375_BPP_EN_CA

EHP3 for SAP ERP 6.0

December 2009

English

Consumable Purchasing with Purchase Requisition and Approval Workflow (375)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Consumable Purchasing (375): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

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.

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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 Business Conditions..............................................................................................................7

2.3 Roles..................................................................................................................................... 7

3 Process Overview Table...............................................................................................................8

4 Process Steps............................................................................................................................ 10

4.1 Procurement of Consumables.............................................................................................10

4.1.1 Create Purchase Requisition for Consumables............................................................10

4.1.2 Approval PR via Workflow............................................................................................11

4.1.3 Request for Proposals/Vendor Selection......................................................................13

4.1.4 Quotation for Procurement in Public Sector.................................................................13

4.1.5 Create Purchase Order for Consumable Goods...........................................................14

4.1.6 Approve / Release Purchase Orders (Optional)...........................................................15

4.1.7 Print Purchase Order....................................................................................................16

4.1.8 Goods Receipt of Consumables...................................................................................17

4.2 Procurement of Services.....................................................................................................19

4.2.1 Create Purchase Requisition for Services....................................................................19

4.2.2 Approval PR via Workflow............................................................................................20

4.2.3 Request for Proposals/Vendor Selection......................................................................22

4.2.4 Quotation for Procurement in Public Sector.................................................................22

4.2.5 Create Purchase Order for Services............................................................................22

4.2.6 Approve / Release Purchase Orders (Optional)...........................................................23

4.2.7 Print Purchase Order....................................................................................................24

4.2.8 Create Service Entry Sheet (for Services without Service Material).............................25

4.2.9 Approve Service Entry Sheet.......................................................................................26

4.3 Invoice Receipt by Line Item...............................................................................................27

4.4 Outgoing Payment...............................................................................................................29

5 Appendix..................................................................................................................................... 30

5.1 Reversal of Process Steps..................................................................................................30

5.2 SAP ERP Reports...............................................................................................................30

5.3 Used Forms......................................................................................................................... 31

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Consumable Purchasing (Material and Services)

1 PurposeThis scenario deals with purchase order creation activities during the procurement process. It also describes the additional process steps of a purchase order approval, goods receipt of consumables, approval of service entry sheets, and invoice receipts by line item. In addition, the process covers the related processing of outgoing payments, and period-end plant and period-end closing.

Consumable items (goods or services) are entered without material number but rather a short text description as the main identifiable characteristic. The purchase order is subject to approval based on predefined parameters before being issued to a vendor.

There is no inventory in the system for consumable goods. By posting a goods receipt, the value of the goods is expensed to a cost center or another cost element.

Upon receipt of invoices from the vendor, they are entered with reference to a corresponding purchase order, providing a three-way match of purchase order value, goods receipt value, and invoice value. If there are any variances between invoice and purchase order value, the invoice is blocked and forwarded to the buyer for approval. Checks to vendors are generated based on the net term condition reflected on the invoice, derived from the vendor master. Variances due to deviations from standard price are collected in the purchasing cost center and allocated to product line level based on a predefined percentage.

Procurement of a consumable service follows the same general process. The difference is that the consumable service is not posted with a goods receipt, but with a service entry sheet. The invoice follows the same rules in both cases.

2 PrerequisitesYou have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific organizational data and master data exists before you test this scenario:

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential 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 and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data 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 ERP system to find out which other material master data exists.

Using Your Own Master Data

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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 (155_BPD_xx).

You can use any of the following sample master data in the process steps described in this document if you don’t want to use your own data:

Master / org. data Value Master / Org. data details Comments

Material PS-N001 Printer paper

Material PS-N002 Pen

Material PS-N003 Paper Clip

Plant #1000 Plant 1

Storage Location 1040 Shipping w/o LWM

Vendor 300000 Paper Clipz

Vendor 300001 Office Club

Vendor 300002 ACME Paper Co.

