotrol 1-4

15 The Purchase Cotrol (PUR) module i BaaERP Eterprise plaig Service Project Fiace Warehousig Maufacturig Quality cotrol Pricig Purchase I the Resource Requiremets Plaig (RRP) module you ca geerate plaed purchase orders ad plaed distributio orders. These plaed orders are trasferred to PUR i the Pla Aggregatio ad Trasfer (PAT) module. It is also possible to trasfer a plaed purchase order, for a JIT item, directly from RRP to PUR. I this case a purchase schedule is geerated. The (i RRP) plaed purchase orders are trasferred to PUR i PAT module. These plaed purchase orders ca result i a purchase order or, if o buy-from busiess parter ca be foud for the item, i a request for quotatio. A purchase order advice ca be created i the Service Order Cotrol (SOC) module. Purchase order advices ad purchase schedule advices ca be geerated from the Project Schedulig System (PSS) module. PUR provides the followig modules with data: The purchase ivoice procedure is carried out i the Accouts Payable (ACP) module. The purchase orders ad purchase schedules to be ivoiced are writte to ACP. The Cash Maagemet (CMG) module gets iformatio from PUR. BaaERP uses this iformatio to carry out cash forecastigs. If a purchase order or purchase schedule is created, related postigs are doe i the Geeral Ledger (GLD) module. To iform the warehouse about the goods that are expected, purchase orders are released to warehousig. The receipt of goods is carried out i the Ivetory Hadlig (INH) module. The Lot Cotrol (LTC) module uses the purchase order(lie) umbers to keep track of lots. The Ivetory Reportig (INR) module uses the purchase order umber to keep track of the origi of a warehouse order. The Project Cotrol System (PCS) module uses price data ad discout data of subcotracted items to calculate the cost price of projects. This data is specified i purchase cotracts ad purchase orders. If a purchase order specifies that received items must be ispected, the ispectio is hadled by the Project Group Cotrol (PTC) module. The Pricig Cotrol (PCG) module uses the purchase prices ad purchased quatities, which are specified i PUR, to geerate ad calculate prices ad discouts. I the Purchase Statistics (PST) module, all kids of purchase history ad purchase statistical iformatio is stored. Purchase Cotrol 1-5

16 The Purchase Cotrol (PUR) module i BaaERP Electroic commerce Whe usig purchase schedules, the data iterchage with the busiess parters takes place through the Electroic Data Iterchage (EDI) module. 1.3 PUR s fuctioal procedures PUR cotais several fuctioal procedures that (partly) cotrol the purchase of goods. The mai PUR procedure is the purchase-order procedure. I most cases, the purchase-order procedure does ot act as a stad-aloe procedure, but it is preceded by, rus aalogously to, ad is followed by other procedures. The procedures that (ca) precede the purchase-order procedure are: Purchase master-data procedure Purchase-requisitio procedure Requests-for-quotatios procedure Purchase-cotract procedure The purchase-schedule procedure rus parallel to the purchase-order procedure. The vedor-ratig procedure follows the purchase-order procedure. Purchase Cotrol 1-6

17 The Purchase Cotrol (PUR) module i BaaERP Figure 3 shows the mai flow betwee PUR s procedures ad also the relatio to PUR s history fuctioalities. IPU Purchase Master Data PCG Purchase Requisitios Purchase Requisitio History Requests for Quotatios RFQ History Purchase Cotracts Purchase Cotract History Purchase Schedules Purchase Orders Purchase Order History Vedor Ratig Figure 3, Mai flow betwee PUR s procedures ad history fuctioalities Purchase master-data I the purchase master-data procedure, you ca maage geeral purchaserelated data, such as user profiles ad geeral parameters. You must set this data before you ca use the other PUR procedures. For detailed iformatio, see Chapter 2, The purchase master-data procedure. Purchase requistios Use the purchase-requisitios procedure to maage requests for o-productio related purchases. You ca covert a purchase requisitio to a request-forquotatio or to a purchase order. For detailed iformatio, see Chapter 3, The purchase-requisitio procedure. Purchase Cotrol 1-7

18 The Purchase Cotrol (PUR) module i BaaERP Purchase-requisitio history Usig the purchase-requisitio history fuctioality, you ca view, prit, or delete the created requisitios. For more iformatio, see Chapter 3, The purchase-requisitio procedure. Requests for quotatios Use the requests-for-quotatio procedure to make ad prit RFQs ad sed them to various buy-from busiess parters. You ca eter the quotatios, which you receive i aswer to the RFQs. So, you ca compare, for example, the prices ad discouts that are offered by your buy-from busiess parters. After you select a quotatio, you ca copy the quotatio data to a purchase cotract or a purchase order. For detailed iformatio, see Chapter 4, The requests-for-quotatio procedure. Requests-for-quotatio history Usig the requests-for-quotatio history fuctioality, you ca view, prit, or delete the history of RFQs. For more iformatio, see Chapter 4, The requestsfor-quotatios procedure. Purchase cotracts Use the purchase-cotract procedure to cotrol purchase cotracts. The purchase-cotract data is used i purchase orders or purchase schedules. For detailed iformatio, see Chapter 5, The purchase-cotract procedure. Purchase-cotract history Usig the purchase-cotracts history fuctioality, you ca view, prit, or delete the purchase-cotracts history ad the registered turover of purchase cotracts. For more iformatio, see Chapter 5, The purchase-cotract procedure. Purchase orders Use the purchase-order procedure to create ad modify orders for the purchase of goods or services. Orders ca be maually created or automatically geerated. For detailed iformatio, see Chapter 6, The purchase-order procedure. Purchase-orders history Usig the purchase-order history fuctioality, you ca view, prit, or delete the purchase orders history. You ca select the data to view or prit per: Created purchase order Ivoiced purchase order You ca delete purchase-order history data that is o loger relevat. Before you ca delete history data, you must update the purchase statistics. For more iformatio, see Chapter 5, The purchase-order procedure. Purchase Cotrol 1-8

