Chapter 3 2

Storage Location A place, within a plant, where materials are stored  Areas designated for different types of material raw material, work-in-process, finished goods  More sophisticate

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The Procurement Process

Chapter 3

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Learning Objectives

1 Describe the major organizational levels associated with the

procurement process.

2 Discuss the four basic categories of master data that are

utilized during the procurement process.

3 Explain the key concepts associated with the procurement

process

4 Identify the key steps in the procurement process and the

data, documents, and information.

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Learning Objectives (Continued)

5 Effectively use SAP ERP to execute the key steps in the

procurement process

6 Utilize SAP ERP to extract meaningful information about

the procurement process

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A Basic Procurement Process

4

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Organizational Data

 Client

 Company code (CC)

 Plant

 Storage location (S Loc)

 Purchasing organization (P Org)

 Purchasing group

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 Many definitions or uses A location

 That holds valuated stock (for distribution)

 Where production planning is carried out

 Where products and services are created

 That contains service or maintenance facilities

 Factory, warehouse, distribution center

 Can be assigned to one CC only

 A CC can have many plants

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Storage Location

 A place, within a plant, where materials are stored

 Areas designated for different types of material (raw material, work-in-process, finished goods)

 More sophisticated divisions including storage bins, cabinets, trays

 A plant must have at least one storage location

 A storage location can belong to only one plant

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GBI Storage Locations

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Purchasing Organization

 Identify and select vendors

 Negotiate general conditions of purchase and contracts for one or more plants or companies

 Determine pricing conditions

 Typically three models for Purchasing Organization

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Enterprise-Level Purchasing Organization

 Also known as cross-company code model

 One Purchasing Organization assigned to all CC in a client

 Purchasing for all plants across all CC

 Highly centralized – corporate Purchasing Org

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Enterprise-Level Purchasing Organization

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Company-Level Purchasing Organization

 Also known as cross-plant model

 Different Purchasing Organizations are assigned to each CC

 Purchasing for all plants in one or more CC

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Company-Level Purchasing Organization

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Plant-Level Purchasing Organization

 Also known as plant-specific model

 Each plant has its own Purchasing Organization

 Highly decentralized

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Plant-Level Purchasing Organization

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Reference Purchasing Organization

 One centralized Purchase Org for high-level decisions across the enterprise

 Multiple CC-specific and plant-specific Purchase Org

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Purchasing Group

 A buyer or group of buyers responsible for certain materials

or groups of materials

 Can be internal to the company or external

 Decide to purchase land, but use a realtor (external purchasing group) to execute the purchase

 Not assigned to or related to purchasing org

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Material Master

 Data needed to execute transactions related to materials

(along with org data)

 Data are grouped by different user areas (views)

 Data are specific to (defined for) for different organizational levels

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Material Master – Views

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Material Master – Views

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Material Master - Views

 Views for other processes

 Forecasting (Material Planning process)

 Sales (Fulfillment process)

 Work Scheduling (Production process)

 MRP (Production process)

 Classification (PLM process)

 Warehouse Management (WM process)

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Material Master - Views

 Different material types have different required views

 Examples:

 Raw material: no sales view

 Finished Goods: no purchasing view

 Trading goods: no production related views

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Material Master – Org Levels

 Defines the level at which the master data is maintained

 Can have different data for different combinations of Org data

 Purchasing: Plant, storage location

 Sales: Sales Area (Sales Org, Distribution Channel)

 Warehouse: Warehouse #, storage type

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Demo 4-1: Review Material Master

 Review some of the data included in a material master.

26

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Vendor Master

 Data needed to do business with vendors

 Data needed to execute transactions related to vendors (along with org data)

 Data are specific to (defined for) different organizational levels The three segments are:

 Client level data (General)

 Company code level data (Accounting)

 Purchasing organization level data (Purchasing)

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Vendor Master Segments

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Data in the Vendor Master

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Vendor – General Data

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Vendor – Accounting Data

 Company code specific data

 Valid for the entire company code across purchasing areas

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Vendor – Purchasing Data

 Separate for each Purchasing Organization

 Applies to the specified Purchase Org

 Examples

 Partner functions (vendor, invoicing party, payment recipient)

 InCoTerms: defines responsibilities and costs of shipment

 Freight, insurance, customs clearance, locations

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Demo 4-2: Review Vendor Master

 Review some of the data included in a vendor master.

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Purchasing Info Record

 Relates vendors and materials

 One info record per combination of vendor and material (or material group)

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36

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 Purchasing info records

 Contracts and agreements

 Other sources

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Demo 4-3: Review Purchasing Info Records

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 Review data in a purchasing info record.

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 Third party order

 Ship to third party; bill to us (drop shipment)

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Demo 4-4: Review Item Categories

 Review various item categories used in the purchasing

process.

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Account Determination

 Which GL account to assign to PO?

 Defined in material master (valuation class)

 Account assignment categories

 Used when purchasing material without material master

 Assets, Production Order, Cost Center, Sales, Order, Project

 Automatic GL account determination based on category

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Purchase for Stock vs Consumption

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Stock Types / Status

 Based on usability of material

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Goods Movement

 A transaction that causes a change in stock (value or status)

 Categories of Goods Movement

 Specific Movement types

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Structure of a Material Document

46

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Demo 4-5: Review a Material Document

 Review data included in a material document.

