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Training Documents
TrainingPurchaseOrder
Standard Purchase
Process Description:
A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes.
The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
Purchase orders can be created for materials that have a material master or for materials that do not have a material master.
The purchase order can be printed out (User Guide MM 5.1) and posted or faxed to the vendor.
Contents:
This document will take you through the core processes required to create a basic purchase order by following steps 1.2 through 1.5.
Steps 1.6 onwards provide details of further enhancements that can be carried out to the PO if desired.
Section
1.1 1.2 1.3 1.4 1.5
Contents : Required Fields Accessing the Create Purchase Order screen Entering Header Information Entering Item Overview information Entering information in the ‘Item details’ tabs: 1.5a 1.5b
Account assignment tab Invoice tab
1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13 1.14 1.15
2.0
Entering the account assignment for split charging Entering a vendor’s catalogue number Entering a delivery schedule Removing the requirement for goods receipt Entering net discount for an item Entering extended text for an item Entering PO header text messages PO vendor address details Entering an alternative delivery address/Customer a/c # with vendor Saving the purchase order or adding further line items
Quick reference guide to create a Purchase Order
1
Input - Required Fields
Purchase Order Type
Field Value / Comments
Should be defined as a personnel setting by the user to default in the purchase
order document type for each department.
Vendor
Purchase order date
Purchasing Organization
Purchasing Group
Delivery date category
Delivery date
Material
Short text
Material group
Account Assignment category
Quantity
Unit of Measure
Net price
Plant
Storage location
Vendor material
Tax code
General Ledger account
Account Assignment code
Individual
Unloading point/Goods recipient
Vendor number
Purchase Order date. Should default.
Should be defined as a personnel setting by the user to default in as 7002.
Should be defined as a personnel setting by the user to default to the department
or area for whom the Buyer is purchasing.
Daily, weekly, or monthly
The expected delivery date can be entered.
Material number if material master exists, leave blank if it doesn‟t.
Defaults from material master if a material master exists. If there is no material
master record, enter a description of the material. If a pack size needs to be
defined this should be entered at the beginning of the description eg 10g sodium
chloride, 25g sodium chloride.
Defaults from material master if a material master exists. If there is no material
master record, enter the Material group code.
The type of account, eg K - Cost center, F- Order, E or M - Sales Order or I-
Invest Account assignment must be entered if there is no material master record
or if the material master record is being used to purchase a frequently ordered
item.
Eg Each, Box, bin etc
Net Price per unit of the material
Will default in as 7002.
If the item being ordered is to go into a stores as a stores stock item, enter the
relevant store.
Supplier catalogue number.
Not mandatory, do not maintain with Z5A Order type
Defaults from material master if a material master exists. If there is no material
master record, enter the relevant G/L account here
The Cost center, Sales Order or project code, must be entered if there is no
material master record or if the material master record is being used to purchase
a frequently ordered item.
If you require to identify the requisitioner of each line item, enter the code for this
individual by selecting from the drop down box.
Any notes required in connection with a line item may be entered here. These will
not be printed on to the hard copy of the purchase order. They will be visible to
the store person during the goods receipt process.
1.1
Required Fields:
The fields that require an entry when raising a purchase order are:
2
Field Name Description R/O/C User Action and Values Comments
Order type
(Purchasing)
Purchase order document type R Should default in the purchase order
document type for each department,
as defined in „Personal setting‟.
To define your personal
setting see User Guide
Purchasing
document
number
Purchase Order Number C Number will be internally assigned Leave blank
Vendor Vendor number R From the drop down menu that
appears when you place the cursor in
Where a vendor has a
Head Office and a
1.2
1.3
Accessing the Create Purchase Order screen:
To access the „Create Purchase Order‟ screen, follow the menu path: Logistics>Materials management>Purchasing>Purchase order> Create>Vendor/supplying Plant known or use transaction code ME21N.
Entering Header Information:
On the “Create Purchase Order” screen, in the Header fields next to the shopping trolley, enter information as specified in the table below:
3
Field Name Description R/O/C User Action and Values Comments
Purchasing
Organization
Purchasing Organization code R Should default in as 7002 as defined
in „Personal setting‟.
Purchasing
Group
Purchasing Group Code R Should default as defined in „Personal
setting‟.
Company code Company code R Should default in as 0284 as defined
in „Personal setting‟.
this field, enter the code of the
relevant Vendor required.
Purchase Ordering
Address, first select the
Head Office Address.