19 The Purchase Cotrol (PUR) module i BaaERP Purchase schedules Use the purchase-schedule procedure to cotrol log-term purchases with frequet deliveries. You ca lik a purchase cotract to a purchase schedule. I BaaERP, a purchase schedule plays a similar role to that of a purchase order. For detailed iformatio, see Chapter 5, The purchase-schedule procedure. Vedor ratig Use the vedor-ratig procedure to calculate the buy-from busiess parter s ratig, based o statistical data. Based o the vedor ratig, you ca make trasactio decisios. For detailed iformatio, see Chapter 8, The vedorratig procedure. Purchase Cotrol 1-9

20 The Purchase Cotrol (PUR) module i BaaERP Purchase Cotrol 1-10

21 2. The purchase master-data procedure This chapter describes: The purchase master-data procedure The optioal purchase master-data sessios 2.1 The purchase master-data procedure Note The purchase master data procedure s results Prerequisites I the purchase master-data procedure you ca defie purchase master data such as: Order types that defie the steps that are madatory i a purchase-order procedure Purchase offices that you ca use to create purchase cotracts, purchase orders, ad purchase schedules User profiles with user-specific default data You must carry out the purchase master-data procedure before you ca start carryig out the other PUR procedures. So, carry out this procedure first if you wat to hadle the purchase of goods. Before you ca carry out PUR s procedures, you must also specify data that is related to purchase items, for example, item data, busiess parters, ad warehouses. The purchase-related item data caot be specified i the purchase master data procedure, but ca be specified i the Item Purchase Data (IPU) module. The purchase master-data procedure results i a set of data that eables you to carry out PUR s procedures. Before you ca specify purchase master data, you must defie: Items i the Item Base Data (IBD) module Busiess parters i the Commo Data (COM) module Departmets ad employees i the System Tables (MCS) module Warehousig order types i the Ivetory Hadlig (INH) module Purchase Cotrol 2-1

22 The purchase master-data procedure Figure 4 shows the steps i the purchase master data procedure. 1 Purchase Parameters (tdpur0100s000) 2 Purchase Order Types (tdpur0594m000) 3 Activities by Order Type (tdpur0560m000) 4 Re-execute Activities by Order Type ad Activity (tdpur0561m000) 5 Purchase Office (tdpur0512m000) 6 User Profiles (Purchase) (tdpur4523m000) Figure 4, The purchase master data procedure Note Step 1 Step 2 The purchase master-data procedure cosists of the followig steps: Purchase Parameters (tdpur0100s000) Use this sessio to determie how PUR will operate. Oly the geeral parameters that are used i various PUR procedures ca be maitaied i this sessio. The parameters that are related to oly oe PUR procedure ca be maitaied i a procedure specific parameter sessio. Purchase Order Types (tdpur0594m000) The order type determies which activities are icluded i the order procedure ad i which sequece the order procedure is carried out. You ca defie purchase order types for the followig order types: Direct delivery Retur order Collect order Cost order Subcotractig order Cosigmet repleishmet Cosigmet paymet (See also Chapter 6.2, To work with differet kids of purchase orders ad Chapter 6.3, To work with purchase-order statuses). Purchase Cotrol 2-2