Vendor 300003 BW Sign & Signal

Vendor 300004 Engineering Consultants

Vendor 300005 Boulder Construction

Vendor 300006 Spotless Cleaning

Vendor 300007 ABC Security

Vendor 300008 Camco Uniforms

Company Code #1000 Company Code 1000

Purchase Organization #1000 Purch. Org. 1000

Purchase group 100 Group 100








Material Group YBD01 Material Group Services

Material Group YBZ01 Material Group Consumables

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2.2 Business ConditionsThe business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:

Business condition Scenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

2.3 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 Documentation must be assigned to the user / 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

Employee (Professional User)

SAP_BPR_EMPLOYEE-S Create Purchase Requisitions for Consumables and Services


SAP_BPR_EMPLOYEE-S Approve Purchase Requisitions

Buyer SAP_BPR_PURCHASER-S Create PO for Consumable Goods

Create PO for Services

Purchasing Manager

SAP_BPR_PURCHASER-E Approve Purchase Orders

Warehouse Clerk SAP_BPR_WAREHOUSESPECIALIST-S Posting Goods Receipt of Consumables

Service Employee SAP_BPR_SERVEMPLOYEE-S Create or Approve Service Entry Sheet

Accounts Payable Accountant 1

SAP_BPR_AP_CLERK-S1 Invoice Receipt by Line Item

3 Process Overview Table

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Step Name External Process Reference

Business Condition

Role Transaction Code

Expected Results

Create purchase request


ME51N Standard Purchase Requisition is created

PR Approval via workflow


SBWP Purchase requisition is approved.

Request for Quotations

See 386 – Request for Quotation scenario.

Use this activity to determine the appropriate sources of supply.

RFQs sent to vendors. Responses analyzed and supplier determined.

Create PO for Consumable Goods

Demand for consumable (MRO) item

Buyer ME21N Standard PO without using materials masters is created.

Create PO for Services

Demand for consumable (MRO) service

Buyer ME21N Standard PO without using materials masters is created.

Approve Purchase Order

PO value exceeds authorization floor (order value should exceed 500 CAD)

Purchasing Manager ME28N PO is approved.

Goods Receipt of Consumables

Inventory of received vendor goods

Warehouse Clerk MIGO_GR MRO expenses are updated.

Create Purchase Requisition for Services

SAP_BPR_EMPLOYEE-S

ME51N

Create Service Entry Sheet

Services have been done

Service Employee ML81N Service Entry Sheet is created.

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Step Name External Process Reference

Business Condition

Role Transaction Code

Expected Results

Approve the Service Entry Sheet

Services are done correctly

Service Employee ML81N Service Entry Sheet is approved.

Invoice Receipt by Line Item

Enter Invoice received

Accounts Payable Accountant 1

MIRO Payables and service expenses are updated.

Outgoing Payment

See 158 – AP – Accounts Payable scenario

In this activity, you process the outgoing payment.

The outgoing payment is processed.

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4 Process Steps

4.1 Procurement of Consumables

4.1.1 Create Purchase Requisition for Consumables

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Logistics Materials Management Purchasing Purchase Requisition Create

Transaction Code

ME51N

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

Business Role SAP_BPR_EMPLOYEE-S

Business Role Menu

Purchasing Purchase Requisition Create Purchase Requisition

2. On the Create Purchase Requisition screen, expand Item overview and make the following entries:

Field name User action and values

Comment

Account Assignment Category

K for cost center

F for internal order

Enter relevant cost center or internal order

Material Enter material number

Optional

Short Text Enter description of item

Only required for items without material number.

Quantity 5

Unit EA Only required for items without material number.

Delivery Date 3 weeks from today

Matl. Group YBZ01 Only required for items without material number.

Plant 1000 Enter relevant plant

Purchase Group 100 Only required for items without material number.

Purchasing Organization 1000

3. On the Account Assignment tab, make the following entries:

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Comment

G/L Account 510080 If not determined based on the material group, enter the G/L account for consumable, for example, 510080 (Consumption – Trading Goods) (the G/L account has to be selected according to the required goods)

For items without material master and assigned to material group YBD01, the system automatically assigns G/L account 650090.

Cost Center 100010

Order Only required if the Account Assignment Category is F for internal order

4. On the Valuation tab, make the following entries:

Field name User action and values Comment

Valuation Price 1000

5. Choose Enter.

6. Save your entries. The system displays the message: Purchase requisition number 100xxxxx is created. Make a note of the document number: __________

Since the valuation is higher than 1,000 CAD, a workflow is triggered. (Valuation tab)

4.1.2 Approval PR via Workflow

UseA workflow is started for every purchase requisition created with a total amount >= 1,000 CAD.

