Control Copy No: TRF/P2P/1.1/01

Transcription

1 !"##!$ %TRF/P2P/1.1&''()'' End User Training Manual for SAP MM Material Management Process Name: PR PROCESSING Process No: TRF/P2P/1.1 Control Copy No: TRF/P2P/1.1/01 *+*% Doc Version Description Prepared by Date Reviewed by Approved by 00 Draft Srinivas.T 25/12/2009

2 Introduction Enterprise Procurement to pay process in TRF has the following business processes. Sl. No. TRF Enterprise Process No. Process Name 1 TRF/P2P/1.1 PR processing 2 TRF/P2P/1.2.1 Procurement planning 3 TRF/P2P/1.2.2 RFQ & Comparison 4 TRF/P2P/1.2.3 Purchase Contract 5 TRF/P2P/1.2.4 Create PO 6 TRF/P2P/1.3 GRN 7 TRF/P2P/1.4 Storage Management 8 TRF/P2P/1.4.1 Inventory verification 9 TRF/P2P/1.5 Invoice Verification 10 TRF/P2P/1.6 Vendor Evaluation For each of the above processes, there are separate End User Training Manuals are available This document covers sl. No. 1 of the above list, that is PR processing This End User Training manual on PR processing consists of the Following sequence of sub-processes as listed in the Table of contents (next page) Page 2 of 44

3 1.1-Purchase Info Record-Overview... 5 Prerequisites... 5 Purchase Info Record-Purpose & Definition Creation of purchase info record ME Changing of the Info Record-ME Displaying the Info record-me Purchase Requisitions-Overview Purpose & definition Creation of Purchase requisition for Projects-ME51N Release Purchase Requisition-ME54N/ME FYI Changing the Purchase requisition-me52n Displaying the Purchase requisition-me53n Page 3 of 44

4 Procurement Environment Vendor invoice Purchase Order 7.? 8. Invoice verification Payment 1. Requirements determination 2. Source determination 3. Vendor selection 6. Goods receipt and inventory management 5. Order follow-up 4. Order Processing Page 4 of 44

5 SAP R/3 Master Data Important master data in the Procurement process includes: Material Master Vendor Master Purchasing Information Records Page 5 of 44

6 Material Master Data Material Master Data! " Page 6 of 44

7 Examples of How Data is Used $ % & $ # # Purchasing " #!! Vendor Master The vendor master includes all data necessary for processing business transactions and corresponding with vendors Information is shared between the accounting and purchasing departments Data is grouped into three categories: General data Accounting data Purchasing data General data Purchasing data Accounting data Page 7 of 44

8 Vendor Master Vendor Master Record Vendor Master Data is centrally stored ensuring data is always consistent and up to date General Data Name Address Bank details Tax Info Accounting Info Payables GL Acct Payment terms Payment Method Interest Purchasing Order Currency PO default data You use this component if you wish to store information on a vendor and a material as master data at purchasing organization or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment). Definition Serves as a source of information for purchasing, the purchasing info record (also referred to in abbreviated form as the "info record") contains information on a specific material and a vendor supplying the material. For example, the vendor's current pricing is stored in the info record. Page 8 of 44

9 The info record allows buyers to quickly determine: Which materials have been previously offered or supplied by a specific vendor Which vendors have offered or supplied a specific material Structure Content of an Info Record The info record contains: Data such as prices and conditions that you can store for the relevant purchasing organization or plant The number of the last purchase order Tolerance limits for over deliveries and under deliveries The planned delivery time (lead time required by the vendor to deliver the material) Vendor evaluation data An indicator showing whether the vendor counts as the regular vendor for the material The vendor sub-range to which the material belongs The availability period during which the vendor can supply the material The info record contains quotation and ordering data. The data in the info record (prices for example) is also used as default data for purchase orders. For instance, you can store the current and future quotation conditions (discounts, fixed costs etc.) in the info record, in order to be able to copy them into Pos. You can also maintain the vendor s conditions directly in the info record. Organizational Levels An info record can apply to the following organizational levels: Purchasing organization Plant Page 9 of 44

10 Procurement Types in Info Records Standard A standard info record contains information for standard purchase orders. The info records can be created for materials and services with and without master records. Subcontracting A subcontractor info record contains ordering information for subcontract orders. For example, if you subcontract the assembly of a component, the subcontractor info record would include the vendor's (subcontractor s) price for assembling the component. Pipeline A pipeline info record contains information on a vendor s commodity that is supplied through a pipeline or pipes (for example, oil or water) or by similar means (for example, electricity through the mains). The info record contains the vendor s price for the consumption of such commodities by the buyer ("pipeline withdrawals"). You can store withdrawal/usage prices for different validity periods. Consignment A consignment info record contains information on a material that vendors keep available at their own cost on the orderer s premises. The info record contains the vendor s price for withdrawals by the orderer from consignment stock. As in the case of the pipeline info record, you can store prices for different validity periods. Order Price History The purchase order price history logs the various prices charged for a material by a vendor. Texts in the Info Record The info record contains the following text types: Info record memo Page 10 of 44