23 The purchase master-data procedure Note Note Step 3 Step 4 Step 5 If you wat to use order types i combiatio with purchase orders, requests for quotatios, or purchase cotracts, you must eter the cocered series fields i this sessio. Before you ca specify the series, you must defie the umber groups i the followig sessios: Purchase Order Parameters (tdpur0100s400) RFQ Parameters (tdpur0100s100) Purchase Cotract Parameters (tdpur0100s300) Activities by Order Type (tdpur0560m000) You ca use this sessios to add activities to the purchase-order type, which you have defied i the Purchase Order Types (tdpur0594m000) sessio. Activities are the madatory steps that you must carry out i the purchase-order procedure. The activities that you defie per order type deped o the course of busiess i your compay. A sessio code or a maual actio that you must carry out i the purchase-order procedure ca reflect a activity. Re-execute Activities by Order Type ad Activity (tdpur0561m000) I this sessio, you ca specify the activities that you may carry out (agai) for the selected activity i the related purchase-order procedure. Purchase Office (tdpur0512m000) You ca defie purchase offices i this sessio. The data specified for a purchase office serves as default data i the followig procedures, accordig to the purchase office that is selected: Purchase order procedure Purchase-schedule procedure Purchase requisitio procedure Requests for quotatios procedure Purchase-cotract procedure Purchase offices ad their default data are also used i the followig modules: Item Purchase Data (IPU) Purchase Statistics (PST) Project Schedulig System (PSS) If you wat to use purchase offices i combiatio with purchase orders, purchase schedules, requests for quotatios, purchase cotracts, schedule releases, or requisitios you must fill the cocered series fields i this sessio. Before you ca specify the series, you must defie the umber groups i the followig sessios: Purchase Order Parameters (tdpur0100s400) RFQ Parameters (tdpur0100s100) Purchase Cotract Parameters (tdpur0100s300) Purchase Requisitio Parameters (tdpur0100s200) Purchase Cotrol 2-3

24 The purchase master-data procedure Note Step 6 User Profiles (Purchase) (tdpur4523m000) Use this sessio to maitai the default data for each user. User profiles (purchase) determie the order etry method ad the default values durig the iput of purchase orders. The user profiles (purchase) serves as default data i the followig procedures: The purchase order procedure The purchase-schedule procedure The purchase-requisitio procedure The request-for-quotatios procedure The purchase-cotract procedure The default data specified i the user profile is also used i the followig modules: Project Schedulig System (PSS) Service Order Cotrol (SOC) If you wat to use user profiles i combiatio with purchase orders, purchase schedules, requests for quotatios, purchase cotracts, schedule releases, or requisitios, you must fill the cocered series fields i this sessio. Before you ca specify the series, you must defie the umber groups i the followig sessios: Purchase Order Parameters (tdpur0100s400) RFQ Parameters (tdpur0100s100) Purchase Cotract Parameters (tdpur0100s300) Purchase Requisitio Parameters (tdpur0100s200) 2.2 Optioal purchase master-data sessios Order chages You ca hadle chages o purchase orders i the Purchase Orders (tdpur4100s000) sessio ad the Purchase-order lies (tdpur4101s000) sessio. To be able to maitai chages, you must predefie some master data chages i the followig sessios: Purchase Ackowledgmets Codes (tdpur0154m000) Use this sessio to defie purchase order ackowledgmet codes ad the destiatio of these ackowledgmets. A ackowledgmet is a message that the buy-from busiess parter seds to the purchaser to cofirm the receipt of the purchase order, which usually implies the acceptace of the order by the buy-from busiess parter. The buy-from busiess parter ca chage the data o the purchase order i the order ackowledgmet accordig to: his compay s terms ad coditios former agreemets with the purchaser Purchase Cotrol 2-4

25 The purchase master-data procedure Cost sets Order iput cotrol Purchase Chage Order Sequece Numbers (tdpur4114m000) You ca use this sessio to defie optioal umbers that are used to assig the occurrece of chages to a purchase order or purchase order ackowledgmet. You ca oly start this sessio from the Chage Order Sequece Number field of the Purchase Orders (tdpur4100s000) sessio or the Purchase-order lies (tdpur4101s000) sessio. Chage Reaso Code (tdpur0197m000) Use this sessio to maitai codes that represets the chage reaso, which ca be assiged to a chaged order or a order ackowledgemet to make it clear why a chage is made. Chage Types (tdpur0198m000) I this sessio, you ca defie chage types that idicate the kid of chage of a chaged purchase order or order ackowledgemet. Possible types of chage are, for example, chage order lie, add order lie, or chage header data. If you wat to assig additioal costs of items to purchase price lists ad buyfrom busiess parters, you must predefie the cost set master data i the followig sessios: Additioal Cost Sets (tdpur0124m000) I this sessio you ca defie additioal cost sets uder which a umber of additioal costs ca be stored. Items by Cost Set (tdpur0528m000) I this sessio you ca assig items to cost sets. Cost Sets by Purchase Price List / Buy-from Busiess Parter (tdpur0527m000) Use this sessio to lik cost sets to purchase price lists ad buy-from busiess parters. I the Purchase Order Iput Cotrols (tdpur0195m000) sessio, you ca specify the fields that must be filled whe a purchase order (lie) is created i the Purchase-order headers (tdpur4100s000) sessio ad the Purchase-order lies (tdpur4101s000) sessio. Iput cotrols provide users with a quick method to eter purchase orders ad purchase-order lies. Purchase Cotrol 2-5