Doc date Purchase order date R Date PO created defaults to today‟s
date
Once all the required data mentioned above is entered click on either the
or „Enter‟ to
proceed.
On the „Org. data‟ Header tab enter information as specified in the table below:
4
Field Name Description R/O/C User Action and Values Comments
Item The number of the item R Will default in when item entered
A (Account
assignment
category)
Type of account where costs are
allocated
O Choose either internal Order (F), sales
order (E), or Cost Center (K,J) to
charge costs
Orders and cost centers
will have assigned
numbers. If an item is to
be placed in stock then
you would not enter an
account assignment
category. Instead a
storage location
mentioned below would
be entered.
I (Item category) Type of purchase C Will default in blank for Standard.
Field Name Description R/O/C User Action and Values Comments
Material Material number R Enter the material number if a material
master record exists. Leave blank if a
material master does not exist
If no material master is to
be entered then a short
text description and a
material group is
required.
Short text Description of the material R The description is copied from the
material master if a material master
exists. If there is no material master,
you must enter a description of the
material you want to purchase. Where
there is a requirement to order a
particular pack size of a material (eg
2.5l, 500g etc) this should be entered
here, at the beginning of the short
text.
Will default in from
Material Master if one is
entered.
PO Quantity Required units or quantity R Enter qty. required
OUn (Unit of
Measure)
Unit of Measure R Enter the units the material is sold in Will default in from
Material Master if one is
entered.
C (Delivery date
category)
Indicates daily, weekly or monthly O Default is “D” for daily
Deliv. date Date material is required R Enter the expected delivery date or
leave blank for system default
Will default in as the
current day‟s date if no
entry is made.
Net Price Vendors Price R Vendors current price (excluding VAT)
should be entered here
Will default in from Info
Record if one exists.
Currency Currency R Default is USD (US Dollars)
Matl group Code categorising the type of
purchase being made.
R Select the appropriate code Will default in from
Material Master if one is
entered.
Plnt Plant to which delivery is to be made R Default is 7002 for Surgical .
1.4
Entering Item Overview information:
In the Item Overview fields, enter the information as specified in the table below:
5
Stor Loc
(Storage
Where stock is stored
O
Select stores if item ordered is to go
into stock
If an item is to be placed
in stock then you would
Location) not enter an account
assignment category
mentioned above.
TIP: When entering the data described above one can press „Enter‟ after each field is entered which will have the effect of automatically placing the cursor in the field of the next required entry. This can then act to navigate you through the entry process.
Once the above data as required is entered click on the
„Enter‟ to proceed with a basic order. If you
are taken to the „Account Assignment‟ tab go directly to 1.5 below. If you entered an „Account assignment category „, go to Section 1.6
1.5
Entering information in the ‘Item details’ tabs:
1.5a
Account assignment tab
On the Account assignment tab, enter information in fields as specified in the table below.
To reach the „Individual‟ field, click on the „More‟ icon.
6
Field Name Description R/O/C User Action and Values Comments
G/L account General Ledger code R Enter the appropriate G/L code for the
item being purchased. A search can
be carried out via the matchcode
button.
Will default in from
Material Master if one
is entered.
Cost center Cost Centre R Enter the appropriate Cost centre
code for the item to be charged to. A
search can be carried out via the
matchcode button.
Unloading point Any notes required in connection
with a line item may be entered
here. These will not be printed on to
the hard copy of the purchase order.
They will be visible to the store
person during the goods receipt
process.
R Describe destination of goods
Goods recipient Any notes required in connection
with a line item may be entered
here. These will not be printed on to
the hard copy of the purchase order.
They will be visible to the store
person during the goods receipt
process.
R Enter manually or use matchcode.
If you wish to retain the account assignment entry for subsequent line items, click on the „Account Assignment on‟ icon (looks like a match), shown below:
7
match off.bmp
Click on the
match on.bmp
„Enter‟ button to proceed to the Invoice tab.
1.5b
Invoice tab
8
Field Name Description R/O/C User Action and Values Comments
Jurisdict. Code Used for tax determination with
Vertex
O Filled automatically
Tax code Tax status O Identifies the ltem‟s relevance for tax. No entriy here, for
exception see
documentation for
repair process.
On the Invoice tab, enter information in the tax field as specified in the table below:
Click on the
„Enter‟ button or press enter.
