EGN 5620 Enterprise Sys Procurement Process Fall 2012

8/9/2019 EGN 5620 Enterprise Sys Procurement Process Fall 2012

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ProcurementProcurement

ProcessesProcesses

EGN 5620 Enterprise Systems ConfigurationEGN 5620 Enterprise Systems Configuration Fall, 2012Fall, 2012


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Procurement ProcessesProcurement Processes

SAP mplementationSAP mplementation



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January 2008January 2008

© SAP AG - University Alliances and© SAP AG - University Alliances and

The Rushmore Group !!" 2008# AllThe Rushmore Group !!" 2008# Allri$hts reserved#ri$hts reserved#

%%

!usiness Process ntegration!usiness Process ntegration

& '

((

S)

R ul e s

&'

((

S)

( a s t e r )

a t a

& '

( (

S )

&' S)((


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**

!usiness Process ntegration!usiness Process ntegration

Purchase Process


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++

"ules #re$ie%&"ules #re$ie%&

Rules define the parameters for MasterData and TransactionsRules determine functionality for Master

Data and TransactionsRules are relatively fixedRules change, when corporate policy

changes


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The Rushmore Group !!" 200,# AllThe Rushmore Group !!" 200,# Allri$hts reserved#ri$hts reserved#

"ules #re$ie%&"ules #re$ie%&

Material Management. Fiscal Periods

. Account Groups

. Material Types

. Plant Parameters

. Purc./Rec./Inv.

Tolerances

. Automatic Account

Assignment

. Reservations

. Material Group

. Loading Group


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,,

'ransaction (ata #re$ie%&'ransaction (ata #re$ie%&

Transaction data are application data; eachtransaction is dynamic and unique, unlikemaster data and organization data whichdo not change very oftenTransaction data use !is comprised of"

organization data, master data, and rulesTransaction data includes internal and

external exchanges that descri#e #usinessactivities


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88

Purc)asing in SAP "*+ #re$ie%&Purc)asing in SAP "*+ #re$ie%&The purchasing process resides in the Materials

Management !MM" module of $%& R'( as well asthe )inance !)*" module

Master data for the purchasing process exists inthe !MM" and !)*" modules

The purchasing process may interface with themodules #elow+ &roduction &lanning !to plan for production", -uality Management !to check quality at receipt", and .arehouse Management !to put away"


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January 2008January 2008© SAP AG - University Alliances and The Rushmore Group !!" 2008# All ri$hts© SAP AG - University Alliances and The Rushmore Group !!" 2008# All ri$htsreserved#reserved# //

Procurement Process (ProcuretoPay!

Purchase

Reuisition

Payment

to 1endor

oti3y1endor

1endor

Shipment'nvoice

ReceiptGoods

Receipt

Purchase

4rder

%-5ay(atch


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Create Sa$e Purc)ase -r.erCreate Sa$e Purc)ase -r.er


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Purc)asePurc)ase -r.er in SAP-r.er in SAP

Three sections in apurchase order+ /eader

*tem overview

0ine item


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Purc)ase -r.er StructurePurc)ase -r.er Structure

Purchase

4rder

*+######06

7eader

1endor "ompany

Purch# 4r$# )ate

Purch# 4r$# $roup P4 Price

'tem 4vervie

(aterials Price9Uo3(

:uantities "urrency

)elivery )ate Plant

!ine 'tem

P4 7istory Tolerances

!ine Price Stora$e

)elivery Schedule


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January 2008January 2008© SAP AG - University Alliances and© SAP AG - University Alliances and


6%6%

Purc)ase -r.er Structure/Purc)ase -r.er Structure/

ea.erea.er

/eader 1 information specific to the entirepurchase order

2endor

&urchase organization data 3ondition !total purchase price"

&artner

&ayment process $tatus


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6*6*


ine temsine tems0ine item 4 purchasing informationrequired for the item *tem category

Material id and description

Materials or services quantity Delivery date

5et price

3urrency

&lant $torage location

Measurement unit


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6+6+


tem (etailstem (etails Material data for the item -uantities'weights

Delivery schedule

*nvoice 3onditions !&urchasing price for the item"

Delivery address

3onfirmation

3ondition control $u#contracting


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66

Purc)ase -r.er/ -utput FormatPurc)ase -r.er/ -utput Format

&rinted and mailed61mail6lectronic Data *nterchange !6D*"

)axed !hardcopy or electronic"e7tensi#le Markup 0anguage !7M0"


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6,6,

Searc) Purc)ase -r.ersSearc) Purc)ase -r.ers

8ou can search for the purchase ordernum#er with Material num#er,

2endor num#er, etc


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/ Goo.s "eceipt/ Goo.s "eceipt

Purchase

4rder

*+######06

1endor

oti3y 1endor

ShipmentReceipt


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6/6/

Goo.s "eceipt 3 o$ement 'ypesGoo.s "eceipt 3 o$ement 'ypes

Movement types 1 stock transactions 9oods receipt 9oods issue

$tock transfer

Movement type determines which -uantity fields are updated $tock types are updated

9eneral 0edger !9'0" stock or consumption

accounts are updated )ields are displayed during document entry


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aterial o$ementsaterial o$ements

.hen a goods movement takes place it isrepresented #y a Movement Type Movement types are three1digit keys used torepresent a movement of goods:: 4 goods receipt into warehouse

:< 1 reversal of goods receipt for purchaseorder into warehouse'stores

:( 4 goods receipt into 9R #locked stock:


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Goo.s "eceiptGoo.s "eceipt

9oods receipt is a goods movementactivity in which we accept goods into oursystem*f materials are delivered against a

purchase order we will reference thatorder and $%& can retrieve data from the &> for us to verify+

material, quantity, and so on ?pdate inventory 9'0 account automatically ?pdate purchase order history with the receipt ?pdate physical inventory