26 The purchase master-data procedure Purchase Cotrol 2-6

27 3. The purchase-requisitio procedure This chapter describes: The purchase-requisitio procedure How to work with purchase-requisitio statuses 3.1 The purchase requisitios procedure The purchase requisitio procedure s results Note The purchase requisitio procedure is desiged for the o-purchasig user (someoe who may ot kow the stadard procedures i purchasig) ad is maily used to specify the purchase demad for o-productio related purchases. For example, egieers ca order material ad/or services, but they do ot eed to uderstad the etire purchasig process to do so. The purchaserequisitio procedure ca be used to eter o-system plaed requiremets for various types of items icludig stadard ivetory items, stadard cost items, ad stadard service items. You ca also submit a requisitio for a item that does ot exist i BaaERP. The fial approval of purchase requisitios ad the coversio to a purchase order or request for quotatios ca oly take place i a purchase office. The purchase requisitio procedure results i: Purchase orders or requests for quotatios for o-productio-related purchases. A updated purchase requisitio history accordig to the Log Purchase Requisitio History parameter i the Purchase Requisitio Parameters (tdpur0100s200) sessio. Before you ca carry out the purchase-requisitio procedure, you must set the purchase requisitio parameters i the Purchase Requisitio Parameters (tdpurr0100s200) sessio. Purchase Cotrol 3-1

28 The purchase-requisitio procedure Figure 5 shows the steps i the purchase requisitio procedure. A Approver List (tdpur2105m000) 1 Purchase Requisitios (tdpur2501m000) 2 Purchase Requisitio Lies (tdpur2502m000) 6 Copy Purchase Requisitios (tdpur2204m000) 7 Delete Purchase Requisitios (tdpur2202m000) 3 Submit/Cacel Purchase Requisitios (tdpur2203m000) 11 Create Sales Order / Purchase Requisitio (eciop0201m000) 4 Purchase Requisitio Approval (tdpur2106s000) 5 Covert Purchase Requisitio Lies to RFQ/PO (tdpur2201m000) 12 Purchase Requisitios History (tdpur2504m000) 8 Display Requisitio Progress by Requester (tdpur2506m000) Display Requisitio Progress by Approver 9 (tdpur2516m000) 10 Display Requisitio Progress by Approver Departmet (tdpur2526m000) Figure 5, The purchase requisitio procedure Step A Step 1 Step 2 Step 3 The purchase-requisitio procedure cosists of the followig steps: Approver List (tdpur2105m000) I this sessio, you ca maitai a list of approvers (idividuals or departmets) who are authorized to approve purchase requisitios. Purchase Requisitios (tdpur2501m000) Use this sessio to create the purchase-requisitio header with requestor data, approver data, ad delivery data. Purchase Requisitio Lies (tdpur2502m000) I this sessio, you ca, for example, eter the required article or article descriptio, the umber of required articles, the uit i which you wat the article to be delivered, ad the project (if the article is eeded for a specific project). Submit/Cacel Purchase Requisitios (tdpur2203m000) Use this sessio to submit purchase requisitios to the ext stage of the approval process, or to cacel requisitios. Purchase Cotrol 3-2

29 The purchase-requisitio procedure Step 4 Step 5 Step 6 Step 7 Step 8 You ca also use this sessio to forward a requisitio from oe approver to aother approver. Purchase Requisitio Approval (tdpur2106s000) I this sessio, you ca approve, reject, or covert a submitted requisitio. If a purchase requisitio must be approved by several approvers, you ca submit the requisitio to the ext approver (departmet). So, this sessio ca be used several times i successio by a umber of approvers. You ca start this sessio from the followig sessios: Purchase Requisitios (tdpur2501m000 / tdpur2101s000) Purchase Requisitio Lies (tdpur2502m000) Display Requisitio Approval Progress by Requester (tdpur2506m000) Display Requisitio Progress by Approver (tdpur2516m000) Display Requisitio Progress by Approver Departmet (tdpur2526m000) Covert Purchase Requisitio Lies to RFQ/PO (tdpur2201m000) If a requisitio is approved, a purchase office (employee) ca covert it to: A request for quotatio A purchase order i the Covert Purchase Requisitio Lies to RFQ/PO (tdpur2201m000) sessio Copy Purchase Requisitios (tdpur2204m000) You ca copy a existig requisitio to a ew oe i the Copy Purchase Requisitios (tdpur2204m000) sessio. You ca also copy active requisitios ad requisitios from the history file. Purchase requisitios ca be copied regardless of their status. Delete Purchase Requisitios (tdpur2202m000) Usig this sessio, you ca delete purchase requisitios based o the status ad request date or last trasactio date. You ca delete requisitios that have oe of the followig statuses: Created Coverted Rejected Modified Caceled Display Requisitio Progress by Requester (tdpur2506m000) I this sessio, you ca view the requisitio status by requester. You ca also submit a requisitio from this overview sessio. To perform this fuctio, double-click a requisitio, ad the Purchase Requisitio Approval (tdpur2106s000) sessio is started i which you ca submit the requisitio. Purchase Cotrol 3-3