Then:
either, save the purchase order by proceeding to Section 1.15
or, continue to enter further lines on the purchase order, as in Sections 1.4 and 1.5 and then save the purchase order by proceeding to Section 1.15
9
or, enter additional information about the item on the purchase order. Additional information may be entered as follows:
To enter a vendor‟s catalogue number , click on the „Material data‟ tab. See Section 1.7
To enter a delivery schedule , click on the „Delivery schedule‟ tab. See Section 1.8
To remove the requirement for goods receipt , click on the „Delivery‟ tab. See Section 1.9
To enter a net discount for an item , click on the „Conditions‟ tab. See Section 1.10
To enter extended text for an item , click on the „Texts‟ tab. See Section 1.11
To enter a header text , click on the „Texts‟ Header tab. See Section 1.12
To enter an alternative delivery address , click on the „Delivery address‟ tab. See Section 1.14
1.6 Entering the account assignment for split charging
If the screen below is reached due to the entry of an account assignment key „Y‟ then enter the information as specified in the table below.
(To reach the field to enter the „Individual‟ code: select the line you wish to make the entry for, click on the „Detail‟ icon, click on the „More‟ button.)
10
Field Name Description R/O/C User Action and Values Comments
Distribution Whether the split of quantity/value
will be based on quantity or
percentage.
R Select required data
Qty./percent Based on the distribution indicator
set above enter here the quantity or
percentage split for the cost object.
R Select/key in required data.
Cost center/
Order/WBS
Element
Cost Centre/ Order/ WBS Element R Enter the appropriate Cost object
code for a portion of the cost or the
item to be charged to. A search can
be carried out via the matchcode
button. An explanation of the structure
of the G/L codes will be given during
training by Central Finance.
G/L account General Ledger code R Enter the appropriate G/L codes for
the proportions of the item being
purchased. A search can be carried
out via the matchcode button. An
explanation of the structure of the G/L
codes will be given during training by
Central Finance.
Will default in from
Material Master if one
is entered.
Unloading point Any notes required in connection
with a line item may be entered
here. These will not be printed on to
the hard copy of the purchase order.
They will be visible to the store
person during the goods receipt
process.
R Location of Goods Recipient
Goods recipient Any notes required in connection R Fill in manually or via Matchcode
11
with a line item may be entered
here. These will not be printed on to
the hard copy of the purchase order.
They will be visible to the store
person during the goods receipt
process.
Once the required data above has been entered, „Enter„ to go to the „Invoice‟ tab‟ and return to Section 1.5b Invoice tab of this Guide.
1.7
Entering a vendor’s catalogue number:
On the Material data tab under Item details, enter information in the Vendor mat. no. field as specified in the table below:
12
Field Name Description R/O/C User Action and Values Comments
Vend. mat. Vendor material number O The product code of the material with
the vendor.
May default in if
entered in the info-rec.
Once the required data above has been entered click on
„Enter‟ to proceed.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below. 1.8 Entering a delivery schedule:
On the Delivery schedule data tab under Item details, enter in the required delivery quantities line by line down the schedule table as specified in the table below:
13
Field Name Description R/O/C User Action and Values Comments
Delivery date
category
Indicates daily, weekly or monthly R Default is “D” for daily
Delivery date Date expected for delivery of
material
R Entered manually
Scheduled qty. Scheduled quantity R/O The proportional quantity of the total
ordered to be delivered at the date
specified for that line in the schedule.
StatDelD Statistical Delivery Date C Used for vendor evaluation. Day of
goods receipt – stat. del. Date will
give a value for vendor evaluation.
Once the required data above has been entered click on
„Enter‟ to proceed.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below.
1.9 Removing the requirement for goods receipt:
On the Delivery tab under Item details, remove the requirement for goods receipt by clicking on the ticks in the „Goods receipt‟ and „GR non-valuated‟ to remove them.
14
Once the required entry above has been made click on
„Enter‟ to proceed.
Please note, that removing the requirement for goods receipt resulted, that you don‟t have to book goods received for that item. At Zeiss it is common, that another person acknowledges that the goods were delivered.
Setting the GR non-valuated means, that GR will not be posted in FI. It will be posted with the invoice later.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below.
1.10
Entering net discount for an item
15
Field Name Description R/O/C User Action and Values Comments
CnTy Condition Type O Enter in the relevant condition type.
This could be a discount or surcharge.
Those already present
on the screen are
mandatory. Although
changeable the
rate/price entered for
PBXX must be
maintained.
Rate Rate/ Price/ Percentage/ Value O Enter this value in the format dictated
by the condition type.