The steps in the workflow are as follows:

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The following release codes are set and must be released depending on the amount:

Total amount >= 1,000,- CAD and < 10,000,- CAD, release code A1, one approval required;

Total amount >= 10,000,- CAD, release codes A1, and A2, thus two approvals required (one on each of the release codes).

All users who participate in the workflow are assigned to pre-defined positions (organizational element).

In this case, two positions have been defined: PURApprover1 and PURApprover2. All users having to play a role of Approver (performing approval activities) for purchase requisitions below 10,000,- CAD or a role of 1st Approver for purchase requisitions above 10.000,- CAD are assigned to position PURApprover1, while users having to play a role of 2nd Approver for purchase requisitions above 10,000,- CAD are assigned to position PURApprover2 (there are no 2nd Approver for purchase requisitions below 10,000,- CAD)

Multiple users can be assigned for each role/position, but only one user performs the activity; once the activity is performed, it disappears from the inboxes of other users with the same role.

PrerequisiteA workflow is started for every purchase requisition created with a total amount >= 1,000 CAD.

Procedure1. Access the transaction choosing the following navigation path:


SAP Menu SAP Easy Access Menu Office Workplace

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Transaction Code SBWP



Business Role Menu Control Panel Employee Services SAP Business Workplace

2. From the menu, choose Inbox Workflow.

3. Double-click Please release purchase requisition

Here you can decide to release – choose the Release button- or reject –choose the Reject button- the purchase requisition. In both cases, an information task is sent to the Workplace of the purchase request initiator to inform about your decision.

For rejection (= refusal), a task is sent to the Workplace of the purchase request initiator allowing the person to modify the purchase request and to re-submit it for approval.

For release (= approval), if only one release code was set (1,000.- CAD <= amount < 10,000,- CAD), the purchase requisition is released. Otherwise (amount >= 10,000,- CAD) a second approver performs the release from the SAP Workplace

4. In the A1 row, choose the button in the Release column.


6. In the A1 and A2 rows, the Status column displays green checkmarks and the Release column displays a leftward-pointing arrow graphic.

7. Save your entries.

4.1.3 Request for Proposals/Vendor Selection

If a vendor selection is required execute step 4.4 (scenario 386 – Quotation for Procurement), otherwise proceed to step 4.5 and create the purchase order with reference to the originating purchase requisition

4.1.4 Quotation for Procurement in Public Sector

For this activity, run the Quotation for Procurement in Public Sector (386) scenario document in its entirety, using the master data from this scenario document.

4.1.5 Create Purchase Order for Consumable Goods

UseIn this step, you create the purchase order.

Procedure1. Access the transaction using:


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

Transaction Code

ME21N


Business Role Buyer (SAP_BPR_PURCHASER-S)

Business Role Menu Purchasing Purchase Orders Create Purchase Order

2. Choose Document Overview On.

3. Choose and select in drop-down list Request for quotations, if scenario 128 (Request for Quotation) was executed. Otherwise, select My purchase requisitions.

4. Drag and drop the request for quotation, or the purchase requisition to the shopping-basket. The details from the document created in the previous section are copied to the purchase order.

5. On the purchase order screen, make the following entries:


Comment

PO type NB Standard PO

Vendor 300000 Enter the vendor number only when referencing the purchase requisition

Purchasing Organization

1000 If required

Purchasing Group For example, 100 If required

Company Code For example, 1000

If required

6. Choose Enter.

The system adopts in the PO only the valuation price for requisition items without material master records. For the rest of the items the system tries to determine the price from the purchasing info record. If no info record can be determined for the material/vendor/purchasing organization/plant the system prompts for the purchasing price. Upon save an info. record is created and used for subsequent orders.

7. In case of error message “Net price must be greater than 0”, maintain the purchasing price in the Amount field for pricing condition PBXX (Conditions tab) or in the Net Price field in Item Overview section.

8. If it is not already selected, select the Goods Receipt checkbox on the Delivery tab.

9. Save your entries. The system message Standard PO created under the number 45000xxxxx displays. Note the purchase order number __________

If warnings appear, follow the instructions you receive after double-clicking the red or yellow symbol in the item position line.

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Verify the yellow warnings with Enter.

You can save the Purchase Order with yellow warnings. It is not possible to save with red symbols.

10. Choose Save and note the PO number here: ______________________________.

ResultA purchase order is created.