30 The purchase-requisitio procedure Step 9 Step 10 Step 11 Step 12 Display Requisitio Progress by Approver (tdpur2516m000) I this sessio, you ca view the requisitio status by approver. From this overview sessio, you ca also submit, approve, or reject a requisitio. To perform a fuctio with a requisitio, double-click a requisitio, ad the Purchase Requisitio Approval (tdpur2106s000) sessio is started i which you ca submit, approve, or reject the requisitio. Display Requisitio Progress by Approver Departmet (tdpur2526m000) I this sessio, you ca view the requisitio status by approver departmet. From this overview sessio, you ca also submit, approve, or reject a requisitio. To perform a fuctio with a requisitio, double-click a requisitio, ad the Purchase Requisitio Approval (tdpur2106s000) sessio is started i which you ca submit, approve, or reject the requisitio. Create Sales Order / Purchase Requisitio (eciop0201m000) You ca use the Create Sales Order / Purchase Requisitio (eciop0201m000) sessio to geerate purchase requisitios from EDI. Purchase Requisitios History (tdpur2504m000) Accordig to the value i the Log Purchase Requisitio History field i the Purchase Requisitio Parameters (tdpur0100s200) sessio, the purchase requisitios are writte to the history whe coversio to request for quotatios or purchase orders takes place. The Purchase requisitios History (tdpur2504m000) sessio gives a overview of the logged requisitio history. Purchase Cotrol 3-4

31 The purchase-requisitio procedure 3.2 To work with purchase-requisitio statuses The purchase-requisitio procedure has may steps. You ca use the purchaserequisitio statuses to keep track of a purchase requisitio ad to determie which steps ca be carried out. The possible status chages ad the sessios i which the status chage (ca) take place are listed i the followig table. The status chages of purchase requisitios From status To status Sessio Created Purchase Requisitios (tdpur2501m000) Created Caceled Purchase Requisitios (tdpur2501m000) Purchase Requisitio Lies (tdpur2502m000) Submit/Cacel Requisitios (tdpur2203m000) Created Submitted Purchase Requisitios (tdpur2501m000/tdpur2101s000) Purchase Requisitio Lies (tdpur2502m000/tdpur2102s000) Submit/Cacel Requisitios (tdput2203m000) Created Deleted Purchase Requisitios (tdpur2501m000) Caceled Deleted Purchase Requisitios (tdpur2501m000) Delete Purchase Requisitios (tdpur2202m000) Submitted Caceled Purchase Requisitios (tdpur2501m000) Purchase Requisitio Lies (tdpur2502m000) Submit/Cacel Requisitios (tdpur2203m000) Submitted Approved Purchase Requisitios Approval (tdpur2106s000) Submitted Rejected Purchase Requisitios Approval (tdpur2106s000) Approved Submitted Purchase Requisitios Approval (tdpur2106s000) Approved Approved Purchase Requisitios Approval (tdpur2106s000) Approved Rejected Purchase Requisitios Approval (tdpur2106s000) Approved Coverted Covert Requisitio Lies to RFQ/PO (tdpur2201m000) Rejected Caceled Purchase Requisitios (tdpur2501m000) Purchase Requisitio Lies (tdpur2502m000) Submit/Cacel Requisitios (tdpur2203m000) Rejected Modified Purchase Requisitios (tdpur2101s000) Purchase Requisitio Lies (tdpur2102s000) Rejected Deleted Purchase Requisitios (tdpur2501m000) Modified Caceled Purchase Requisitios (tdpur2501m000) Submit/Cacel Requisitios (tdpur2203m000) Modified Submitted Purchase Requisitios (tdpur2501m000) Purchase Requisitio Lies (tdpur2502m000) Submit/Cacel Requisitios (tdpur2203m000) Modified Approved Purchase Requisitios Approval (tdpur2106s000) Modified Rejected Purchase Requisitios Approval (tdpur2106s000) Modified Deleted Purchase Requisitios (tdpur2501m000) Coverted Deleted Delete Purchase Requisitios (tdpur2202m000) Covert Requisitio Lies to RFQ/PO (tdpur2201m000) Purchase Cotrol 3-5

32 The purchase-requisitio procedure Note You ca copy purchase requisitios from every requisitio status to the created status by usig the Copy Requisitios (tdpur2204s000) sessio. Figure 6 shows the purchase-requisitio statuses. The left colum i figure 6 shows the stadard purchase-requisitio procedure s status flow. The mai exceptios to the stadard procedure are also reflected. 1 Created 2 Submitted 7 Modified 3 Approved 6 Rejected 4 Coverted 8 Cacelled 5 Deleted Figure 6, The status flow of a purchase requisitio procedure Status 1 Status 2 Status 3 Status 4 The meaig of the differet statuses is stated below: Created The purchase requisitio is created by the requester ad is ready to be submitted. Submitted The requisitio is submitted to a valid approvig departmet ad, additioally, submitted to a valid approver. The requisitio is ready to be approved. The approver ca also reject the requisitio if, for example, some modificatios are required. Approved The requisitio is approved ad ready to be coverted to a request for quotatio or a purchase order. However, if a requisitio is approved, you ca still reject it. If the requisitio must be approved by more tha oe approver, oly the fial approver must covert the requisitios. The other approvers must chage the requisitio s status to Submitted ad assig the requisitio to the ext approver (departmet). So, aother approver ca approve the requisitio agai. Coverted Oly a approvig departmet of the type purchase office ca iitiate the coversio of a requisitio. The requisitio status is updated to Coverted by usig the Covert Requisitio Lies to RFQ/PO (tdpur2201m000) sessio. Purchase Cotrol 3-6

