208_BPP_External Procurement Third Party

SAP ECC 6.00

January 2008

English

External Procurement 3rd Party DE (208)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices External Procurement 3rd Party DE (208): BPP

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Roles..................................................................................................................................... 6

3 Process Overview Table...............................................................................................................7

4 Process Steps.............................................................................................................................. 7

4.1 Creating a Purchase Order....................................................................................................7

4.2 Confirming the Goods Receipt............................................................................................10

4.3 Entering the Invoice for External Maintenance....................................................................10

5 Appendix.................................................................................................................................... 12

5.1 Reversal of Process Steps..................................................................................................12

5.2 SAP ERP Reports...............................................................................................................12

5.3 Used Forms......................................................................................................................... 13

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External Procurement 3rd Party

1 Purpose

The service provider is in need of material from a 3rd party.

The business process starts with a purchase order. It is possible to create a purchase order without reference or with reference to a purchase requisition.

The goods receipt is booked with the incoming delivery. The invoice is booked with reference to the purchase order.

2 Prerequisites

2.1 Master Data and Organizational DataA range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, customers, and so on.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

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Service

Service Plant

Master data Value Master / org. data details Comments

Company code 1000 Company Code 1000

Plant 1000 Production Plant 1000

Vendor 300100 Vendor Services

Purchase organization 1000 Purchasing Org. 1000

Person 999203 Matthias Schanze

Material You can use material with or

without material number for purchase.

2.2 Roles

UseThe following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Buyer SAP_BPR_PURCHASER-S Creating a Purchase Order

Warehouse Clerk SAP_BPR_WAREHOUSESPECIALIST-S Confirming the Goods Receipt

Accounts Payable Accountant 1

SAP_BPR_AP_CLERK-S1 Entering the Invoice for External Maintenance

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3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Creating a purchase order

– – Buyer ME21n Purchase Order for external services is created.

Confirming the goods receipt

– Warehouse Clerk

MIGO_GR Goods receipt are posted

Entering the Invoice for external maintenance

– Accounts Payable Accountant 1

MIRO Invoice is posted

4 Process Steps

4.1 Creating a Purchase Order

UseThe purpose of this activity is to formalize a specific requirement for a material from the vendor by creating a purchase order.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known

Transaction code ME21N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Purchase Orders Create Purchase Order

OR Top Menu: Create Purchase Order

If you use the reference to a purchase requisition, go to the following steps:

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1. On the Create Purchase Order screen, choose Document overview on.

2. If you create a purchase order with reference to a purchase requisition choose Selection Variant and choose Purchase requisitions.

3. On the Purchase requisitions screen, enter the PO number created earlier in the Purchase requisition number field. (You can also use the input help (F4): On the purchase requisitions per

order tab page, choose Enter, select the order number created earlier and choose Copy.)

4. Choose Execute. The purchase requisition is displayed on the Create Purchase Order screen.

5. Using drag and drop, move the purchase requisition number into the shopping cart and make the following entries:

Field name Description User action and values Comment

Vendor 300100

6. enter the following data (If you create the purchase order without a reference to the purchase requisition) or check the data (create with reference)


Header data

Order Type NB

Purchasing Org. 1000

Purch. Group 001

Company Code 1000

Item Overview

Short text 3rd party Please enter what you needed (description)

Account assignement category

K Cost center

Plnt 1000 Plant

PO quantity 1

OUn PC

Net price 50

Currency EUR

Matl group YBSVS1

Item Detail - Invoice

Invoice – Tax Code V1

Item Detail -

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Account assignment

G/L Account 610500 Overwrite the proposed value.

If you purchase material, use the G/L account 610000

Cost center 1701 Use existing cost center (this field is dependent from Account assignement category, e.g. Account assignement category = P-> account assignement = WBS-Element

7. Confirm your entries with Enter.

8. Confirm the message Can delivery date be met? with Enter or enter a different delivery date in the Deliv. Date field (for every item).

9. Save the purchase order.

10. Make a note of the standard purchase order number:________________________________.

11. Choose Back to return to the SAP Easy Access menu.

ResultYou have created a purchase order for third-party services.

4.2 Confirming the Goods Receipt

UseConfirm the goods receipt of third-party services and materials.

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Procedure

1. Access the transaction using one of the following navigation options:


SAP ECC Menu Logistics Materials Management Inventory Management Goods Movement Goods Receipt for Purchase Order GR for Purchase order

Transaction code MIGO_GR


Business role Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST-S)

Business role menu Warehouse Management Receiving

In the POWL shown beside mark the line with you purchase order created earlier and choose Post Goods Receipt.

2. On the Goods Receipt Purchase Order screen, enter the data provided in the following table:


Purchase Order Purchase Order Number created earlier

3. Confirm your entries with Enter.

4. On the Quantity tab page, check the material quantity in the Qty in unit of entry field.

5. Set the Item okay indicator (under the table).

6. Save your entries.


ResultYou have posted the goods receipt.

4.3 Entering the Invoice for External Maintenance

UseThe purpose of this activity is to create the invoice with reference to the internal repair order.

Procedure

1. Access the transaction choosing one of the following navigation options:


SAP ECC Menu Logistics Materials Management Purchasing Purchase Order Follow-On Functions Logistics Invoice Verification

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Transaction code MIRO


Business role Accounts Payable Accountant 1 (SAP_BPR_AP_CLERK-S1)

Business role menu Accounts Payable Invoices Enter Incoming Invoice w/ PO Reference

OR Top Menu: Create Enter Incoming Invoice w/ PO Reference

2. In the Company code dialog box, make the following entries, if requested:


Company Code 1000

3. On the Enter Incoming Invoice: Company Code screen, make the following entries:


Invoice Date Enter today’s date

Purchase Order/Scheduling Agreement

Enter the purchase order number created earlier

4. Choose Enter and make the following entries:

Amount Enter price for third-party material and external maintenance

The price for all items included tax

Calculate tax Select checkbox

Booking OK Select checkbox For all items

Final Invoice Select checkbox For all items

(Scroll right to find the column)

Make sure that the status traffic lights are green.

5. Save your entries and write down the document number.

6. Confirm the message Let the system calculate the tax amount.


ResultYou have posted the invoice.

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5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Create a Purchase Order

Transaction code ( SAP GUI) ME21N

Reversal: Change the Purchase Order

Transaction code ( SAP GUI) ME22N

Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Purchase Orders Change Purchase Order

Comment Select all line items and choose the button Delete. Confirm the message.

5.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPP documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction code Comment

Purchasing Documents per Account Assignment ME2K

A purchase document overview for different accounts (e.g. cost center)

Purchasing Documents per Vendor ME2L A purchase document overview for different vendors.

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5.3 Used Forms

UseIn some of the activities of this business process, forms were used. The table below provides details on these forms.

Common form name

Form type Used in process step Output type

Technical name

Purchase Order SmartForm Step Name NEU ZR2R_MMPO_L

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208_BPP_External Procurement Third Party

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