Option A: If the purchase order is accurate, is a purchase order approval required?

A PO approval is only required with a value higher than 500 CAD

If Yes, go to section Approve Purchase Orders.

If No, go to section Goods Receipt of Consumables.

Option B: If the purchase order is not accurate, update the purchase order first and then continue with Option A (see above).

4.1.6 Approve / Release Purchase Orders (Optional)

UseThe purchase orders that require approval are listed and require release by a release authorization person.

This step is only required if the purchase order has a value more than 500 CAD.



SAP ERP Menu Logistics → Materials Management → Purchasing → Purchase Order → Release

Transaction code ME28N


Business role Purchasing Manager (SAP_BPR_PURCHASER-E)

Business role menu Purchasing Approval Release Purchase Order – Individual

2. On the following screen, select the Release Strategy tab on the purchase order.

3. Select the Release Options icon to release the purchase order.

4. Choose the Save button.

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4.1.7 Print Purchase Order

UseThis activity can be performed after the purchase order is created/released.

If the purchase order is set to be printed immediately after it is saved and – if necessary – approved, this step is not necessary.



SAP system Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit

Transaction code ME9F


Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Purchase Orders Message Output

2. On the Message Output screen, make the following entries:


Processing Status

0 Status '0' means that the processing program has not yet been started.

3. Select document number, vendor, purchasing organization or purchasing group.

4. Choose Execute.

5. Select the purchase order number and select Output Message. After that, your PO is printed out.

Result The purchase order has been printed out.

4.1.8 Goods Receipt of Consumables

UseThe vendor posts the receipt of the consumable goods.

This step is only relevant for consumable goods, not for service materials.



SAP ERP Menu Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Purchase Order → GR for Purchase Order (MIGO)

Transaction code MIGO_GR

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Business role Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST-S)

Business role menu Warehouse Management → Receiving

2. When using SAP NWBC, on the All Open Purchase Orders tab, select your purchase order and choose the Post Goods Receipt button.

3. Whe using SAP GUI, on the initial screen, confirm that the fields in the top left of screen shows A01 Goods Receipt and the second field shows R01 Purchase Order. The movement type in the top-right field is 101.

4. Enter your Purchase Order Number in the field to the right of R01 Purchase Order and choose Enter. For the SAP NetWeaver Business Client, skip this step.

5. On the General tab of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.

6. Confirm the entries from the purchase order. On the Quantity tab, enter the quantity to be received.

7. On the Where tab you can change the storage location (if necessary) and enter values in the text field (optional).

8. Select the Item OK checkbox and choose Post. Make a note of the material document number: __________

ResultA goods receipt of consumables is issued and a posting document is created. You can now proceed with section Invoice Receipt by Line Item.

a) Financial postings, for example, for services (Account Assignment Category: K)

Posting Key Account Description Amount (example) Currency

81 510080 Ext. acty for gds/svc Consumption of Trading Goods

4.00 CAD

96 211200 GDS Rcvd/ Inv Rcvd. 4.00- CAD

b) Financial postings, for example, for services (Account Assignment Category: F)

Posting Key Account Description Amount (example) Currency

81 510080 Ext. acty for gds/svc

Consumption of Trading Goods

200.00 CAD

96 211200 GDS Rcvd/ Inv Rcvd 200.00- CAD

c) Controlling postings, for example, for services (Account Assignment Category: F):

Object Type

Object CO object name

Cost Element

Cost element name Val / COArea Crcy

ORD 510080 R&D internal order

510080 Consumption of Trading Goods

200.00

d) Controlling postings (Account Assignment Category: K):

Object Object CO object Cost Cost element name Val / COArea

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Type name Element Crcy

CTR 1201 Purch & Stores 1

510080 Ext. acty for gds/svc 10.00

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4.2 Procurement of Services

4.2.1 Create Purchase Requisition for Services



SAP Menu Logistics Materials Management Purchasing Purchase Requisition Create

Transaction Code

ME51N



Business Role Menu

Purchasing Purchase Requisition Create Purchase Requisition

2. On the Create Purchase Requisition screen, expand Item overview and make the following entries:


Comment

Account Assignment Category

K for cost center

F for internal order

Depending on the category selected, the system prompts for the appropriate cost object.