33 The purchase-requisitio procedure Status 5 Status 6 Status 7 Status 8 Whe you covert the requisitio, the purchase requisitio history data is also updated. A coverted requisitio is ready for deletio. Deleted If a purchase requisitio is deleted, it is automatically posted to the purchaserequisitio history ad receives the status Deleted. A requisitio ca oly be deleted if it has oe of the followig statuses: Created Coverted Rejected Modified Caceled Rejected If a approver or approvig departmet does ot agree with a purchase requisitio, it ca be rejected. A purchase requisitio ca be rejected if it has the status Submitted or the status Approved. Modified A requester ca modify a rejected requisitio. A requisitio receives the status Modified if a rejected purchase requisitio (lie) is chaged ad the chage is saved. The modified requisitio ca be set to Submitted to be approved agai. Caceled A approver or a approvig departmet ca cacel the requisitio. The status of a caceled requisitio ca ot be chaged. Purchase Cotrol 3-7

34 The purchase-requisitio procedure Purchase Cotrol 3-8

35 4. The request-for-quotatio procedure This chapter describes: The maual-rfq procedure The geerate-rfq procedure How to work with RFQ statuses The optioal sessios i the RFQs procedure How to use RFQ criteria i the RFQs procedure 4.1 The maual-rfq procedure Advice The maual RFQs procedure s results Note You ca use the maual-rfq procedure to ask buy-from busiess parters to provide you with offers for goods ad services. You ca compare the offers (quotatios) that you receive to select the oe that best fits your requiremets. I the maual RFQ procedure, you ca create RFQs ad sed them to your buyfrom busiess parters. You ca select the buy-from busiess parters, to whom you wat to sed a RFQ, maually or based o the approved source list. The quotatios that you receive i aswer to the RFQ ca be etered i BaaERP. You ca compare the received quotatios, based o prices ad amouts, ad copy the best fittig quotatio to a purchase order or a purchase cotract. Use the maual-rfq procedure if you wat to create a RFQ for oe item. If you wat to create a RFQ for several items ad/or several item groups, the geerate-rfq procedure is more suitable. Carryig out the maual-rfq procedure ca result i: Quotatios from differet buy-from busiess parters that you ca compare based o objective criteria. A purchase cotract or a purchase order with the best fit regardig the prices ad the amouts. Updated RFQs history if the Log RFQ History checkbox of the Requests for Quotatio Parameters (tdpur0100s100) sessio is selected. Before you ca carry out the maual-rfq procedure, you must set the RFQ parameters i the Request for Quotatio Parameters (tdpur0100s100) sessio. Purchase Cotrol 4-1

36 The request-for-quotatio procedure Figure 7 shows the steps i the maual RFQs procedure. 1 Requests for Quotatios (tdpur1501m000) A Covert Requisitio Lies to RFQ/PO (tdpur2201m000) 2 RFQ Lies (tdpur1502m000) 3a Suppliers per RFQ (tdpur1505m000) 3b Lik Suppliers to RFQs (tdpur1221m000) 4 RFQ Lie Details per Supplier (tdpur1506m100) 5 Prit RFQs (tdpur1401m000) 10 Prit RFQ Remiders (tdpur1402m000) 6 Supplier Quotatios (tdpur1506m000) 7 Compare Quotatios (tdpur1110m000) 8 Copy RFQ Lies to Cotracts/Orders (tdpur1202m000) 11 Prit Letter for Usuccesful Bidders (tdpur1410m000) 9 Delete RFQs (tdpur1205m000) Figure 7, The maual RFQs procedure Step 1 Step 2 The maual RFQs procedure cosists of the followig steps. Requests for Quotatios (tdpur1501m000) I this sessio, you ca defie the RFQ header with the RFQ s creatio date, the retur date, ad delivery date or period. RFQ Lies (tdpur1502m000) You ca create the RFQ lies, with the required item, quatity details, ad delivery details i the RFQ Lies (tdpur1502m000) sessio. You must lik the created RFQ to oe or more buy-from busiess parters to which you wat to sed the RFQ. Purchase Cotrol 4-2

