SURE-EU TRG MANUAL TRF-P2P-1.1 - 001 Rev 00intranet.trf.co.in/pdf/SAP End User Trg Manual/06 P2P -...

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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

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Doc Version Description Prepared by Date Reviewed by Approved by

00 Draft Srinivas .T 25/12/2009

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TRF-SURE-EU TRG Manual (TRF/P2P/1.1) – 001 Rev. 00 of 44

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)

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��1.1-Purchase Info Record-Overview ..................................................................................... 5�

Prerequisites ......................................................................................................................... 5�

Purchase Info Record-Purpose & Definition .......................................................................... 8�

1.1-Creation of purchase info record –ME11 ................................................................... 11�

1.1-Changing of the Info Record-ME12 ........................................................................... 19�

1.1-Displaying the Info record-ME13 ............................................................................... 21�

1.1-Purchase Requisitions-Overview .................................................................................. 22�

Purpose & definition ........................................................................................................ 22�

Creation of Purchase requisition for Projects-ME51N .......................................................... 27�

Release Purchase Requisition-ME54N/ME55 ..................................................................... 37�

FYI ...................................................................................................................................... 39�

Changing the Purchase requisition-ME52n ......................................................................... 40�

Displaying the Purchase requisition-Me53N ........................................................................ 43�

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Procurement Environment

determination

Order follow-upinventory management

Requirements1.

Vendor selection

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3.

Order Processing4.5.Goods receipt and6.

Invoice verification

Purchase Order

7.

8.Sourcedetermination

2.Payment

Vendor invoice ?

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SAP R/3 Master Data

Important master data in the Procurement process includes:– Material Master – Vendor Master– Purchasing Information Records

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Material Master Data

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Material Master Data

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Purchasing

Examples of How Data is Used

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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 dataPurchasing dataAccounting data

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Purchasing•Order •Currency•PO default data

Accounting Info•Payables GL •Acct•Payment terms•Payment Method•Interest

Vendor Master Record

General Data•Name•Address•Bank details•Tax Info

Vendor Master Data is centrally stored ensuring data is always consistent and up to date

Vendor Master

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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.

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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

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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

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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.

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�� 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.

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Press enter, next screen appears as

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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.

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Purchase organization Data: Enter vendor number, material number, Plant, Purchase group, purchasing organization, standard quantity, and Net price.

Enter planned delivery time

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Enter standard qty

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A text that describes the object to which it refers in greater detail

Enter net price

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After entering required text ,Press save

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Enter the info record number, which you want to change and

press , next screen appears as

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Do the required changes and save the document.

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Enter the info record number which you want to

display and press

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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.

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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.

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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.

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Purchase Requisition Sources

Automatic CreationManual Creationby User Department

Department 1 Department 2

PurchaseRequisition

10 2030

� Planning

OR

Processing Purchase Requisitions

Purchase Requisition

10

20

30

Requisition

o.k.

Contract RFQ

PurchaseOrder

VendorManual orAutomatic

Createpurchase

requisition

Determine source of

supplyRelease

Allocate vendor and

process

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Purchase Requisition Processing

MRP

Purchase requisition Release strategy

PurchaseOrder

Determine source of supply

Direct Entry

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� �� %�� &�'� Mandatory Fields while creating PR

S.N0 Field name/Activity EG: User action and values 1 Material 2000000003 2 Quantity 10

3 Account assignment category

Q-project make-to-order

4 Item category Standard 5 purchase group 100 6 Material group 2001-Plant &

Machines 7 Plant 1000-BMHE 8 Purchase

organization 1000-TRF Central

Purchase Org 9 Storage

Location 1000-Main store

10 G/L Account 1002000 1. Click on Logistics in sap easy access screen

Description Double click on "CREATE" to create the Purchase Requisition

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Next screen appears as

2 Select Purchase Document type

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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 .

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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

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Required User Input Enter "2000000003" 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

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Required User Input Enter "10" then press Tab. SAP Screen Snap

Description Specifies the quantity to be ordered

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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

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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.

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9. List selection Required User Input Double click where shown. SAP Screen Snap

Description Select the appropriate Purchasing group from the list 10. Save

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Required User Input Click where shown. SAP Screen Snap

Purchase requisition number 0010000163 created

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��"�� &(')��&&�� 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 e-mail 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

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

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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

APPROVING AUTHORITY - BMHE MD Any Value

COO 125

SBU Head 75

GM/DGM/AGM 30

Sr.DM/DM/ADM 15


APPROVING AUTHORITY - P&YE MD Any Value COO 125 SBU Head 75 GM/DGM/AGM 30 Sr.DM/DM/ADM 15

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APPROVING AUTHORITY - BMHG MD Any Value COO 125 SBU Head 75 GM/DGM/AGM 15 Sr.DM/DM/ADM 7.5


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Select this icon, next screen appears as

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Enter purchase requisition number to be changed, press enter next screen appears as

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Click change icon

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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

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SURE-EU TRG MANUAL TRF-P2P-1.1 - 001 Rev 00intranet.trf.co.in/pdf/SAP End User Trg Manual/06 P2P -...

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