Item Category D for services Two additional tabs are added - detail item screen, Services and Limits

Short Text Enter description of item

For example: ‘Consulting services”

Quantity Leave blank

Unit Leave blank

Delivery Date 3 months from the end of current month

Matl. Group YBD01 Product group for services

Plant 1000 Enter relevant plant

Purchase Group 100


1000

3. Choose Enter.

4. In the Item section, on the Services tab make the following entries:

Line Short Text Quantity Un Gross price Cost Center G/L Account

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10 Service item #1 10 H 100 509020 650085

20 Service item #2 100 H 100 509020 650010

5. On each line, choose Enter after entering the gross price. The system prompts for the account assignment details. Enter internal order via F4-Help if Account Assignment Category is entered as F.

6. Save your entries. The system displays the message: Purchase requisition number 100xxxxx is created. Make a note of the document number: __________

As the valuation is higher than 1,000 CAD, a workflow is triggered. (Valuation tab)

4.2.2 Approval PR via Workflow

UseA workflow is started for every purchase requisition created with a total amount >= 1,000 CAD.

The steps in the workflow are as follows:

The following release codes are set and must be released depending on the amount:

Total amount >= 1,000,- CAD and < 10,000,- CAD, release code A1, one approval required;

Total amount >= 10,000,- CAD, release codes A1, and A2, thus two approvals required (one on each of the release codes).

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All users who participate in the workflow are assigned to pre-defined positions (organizational element).

In this case, two positions have been defined: PURApprover1 and PURApprover2. All users having to play a role of Approver (performing approval activities) for purchase requisitions below 10,000,- CAD or a role of 1st Approver for purchase requisitions above 10.000,- CAD are assigned to position PURApprover1, while users having to play a role of 2nd Approver for purchase requisitions above 10,000,- CAD are assigned to position PURApprover2 (there are no 2nd Approver for purchase requisitions below 10,000,- CAD)

Multiple users can be assigned for each role/position, but only one user performs the activity; once the activity is performed, it disappears from the inboxes of other users with the same role.

Procedure1. Access the transaction choosing the following navigation path:


SAP Menu SAP Easy Access Menu Office Workplace

Transaction Code SBWP



Business Role Menu Control Panel Employee Services SAP Business Workplace

2. From the menu, choose Inbox Workflow.

3. Double-click Please release purchase requisition

Here you can decide to release – choose the Release button- or reject –choose the Reject button- the purchase requisition. In both cases, an information task is sent to the Workplace of the purchase request initiator to inform the person about your decision.

For rejection (= refusal), a task is sent to the Workplace of the purchase request initiator allowing the person to modify the purchase request and to re-submit it for approval.

For release (= approval), if only one release code was set (1,000.- CAD <= amount < 10,000,- CAD), the purchase requisition is released. Otherwise (amount >= 10,000,- CAD) a second approver performs the release from the SAP Workplace



6. In the A1 and A2 rows, the Status column displays green checkmarks and the Release column displays a leftward-pointing arrow graphic.

7. Save your entries.

4.2.3 Request for Proposals/Vendor Selection

If a vendor selection is required execute step 4.11 (scenario 386 – Quotation for Procurement), otherwise proceed to step 4.12 and create the purchase order with reference to the originating purchase requisition.

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4.2.4 Quotation for Procurement in Public Sector

For this activity, run the Quotation for Procurement in Public Sector (386) scenario document in its entirety, using the master data from this scenario document.

4.2.5 Create Purchase Order for Services

UseIn this step, you create the purchase order by referencing the request for quotation or the purchasing document.

Procedure1. Access the transaction using:


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

Transaction Code

ME21N


Business Role Buyer (SAP_BPR_PURCHASER-S)

Business Role Menu Purchasing Purchase Orders Create Purchase Order

2. Choose Document Overview On.

3. Choose and select in drop-down list Request for quotations, if scenario 128 (Request for Quotation) was executed. Otherwise, select My purchase requisitions.

4. Drag and drop the request for quotation, or the purchase requisition to the shopping-basket. The details from the document created in the previous section are copied to the purchase order.

5. On the purchase order screen, make the following entries:


Comment

PO type NB Standard PO

Vendor 300004 Only when referencing the requisition


1000 If required

Purchasing Group For example, 100 If required

Company Code For example, 1000 If required

6. Choose Enter.

8. If it is not already selected, select the Goods Receipt checkbox on the Delivery tab.

9. On the Account Assignment tab, if prompted, enter the cost center, or the internal order.

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10. Enter the G/L account based on consumable, for example, 510080 (Consumption – Trading Goods) (the account has to be selected according to the required goods).