37 The request-for-quotatio procedure Step 3a Step 3b Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Suppliers per RFQ (tdpur1505m000) You ca lik oe buy-from busiess parter to a RFQ by usig the Suppliers per RFQ (tdpur1505m000) sessio. Lik Suppliers to RFQs (tdpur1221m000) You ca use the Lik Suppliers to RFQs (tdpur1221m000) sessio to lik several buy-from busiess parters to a RFQ. The selectio of the buy-from busiess parters ca be based o a approvedsource list, which you ca maitai i the Approved Source List (tdipu1500m000) sessio. RFQ Lie Details per Supplier (tdpur1506m100) I this sessio you ca specify whether a RFQ is set to a buy-from busiess parter. If the RFQ is ot set to a buy-from busiess parter, you ca also eter a text that explais why the RFQ is ot set. Prit RFQs (tdpur1401m000) After you specify which buy-from busiess parters will receive a RFQ, you ca prit the RFQs i the Prit RFQs (tdpur1401m000) sessio. You ca sed the prited RFQs to the selected buy-from busiess parters. This step is oly madatory if the Sed RFQ checkbox i the RFQ Lie Details by Supplier (tdpur1506m000) sessio is selected. Supplier Quotatios (tdpur1506m000) Whe the selected buy-from busiess parters receive your RFQ, they ca decide to sed you a quotatio i aswer to your RFQ. You ca eter these quotatios i the Supplier Quotatios (tdpur1506m000) sessio. Compare Quotatios (tdpur1110m000) Whe all quotatios o a RFQ are etered, ad the retur date is expired, you ca compare the quotatios i the Compare Quotatios (tdpur1110m000) sessio. This sessio helps you to select the best fittig quotatio that ca be copied to a purchase cotract or a purchase order. Copy RFQ Lies to Cotracts/Orders (tdpur1202m000) I this sessio, you ca copy the selected quotatio to a purchase cotract or a purchase order. Delete RFQs (tdpur1205m000) Use this sessio to delete RFQs that have o quotatio retured ad/or which the retur date is expired. You ca also delete the supplier quotatios that are expired. If all quotatios that are retured o a RFQ are deleted, the RFQ is also deleted. Purchase Cotrol 4-3

38 The request-for-quotatio procedure Step 10 Step 11 Step A Prit RFQ Remiders (tdpur1402m000) If buy-from busiess parters do ot submit a quotatio i respose to your RFQ before the retur date, you ca sed them a remider, which you ca prit with this sessio. Prit Letter for Usuccesful Bidders (tdpur1410m000) You ca sed buy-from busiess parters a biddig-regret letter if they submit a quotatio i respose to your RFQ but do ot get the cotract. You ca also prit biddig-regret letters with the Prit Letter for Usuccesful Bidders (tdpur1410m000) sessio. Covert Requisitio Lies to RFQ/PO (tdpur2201m000) You ca also create RFQs by covertig purchase requisitio lies to RFQs i this sessio. 4.2 The geerate-rfq procedure Advice The geerate-rfq procedure s results Note You ca use the geerate-rfq procedure to ask buy-from busiess parters to provide you with a offer of goods ad services. You ca compare the offers (quotatios) that you reveive to select the oe that best fits your requiremets. I the geerate-rfq procedure, you ca geerate RFQs ad set them to your buy-from busiess parters. The creatio of RFQs ad the assigmet to buyfrom busiess parters is carried out i oe of the geerate sessios. So, you ca skip the first step ad the third step of the maual-rfq procedure. The quotatios that you receive i aswer to the RFQ ca be etered i BaaERP. You ca compare the received quotatios based o prices ad amouts, ad the copy the quotatio that you prefer to a purchase cotract or a purchase order. Use the geerate-rfqs procedure if you wat to create a RFQ for several items ad/or several item groups. If you wat to create a RFQ for oe item, the maual-rfq procedure is more suitable. Carryig out the geerate-rfqs procedure ca result i: Quotatios from differet buy-from busiess parters that you ca compare, based o objective criteria. A purchase cotract or a purchase order with the best fit regardig the prices ad the amouts. Updated RFQs history if the Log RFQ History checkbox i the Requests for Quotatio Parameters (tdpur0100s100) sessio is selected. Before you ca carry out the geerate-rfq procedure, you must set the RFQ parameters i the Request for Quotatio Parameters (tdpur0100s100) sessio. Purchase Cotrol 4-4

39 The request-for-quotatio procedure Figure 8 shows the steps i the geerate RFQs procedure. C Copy Cotract Lies to RFQs (tdpur3210m000) B Geerate RFQs (tdpur1220m000) D Trasfer Pla/Order (cppat1210m000) 2 RFQ Lies (tdpur1502m000) 4 RFQ Lie Details per Supplier (tdpur1506m100) 5 Prit RFQs (tdpur1401m000) 10 Prit RFQ Remiders (tdpur1402m000) 6 Supplier Quotatios (tdpur1506m000) 7 Compare Quotatios (tdpur1110m000) 8 Copy RFQ Lies to Cotracts/Orders (tdpur1202m000) 11 Prit Letter for Usuccesful Bidders (tdpur1410m000) 9 Delete RFQs (tdpur1205m000) Figure 8, The geerate RFQs procedure Step B For a explaatio of the steps 2-11, see chapter 4.1. Compared to the maual- RFQ procedure, the geerate-rfq procedure cosists of the followig extra steps: Geerate RFQs (tdpur1220m000) Use this sessio to geerate RFQs for more the oe item ad/or item group. You ca select the buy-from busiess parters to sed a RFQ i two ways: Maually Based o the approved source list The geerated RFQs are directly liked to the selected buy-from busiess parters. So, you do t have to lik the RFQs to buy-from busiess parters maually. Purchase Cotrol 4-5