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Goo.s "eceipt 3 (estinationsGoo.s "eceipt 3 (estinations

9oods receipt into !destined for" the warehouse $%& increases total valuated stock #y the delivered quantity

$%& updates the stock value at the same time

9oods receipt into consumption $%& only updates the consumption statistics in the material

master record

$%& does not update the consumption statistics if the goodsmovement posting uses the special stock types+ sales orderstock type and pro@ect stock

9oods receipt posted into #locked stock $%& maintains the same stock level

$%& only records it in good receipt #lock stock of the purchaseorder history

5ote+ *f goods receipt is #eing posted into a storage location where

data does not yet exist for the material, $%& automaticallycreates a storage location data in the material master record


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The Rushmore Group !!" 2008# AllThe Rushmore Group !!" 2008# All

ri$hts reserved#ri$hts reserved#

2%2%

Goo.s "eceipt 3 EffectsGoo.s "eceipt 3 Effects

&urchase >rder !&>" history and &urchase>rder !&>" updatedMaterial Master 1 stock and value updated

5otification of goods receipt issued!optional"Transfer request to the .arehouse

Management module !if active"


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2*2*

Goo.s "eceipt 3 EffectsGoo.s "eceipt 3 Effects

#continue.continue.&

Material and financial documents createdand'or updated$tock and consumption accounts updated

*nspection notification in the -ualityManagement !-M" module 1 if active


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2+2+

Goo.s "eceipt 3 Account PostingsGoo.s "eceipt 3 Account Postings

*nventory account is de#ited at standardprice9oods Receipt'*nventory Receipt !9R'*R"

clearing account is credited at purchaseorder price&rice difference account is de#ited

!credited" with difference #etween

standard price and purchase order price


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Goo.s "eceipt 3 Account postingGoo.s "eceipt 3 Account posting

Purchase reuisition

Purchase order (aterials (ana$ement ;((<

and &inancial Accountin$ ;&'<via automatic account

assi$nment

Goods receipt

o impact on

&inancial Accountin$ ;&'<


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2,2,

n$oice "eceipt Processn$oice "eceipt Process'as4s/6ngage in (1way match to validate the invoice6nter &> num#er to retrieve the &> and view

!verify" >pen dollar amount

-uantity, &rice,

receiving date,

2endor name

6nter the invoice num#er and the dollar amount to

#e paid$imulate invoice posting&ost the invoice in $%&


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2828

+ay atc) for Payment+ay atc) for Payment

Purchase

4rder

Goods

Receipt

'nvoice

Receipt

)e=it "redit

Payment

Pro$ram

1eri3ication


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n$oice Processing +ay atc)n$oice Processing +ay atc)

*ncoming *nvoices are reference against a &urchase >rder to

verify their content, prices, and arithmetic*f discrepancies arise #etween the purchase order or goods

receipt and the invoice the system with generate a warningor an error Depending on system configuration the difference could cause the

system to Alock the *nvoice

Purchase order

- Tar$et uantity -

- Tar$et price -

Goods receipt

- Actual uantity -'nvoice receipt

- Actual price -


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%0%0

n$oice 7erification +%ay matc)n$oice 7erification +%ay matc)

Matches the vendorBs invoice to thepurchase order and the goods receipt !(rdpart of (1way match"

Matches price and quantity?pdates the purchase order and its

history?pdates accounting information


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Financial effects of n$oice PostingFinancial effects of n$oice Posting

.hen an invoice is posted, $%& shifts thelia#ility

)rom the 9oods Receipt'*nvoice Receiptaccount !for the purchase order"

To the vendor account?pon posting, $%&+

?pdates the &urchase >rder

?pdates the Material Master

3reates an %ccounting Document *nitiates the payment process within)inancial %ccounting


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n$oice "eceipt "econciliationn$oice "eceipt "econciliation

AccountAccount

Amount oed is

assi$ned and trans3erred to

vendor account paya=le

'nvoice receipt


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%%%%

n$oice Paymentn$oice Payment

$elects invoices for payment #ased on thepayment terms in the vendor master orpurchase order

9enerates payment for released invoices?pdates accounting information


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%*%*

Accounts Paya8le SettlementAccounts Paya8le Settlement

ProcessProcess

Determines+ .hich open items to #e paid

.hen they will #e paid

.hich #ank to make payment

&ayment medium

.ho will get paid

&ayment process creates a financial

accounting document to record thetransaction


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Payment to 7en.orPayment to 7en.or

3an #e done automatically or manually &ost >utgoing &ayment vs &ayment &rogram6lements of the &ayment Transaction+

&ayment Method Aank from which they get paid

*tems to #e &aid 3alculate &ayment %mount &rint &ayment Medium

&rocess will create a financial accounting

document to record the transaction


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7en.or Payment7en.or Payment

Amount oed is paid to

vendor and account paya=le

is reduced

>an?


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PEN, nc9PEN, nc9


Procurement Processes


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++

00

"@ @ @

P_ _ _

P@ @ @


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C)ec4 P- istory #E2+&C)ec4 P- istory #E2+&




%/%/


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C)ec4 P- istory #continue.&C)ec4 P- istory #continue.&




*0*0


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C)ec4 n$entoryC)ec4 n$entory




*6*6


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E:ercises/E:ercises/ #(ue .ate 10*15*2012(ue .ate 10*15*2012&

: 3reate a &urchase order for $lick &ens

:: 3reate a purchase order for premier pens

:

Documents

EGN 5620 Enterprise Sys Procurement Process Fall 2012