11 An internal note or comment that is adopted in the PO item.the info record memo is not printed out. PO text in info record This text serves to describe the order item and corresponds to the PO text in the material master record. It is adopted in the PO item and included in the printout. Short text For material that has a material master record, the short text (short description) is adopted directly from the material master record in the PO or the outline purchase agreement. Note: In info record, you will have 4tabs General data-in general data fields need to be entered are 1st Rem. /Exped.-Def.- Number of days representing the time interval at which reminders or Urging letters/messages (may also be termed "chasers", "hasteners" (UK) Or "expediters" (USA)) are to be issued to the vendor. Purchase organization Data: Enter vendor number, material number, Plant, Purchase group, purchasing organization, standard quantity Conditions: To maintain relevant pricing elements. Texts: A text that describes the object to which it refers in greater detail. Page 11 of 44

12 Press enter, next screen appears as Page 12 of 44

13 General data-in general data fields need to be entered are 1st Rem. /Exped.-Def.- Number of days representing the time interval at which reminders or Urging letters/messages (may also be termed "chasers", "hasteners" (UK) Or "expediters" (USA)) are to be issued to the vendor. Page 13 of 44

14 Purchase organization Data: Enter vendor number, material number, Plant, Purchase group, purchasing organization, standard quantity, and Net price. Enter planned delivery time Page 14 of 44

15 Enter standard qty Page 15 of 44

16 Enter net price A text that describes the object to which it refers in greater detail Page 16 of 44

17 After entering required text,press save Page 17 of 44

18 Page 18 of 44

19 ! Enter the info record number, which you want to change and press as, next screen appears Page 19 of 44

20 Do the required changes and save the document. Page 20 of 44

21 "# $ Enter the info record number which you want to display and press Page 21 of 44

22 You use this component if you wish to give notification of requirements of materials and/or external services and keep track of such requirements. Requisitions can be created either directly or indirectly. "Directly" means that someone from the requesting department enters a purchase requisition manually. The person creating the requisition determines what and how much to order, and the delivery date. "Indirectly" means that the purchase requisition is initiated via another SAP component. Page 22 of 44

23 The creation indicator in the requisition shows whether the requisition was created directly or indirectly. It is displayed in analyses of requisitions and in the statistical data of a requisition item). Purchase requisitions can be subject to a release (clearance, or approval) procedure. Definition A purchase requisition is a request or instruction to Purchasing to procure a certain quantity of a material or a service so that it is available at a certain point in time. Structure A purchase requisition consists of a number of items, for each of which a procurement type is defined. The following procurement types exist: Standard Subcontracting- You use this special procurement type to carry out subcontracting with a material. In subcontracting, components are staged at an external vendor and are used to produce the required assemblies. Consignment-You use this special procurement key to carry out consignment processing for a material. Consignment is a business process in which the vendor provides material at the customer. The costs are incurred by the vendor Stock transfer-here, materials are ordered from the receiving plant and are delivered by the delivering plant. The requirement is determined in the receiving plant. If you want to use this special procurement type, you must maintain a special Procurement key per 'receiving plant -> delivering plant' relationship Service-Services Management (MM SRV) is an application component within the Materials Management (MM) module. It supports the complete cycle of bid invitation, award/order placement phase, and acceptance of services, as well as the invoice verification process. An item of a requisition contains the quantity and delivery date of the material to be supplied or the quantity of the service to be performed. For items to be supplied by subcontractors, you can specify the necessary input materials or components that are to be provided to the subcontractor for assembly or processing in respect of each delivery date stipulated. Page 23 of 44

24 An item of the procurement type External service contains a set of service specifications. The latter can be hierarchically structured. The summary view of such a hierarchical structure is referred to as an outline. The outline comprises a number of levels, each representing a level of the service hierarchy. The ordered quantity and date of performance are set out in service lines, representing individual jobs or activities. Value limits are specified instead of service lines for services or work that initially cannot be specified precisely. If services covered by an already existing contract are requested, the requisition item can contain a value limit relating to the contract in question. Costs can be apportioned among various Controlling objects via the account assignment. A purchase requisition can be fulfilled through purchase orders or longer-term purchase agreements. It is an document: it is not used outside the enterprise. Page 24 of 44

25 Purchase Requisition Sources Manual Creation by User Department Department 1 Department 2 OR Automatic Creation Planning Purchase Requisition Processing Purchase Requisitions Create purchase requisition Determine source of supply Release Allocate vendor and process Purchase Requisition Contract Requisition o.k. RFQ Purchase Order Manual or Automatic Vendor Page 25 of 44