7. Choose the Invoice tab.

8. Save your entries. The system message Standard PO created under the number 45000xxxxx displays. Note the purchase order number __________

If warnings appear, follow the instructions you receive after double-clicking the red or yellow symbol in the item position line.

Verify the yellow warnings with Enter.

You can save the Purchase Order with yellow warnings. It is not possible to save with red symbols.

11. Choose Save and note the PO number here: ______________________________.

ResultA purchase order is created.

If the purchase order is not accurate, update the purchase order and then continue.

If the purchase order is accurate and the value is higher than CAD 500 a purchase order approval required.

If Yes, continue to section 4.11 Approve Purchase Order for Services.

If No, go to section 4.12 Create Service Entry Sheet and section 4.13 Approve Service Entry Sheet.

4.2.6 Approve / Release Purchase Orders (Optional)

UseThe purchase orders that require approval are listed and require release by a release authorization person.

This step is only required if the purchase order has a value more than 500 CAD.



SAP ERP Menu Logistics → Materials Management → Purchasing → Purchase Order → Release

Transaction code ME28N


Business role Purchasing Manager (SAP_BPR_PURCHASER-E)

Business role menu Purchasing Approval Release Purchase Order – Individual

2. On the following screen, select the Release Strategy tab on the purchase order.

3. Select the Release Options icon to release the purchase order.

4. Choose the Save button.

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4.2.7 Print Purchase Order

UseThis activity can be performed after the purchase order is created/released.

If the purchase order is set to be printed immediately after it is saved and – if necessary – approved, this step is not necessary.



SAP system Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit

Transaction code ME9F


Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Purchase Orders Message Output

2. On the Message Output screen, make the following entries:


Processing Status

0 Status '0' means that the processing program has not yet been started.

3. Select document number, vendor, purchasing organization or purchasing group.

4. Choose Execute.

5. Select the purchase order number and select Output Message. After that, your PO is printed out.

Result The purchase order has been printed out.

4.2.8 Create Service Entry Sheet (for Services without Service Material)

UseIn this activity, the service performed is reported in a service entry sheet with reference to the purchase order from the previous step.

Procedure1. Access the activity using one of the following navigation options:


Menu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N


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Business role Service Employee (SAP_BPR_SERVEMPLOYEE-S)

Business role menu Services Service Entry Sheet Maintain Service Entry Sheet

2. On the Display Entry Sheet, choose Other Purchase Order (Shift + F5) and enter the purchase order number.

3. The purchase order is now selected.

4. Choose Create entry sheet (Shift + F1) to create a service entry for the purchase order.

5. On the Create Entry Sheet screen, choose Edit Service Selection to copy services from purchase order.

6. The Service Selection dialog box appears. Choose From Purchase order and enter the purchase order number.

7. Choose continue (Enter).

8. On the Select Services as Reference screen, select the relevant services and choose Adopt Services (F9).

9. On the Create Entry Sheet screen, enter a short text at the top of the screen and choose continue (Enter).

10. Save the service entry sheet. Make a note of the sheet number: __________

4.2.9 Approve Service Entry Sheet

UseIn this activity the service entry sheet is approved.

Procedure1. Access the activity using one of the following navigation options:


Menu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N


Business role Service Employee (SAP_BPR_SERVEMPLOYEE-S)

Business role menu Services Service Entry Sheet Maintain Service Entry Sheet

2. On the Display Entry Sheet screen, choose Other Purchase Order (Shift + F5) and enter the entry sheet number from the step before.

3. The purchase order is now selected.

4. To change the service entry sheet, choose Display <-> Change (F5).

5. On the Change entry Sheet screen, choose Accept (Ctrl. + F1) to accept the service entry sheet as it is.

6. Save the entry sheet.

ResultThe service entry sheet is approved. You can now proceed with the next step Invoice Receipt by Line Item.

Financial Postings:

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Posting Key

Account Number

Description Amount (example) Currency

81 650010 Purchased Services

(depends on the G/L account entered on the requisition)

200,00 CAD

96 211200 GR/IR clrg.ext.proc. 200,00- CAD

4.3 Invoice Receipt by Line Item

UseIn this step, you realize the invoice verification for the actual invoice received from the vendor. The actual invoice amount may not be identical with the purchase order reference amount. Therefore an invoice reduction might be required in this step.