40 The request-for-quotatio procedure Step C Step D Copy Cotract Lies to RFQs (tdpur3210m000) Whe a cotract eds, you ca copy the cotract to a RFQ ad the sed the RFQ to the cocered buy-from busiess parters to reew the cotract. You ca also sed the RFQ to other buy-from busiess parters. The selectio of the buy-from busiess parters takes place i the same way as i Step A (see Chapter 4.2, The maual-rfq procedure). Trasfer Pla/Order (cppat1210m000) You ca use the Trasfer Pla/Order (cppat1210m000) sessio to trasfer the plaed purchase orders i the Resource Requiremets Plaig (RRP) module to PUR. If BaaERP caot fid a buy-from busiess parter for the item, the plaed purchase order ca be trasferred to a RFQ. 4.3 To work with RFQ statuses The RFQ procedure has several steps. You ca use the RFQ status to keep track of a RFQ ad to determie which steps are already fiished. The sequece of statuses for a RFQ is strictly regulated. The RFQ status is checked before a step is carried out. The followig table shows the status chages of a RFQ: RFQ status chages From status To status Sessio - Created Requests for Quotatios (tdpur1501m000) Created Prited Prit RFQs (tdpur1401m000) Prited Modified Requests for quotatios (tdpur1501m000) or RFQ lies (tdpur1502m000) Modified Prited Prit RFQs (tdpur1401m000) Prited Retured Supplier Quotatios (tdpur1506m000) Retured Processed Copy RFQ Lies to Cotracts/Orders (tdpur1202m000) Purchase Cotrol 4-6

41 The request-for-quotatio procedure Figure 9 shows the possible statuses ad the status flow of a RFQ. 1 Created 2 Prited 5 Modified 3 Retured 4 Processed Figure 9, The statuses of a RFQ Status 1 Status 2 Status 3 Status 4 Status 5 The meaig of the statuses i the RFQs procedure is stated below. Created The RFQ is created or geerated ad is ready to be prited. Prited The RFQ is prited ad (ca be) set to the selected buy-from busiess parters. You ca also modify a prited ad set RFQ. Retured Supplier quotatios are retured i aswer to the RFQ. The quotatios are etered i the Supplier Quotatios (tdpur1506m000) sessio. You ca compare the received quotatios ad select the best oe to be processed. If you have received quotatios i aswer to a RFQ, you caot delete the RFQ. Processed The selected quotatio is copied to a purchase cotract or a purchase order. Modified If you have prited a RFQ ad have set it to a buy-from busiess parter, you ca still chage the RFQ. If you have chaged the RFQ, its status becomes Modified. You must prit a modified RFQ agai ad sed it to the selected buy-from busiess parters. If you chage ad sed a RFQ that has already bee set, you are advised to add text that explais the chages. Purchase Cotrol 4-7

42 The request-for-quotatio procedure 4.4 To use the optioal sessios i the RFQ procedure Compare Quotatios RFQ History I the RFQs procedure, you ca use two additioal sessios to compare quotatios. You ca start these sessios from the Compare Quotatios (tdpur1110m000) sessio: Totals per Supplier (tdpur1805m000) You ca oly compare totals per supplier if the quatities that are etered for the received quotatios (per RFQ) are the same. Prices per Supplier per RFQ Lie (tdpur1806m000) You ca oly compare prices per supplier if a RFQ criteria set is specified i the Requests for Quotatios (tdpur1101s000) sessio. BaaERP gives you the possibility to store the RFQ history. If the Log RFQ History checkbox i the RFQ Parameters (tdpur0100s100) sessio is selected: The RFQs that are created i the Requests for Quotatios (tdpur1501m000) sessio ad the RFQ Lies (tdpur1502m000) sessio are automatically stored i the Booked Iquiry History by Busiess Parter (tdpur1510m000) sessio. The RFQs that are copied to a purchase cotract or a purchase order i the Copy RFQ Lies to Cotracts/Orders (tdpur1202m000) sessio are automatically stored i the Copied Iquiry History by Busiess Parter (tdpur1511m000) sessio. The RFQs that are deleted i the Delete RFQs (tdpur1205m000) sessio are automatically stored i the Deleted Iquiry History by Busiess Parter (tdpur1512m000) sessio. 4.5 The (optioal) RFQ-criteria procedure The RFQs criteria procedure s results Note If you wat to compare self-defied criteria, as well as prices ad discouts, you ca use the RFQ-criteria procedure. So, the RFQ-criteria procedure provides you with the fuctioality that help you to make a better deliberatio i selectig a quotatio. Carryig out the maual-rfq procedure ca result i: Quotatios from differet buy-from busiess parters that you ca compare based o objective criteria ad subjective criteria. A purchase cotract or a purchase order with the best fit with regards to the prices, the amouts ad the self-defied criteria. Updated RFQs history if the Log RFQ History checkbox i the Requests for Quotatio Parameters (tdpur0100s100) sessio is selected. The RFQ-criteria procedure ca be implemeted i both the maual-rfq procedure ad i the geerate-rfq procedure. Before you ca carry out the RFQ-criteria procedure, you must set the RFQ parameters i the Request for Quotatio Parameters (tdpur0100s100) sessio. Purchase Cotrol 4-8