On the Conditions tab under Item details, enter information as specified in the table below:
Once the required data above has been entered click on
„Enter‟ to proceed.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below. 1.11 Entering extended text for an item
Select the Texts tab under Item details:
16
On this tab one can enter extended text messages to appear against the line item. These texts will appear on the PO between each line item. Select „Item texts‟ and type in the required text message in the blank field.
Certain texts can be defaulted in from other master data records such as the „Info record PO text‟ and the „Material PO text‟
Once the required text has been entered click on
„Enter‟ to proceed.
Double-click in the text window . Than a text editor appears. There are two text-editors available, one is the so-called line-editor, the other continuous-text-editor.
Example for line-editor :
17
Same Text in the other editor:
18
Go Back to PO with the Back-Button
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below.
1.12
Entering PO header text messages
Select the Texts tab, under the Header:
19
On this tab one can enter extended text messages to appear against the line item. These texts will appear on the PO at the bottom.
Select „Header text‟ and type in the required message in the blank field.
Once the required text has been entered click on
„Enter‟ to proceed.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below.
1.13
PO vendor address details
To view the vendor address, select the „Address‟ tab under Header and the address will be displayed.
20
If the vendor has a different purchase ordering address, to view the purchase ordering address select the „Partners‟ tab under Header. Select the „Ordering Address‟ line and click on the „Details‟ icon.
21
22
1.14
Entering an alternative delivery address/Customer a/c # with vendor.
On the Delivery address tab under Item details, enter information as explained below:
The delivery address functionality of SAP is being utilised Zeiss to fulfill two functions. Firstly it is being used for its true purpose which is to enter alternative delivery addresses on to the purchase order. Secondly where departments order from a vendor with which they have a specific account number that must be printed on the purchase order, the delivery address functionality will be used to provide all of the possible delivery addresses these vendors might deliver too but also include in the account number.
Delivery address‟s are master data and thus need to be set up. If you require either a delivery address or one with an account number being set up please refer to the User Guide script „Delivery Address for alternative delivery‟.
The processes for entering alternative delivery addresses, be it for a customer account number or standard delivery address, is virtually the same and will therefore be described in one process as follows:
23
1. In the „Delivery Address‟ tab, under Item details, in the Address field enter the master record number of the intended delivery address. If this is not known carry out a search as follows,
Place the cursor in the „Address‟ field
Click once on the „Matchcode‟ button to the right of the field
A selection criteria tab will appear. Enter any criteria that may narrow your search or leave blank
for a generic search. Click on the „Enter‟ button to carry out the search. Remember the sort
terms A & B follow a convention set out in the delivery address create Business Process Procedures 1.4 and 1.5.
The results of the search will be displayed. Click once to place the cursor somewhere on the
lines of the delivery address required. Click on the
record number in the „Delivery Address‟ tab.
„Enter‟ button to place the address‟s
2. Click on the „Enter‟ button to validate the screen and to default in the address you have selected.
3. The following options are now available to you,
Click on the
Click on the
„Enter‟ button to accept the delivery address for the selected line item.
button to automatically insert the selected delivery address for subsequent line items that are to be entered. It will not insert the selected delivery address for subsequent line items that have already been entered.
Click on the
button to switch off the selected delivery address from being
automatically inserted against subsequent line items that are to be entered.
Once the required data above has been entered click on
„Enter‟ to proceed.
Proceed to another section to enter further information or to save the purchase order go to Section 1.15 below.
1.15
Saving the purchase order or adding further line items
If this form has directed you to this section then you now have the choice of doing the following:
24
Save the PO. Do this by clicking on the „Save‟ button. Upon saving, the system will assign a PO number at the foot of the screen.
Enter further line items. Do this as explained from 1.4 above.
Alternatively, review and change details entered before saving the PO.
2.0
Quick reference guide to create a Purchase Order
Path: - Logistics> Materials Management> Purchasing> Purchase order> Create> Vendor/supplying Plant known.
(Transaction code: - ME21N)
25
In the fields next to the shopping trolley, check the correct Purchasing Document type has defaulted in. In the Vendor field, select the required vendor. Enter.
In the Org. data Header tab, check the correct Purchasing Group has defaulted in. Enter.
In the Item Overview fields, enter the Account assignment category, the short text, PO quantity, Order Unit, Net price and Material Group. Enter.
In the Account assignment tab, enter the G/L account and either the Cost center, Order or Sales Order number. Enter.
If required, enter any further information for the line item.
If required, enter further line items, entering information in the Item Overview fields, in the Account assignment tab and Invoice tab, as above.
Save.
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