26 Purchase Requisition Processing MRP Direct Entry Purchase Order Purchase requisition Release strategy Determine source of supply Page 26 of 44

27 % &' Mandatory Fields while creating PR S.N0 Field name/activity EG: User action and values 1 Material Quantity 10 3 Account assignment category Q-project make-to-order 4 Item category Standard 5 purchase group Material group 2001-Plant & Machines 7 Plant 1000-BMHE 8 Purchase 1000-TRF Central organization Purchase Org 9 Storage 1000-Main store Location 10 G/L Account Click on Logistics in sap easy access screen Description Double click on "CREATE" to create the Purchase Requisition Page 27 of 44

28 Next screen appears as 2 Select Purchase Document type Page 28 of 44

29 Required User Input Click on "List Box" SAP Screen Snap Description This is the initial screen of Purchase Requisition. Here you will select the Requisition document type, in TRF Purchase requisition uses following document type relevant to category. Page 29 of 44

30 3Select the Material.Required User Input Click where shown. SAP Screen Snap Description Enter the Material code. If you know the Material code, you can type manually or You can select from the list. Press F4 key, or click on the highlighted button to call the list. 4 Enter Material No Page 30 of 44

31 Required User Input Enter " " then press Tab. 5. SAP Screen Snap Description Enter the Material code. If you know the Material code, you can type manually or You can select from the list. Press F4 key, or click on the highlighted button to call the list. 6. Enter Quantity Page 31 of 44

32 Required User Input Enter "10" then press Tab. SAP Screen Snap Description Specifies the quantity to be ordered Page 32 of 44

33 7. Enter Plant Required User Input Enter "1000" then press Tab. SAP Screen Snap Description Select the Plant code. If you know your plant code, you can type manually. You can select from the list. Press F4 key, or click on the highlighted button to call the list. 8. Enter Purchasing Group Page 33 of 44

34 Required User Input Enter "100" then press "F4". SAP Screen Snap Description Select purchasing group, who are responsible for purchasing activities. In TRF different purchasing Group are responsible for certain purchasing. Page 34 of 44

35 9. List selection Required User Input Double click where shown. SAP Screen Snap Description Select the appropriate Purchasing group from the list 10. Save Page 35 of 44

36 Required User Input Click where shown. SAP Screen Snap Purchase requisition number created Page 36 of 44

37 " &(') && Note: ME54N-individual release A Purchase Requisition that is subject to a release procedure needs to be released by the Required releasing authority Depending on the purchasing group, the material group, the value of the requisition, or other criteria specified in the release strategy, the requisition will proceed through a prescribed release procedure that will ensure that a proper level of authority will approve the requisition order before it will be released to the purchasing department. A Release Strategy defines the appropriate approval needed to approve a requisition via One or multiple signature authorities A Release Strategy defines the appropriate approval needed to approve a requisition via one or multiple signature authority. An authorized person may accept or reject the release strategy. Requisitions are normally released using Workflow, an like tool that notifies users of documents to approve. Transaction (ME54N / ME55) Click on the Release strategy tab in the Header details area 1. Enter release code. 2. Select PR and click release strategy. to release the requisition 3. Release status changes to released. Save Page 37 of 44

38 Example: This screen shot, shows just an example we are attaching how to release PR. Page 38 of 44

39 *+ DELEGATION OF FINANCIAL POWERS FOR APPROVAL OF PURCHASE REQUISITION IN TRF APPROVING AUTHORITY - BMHS MD Any Value COO 125 SBU Head 75 GM/DGM/AGM 50 Sr.DM/DM/ADM 37.5 Sr. Mgr / Manager/Asst Mgr/Site in Charge 15 MD APPROVING AUTHORITY - BMHE Any Value COO 125 SBU Head 75 GM/DGM/AGM 30 Sr.DM/DM/ADM 15 Sr. Mgr / Manager/Asst Mgr/Site in Charge 6 APPROVING AUTHORITY - P&YE MD Any Value COO 125 SBU Head 75 GM/DGM/AGM 30 Sr.DM/DM/ADM 15 Page 39 of 44

40 Sr. Mgr / Manager/Asst Mgr/Site in Charge 6 APPROVING AUTHORITY - BMHG MD Any Value COO 125 SBU Head 75 GM/DGM/AGM 15 Sr.DM/DM/ADM 7.5 Sr. Mgr / Manager/Asst Mgr/Site in Charge 3 &! Select this icon, next screen appears as Page 40 of 44

41 Enter purchase requisition number to be changed, press enter next screen appears as Page 41 of 44

42 Click change icon Page 42 of 44

43 Change the required fields and save the document. "# &$' Follow the same process as explained above for changing the document. Note: here we can only view the document Page 43 of 44

44 Page 44 of 44