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Goods Movements

 Goods Receipt

 From vendor or production process

 Increase in quantity and value of stock

 Goods Issue

 To sales order or internal consumption

 Decrease in warehouse stock

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Goods Movements

 Transfer Posting

 Results in a change in material status

 In-quality inspection/ blocked/ unrestricted use

 One material type to another

 May or may not include a change in location (Sloc, plant)

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Demo 4-6: Review Goods Movements and Movement Types

50

 Review various goods movements and movement types

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A Detailed Procurement Process

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GBI Story

 Inventory of t-shirts (SHRT1000) is low (<=50) in the Miami plant

 Therefore it is necessary to procure more t-shirts

 Spy Gear is the only supplier of t-shirts

 Quantity purchased is 500

 Purchase price is $15 per t-shirt

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Elements of the Purchase

Requisition Step

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 User input: Dates, materials, quantities

 Master data: Material master, Vendor, Info record

 Organizational data: Client, CC, P Group

 Task details: none

 Output

 Document: Purchase requisition

 Subsequent steps

 Purchase Order

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Data in a Purchase Requisition

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Converting a Purchase Requisition

to a Purchase Order

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GBI Scenario

 Material planning process has determined

 Re-order point = 50

 Order quantity = 500

 Miami plant employee reviews inventory report and

determines that it is necessary to reorder

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Demo 4-7: Create a Purchase Requisition

 Create a purchase requisition for stock material.

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Elements of the Purchase Order Step

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Data in a Purchase Order

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Purchase Order

 Tasks

 Data automatically included from input sources

 Source determination using info records, agreements and contracts, and source lists

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Purchase Order Structure

 Header

 Document number, dates

 Vendor, currency, terms

 PO total

 Line items

 Material number, description

 Quantity, price, item total

 Delivery date

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The Structure of a Purchase Order

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Purchase Requisition to Purchase Order

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Communicating with vendors

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Purchase Order Processing Options

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GBI Scenario

 Create purchase order

 Material: SHRT1000

 Quantity: 500

 Vendor: Spy Gear (from source list or manual entry)

 Receiving plant: Miami

 Reference document: purchase requisition

 Price: $15 each (from info record)

 Total PO value: $7500

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Demo 4-8: Convert Purchase

Requisition to Purchase Order

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Elements of the Goods Receipt Step

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 Header: Document number, date, reference

 Details (items): Material, quantity, location, movement type

 Financial Accounting documents

 Header: Document number, date, reference, currency

 Details (Items): GL accounts, description, amount

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Goods Receipt

 Outcomes

 Notifications

 Material master: stock and value

 GL accounts (Stock/Consumption, GR/IR)

 PO history – Material document added

 Quality management

 Quality inspection lot

 Warehouse management

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Data In The Goods Receipt Step

74

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Financial Impact of Goods Receipt

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Material and Accounting

Documents from a Goods Receipt

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Demo 4-9: Receive goods against a Purchase Order

 Record the receipt of materials for the purchase order

previously created.

 Review data in the associated purchase requisition.

 Review data in the associated purchase order.

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Elements of the Invoice Verification Step

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Data needed for Invoice Verification

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Invoice Verification

 Outcomes

 GL: vendor account, A/P, GR/IR

 PO history - invoice document added

 Material master :

 Stock value,

 Moving average price (if using moving price vs standard price)

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Financial Impact of Invoice Verification

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Demo 4-10: Receive and Verify an Invoice

 Verify and record an invoice received from a vendor.

 Review data in the associated purchase order

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Elements of the Payment Step

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Payment Processing

 Creation: manually or via automatic payment program

 Data

 Three-way match (or other process)

 Payment method, account, items to pay,

 Tasks

 Calculate payment amount (discounts)

 Post payment document (accounting document)

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Payment Processing

 Outcomes

 Financial Accounting Documents

 Payments (checks, EFT, notifications)

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Data needed for Vendor Payment

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Financial Impact of Vendor Payment

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Demo 4-11 Make payment to Vendor

 Record payment made to a vendor for previously recorded invoices.

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Integration With Other Processes

90

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 Source of data

 Instance level reporting (status)

 Process level reporting

 Lists and reports

 Purchasing Information System

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Reporting - Instance

 Status of a Requisition, Purchase Order

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List of Invoices

94

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Work List – List of Requisitions

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Demo 4-12: Display a List Report

96

 Retrieve and display a list of invoices (online list)

 Retrieve and display a list of open purchase requisitions (work list)

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Reporting - Standard

 Process level reporting

 Standard reports / List displays

 Logistics Information System

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Reporting – Logistics Information System

 Components

 Purchasing Information System

 Sales Information System

 Quality Management Information System

 Inventory Control

 Transportation Information System

 Shop Floor Information System

 Plant Maintenance Information System

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Reporting – Logistics Information System

 Information Structures

 Special tables of statistics from various modules that is constantly updated

 Selection criteria (types of information)

 Key figures: variables of interest

 Quantitative values on measurable facts

 Numbers (of orders, deliveries)

 Quantities (of material)

 Cost, delivery time

 Characteristics: used to organize key figures

 Vendors, material, organizational levels

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Standard Analysis

100

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Demo 4-13: Display a report using the Purchasing Information System

 Generate a standard report using the purchasing information system for the US00 Purchasing Organization

 Drill down to several levels of information in the report.

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Flexible Analysis

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