SAP ERP Menu Logistics Materials Management Logistics Invoice Verification Document Entry

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

2. If the Enter company code dialog box appears, enter company code 1000. Choose Enter.

3. Optional: If company code should be changed, go to menu Edit – Switch Company Code. Enter new company code. Choose Enter.

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


Company Code For example, 1000 Relevant company code

5. The Basic Data tab appears. Make the following entries:


Invoice date Actual date

Reference Any reference text for example, vendor invoice

Amount Enter the gross invoice amount (including tax)

Invoice amount from vendor may deviate from gross PO reference amount

Calculate tax Deselect

Tax Code P0 already proposed by the system

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6. On the PO reference tab, enter your purchase order number, and choose Enter.The PO information is copied and displayed in the below table.

Make sure that a tax code is selected (automatically set by the system).

7. If the balance is not zero and an invoice reduction is necessary, proceed as follows:

8. In the item line of the PO reference data, select Vendor Error in the Correctn ID field.

9. After this, the system opens two more fields: In the Invoice amount acc. to Vendor field, you have to enter the gross amount from the invoice minus tax amount. In the Invoice Qty acc. to Vendor field, you have to enter the quantity from the invoice. Based on this data, the system calculates the invoice reduction and the message amount reduced in invoice is now XXX,XX CAD is displayed.

10. To test for errors, choose Simulate.

The deviations in price, quantity, and balance are displayed. Yellow messages are warnings; red messages are fatal errors. You have to correct the red messages to proceed.

11. To save the transaction, choose Post. A message confirming the posting is displayed. Make a note of the accounting document number: __________

Result Financial postings for consumable products:

Posting key

G/L Act/Mat/Ast/Vndr Amount (example) Currency

31 300000 Office Club 23.80- CAD

86 211200 GR/IR-clearing – external procurement

20.00 CAD

93

83

530030

530030

Gain from inv. receipt small differences (MM)

Loss from invoice receipt small differences (MM)

only in case of small differences

CAD

40 213500 Invoice Reduction Only in case of Invoice Reduction

CAD

1. In case of Invoice Reduction the system creates a second financial document:

Posting key


21 300000 Office Club Only in case of Invoice Reduction

CAD


CAD

Financial postings for Services:

Posting key


31 300000 Engineering Consultants 23.80- CAD

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Posting key


86 211200 GR/IR-clearing – external procurement

20.00 CAD

93

83

530000

530000

Gain from inv. Receipt small differences (MM)

Loss from invoice receipt small differences (MM)

only in case of small differences

CAD

CAD40 213500 Invoice Reduction Only in case of Invoice Reduction

CAD

2. In case of Invoice Reduction the system creates a second financial document:

Posting key


21 300000 Engineering Consultants Only in case of Invoice Reduction

CAD


CAD

4.4 Outgoing Payment

For this activity, run the Accounts Payable (158) scenario document in its entirety, using the master data from this scenario document.

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5 Appendix

5.1 Reversal of Process Stepsoriginal Step Name

original Transaction Code

Reversal Step Name

Reversal Transaction Code

Reversal: Remarks

Create Return Purchase Order

ME21N Change Purchase Order

ME22N If the shown purchase order number is wrong, enter the relevant PO by selecting the button Other Purchase Order. Select the relevant items or select all items by the button Select All. After that push the delete button and save the purchase order.

Approval of Purchase Orders

ME29N Cancel Release of Purchase Order

ME29N Select the release Code 01 and set Cancel Release. Fill the document number into the field document number (optional). In the following view Release Purchasing Documents with Release Code 01 select the PO line and the Cancel Release button

Receive Goods from Vendor to the Purchase Order

MIGO Cancel Material Document

MBST If the material document number is not known, you can find it out by watching into the PO item line tab Purchase Order History (Transaction code ME22N: Materials Management → Purchasing → Purchase Order → Change).

Invoice Receipt by Line Item

MIRO Cancel Invoice Document

MR8M If the invoice number is not known, you can find it out by watching into the PO item line tab Purchase Order History (Transaction code ME22N: Materials Management → Purchasing → Purchase Order → Change).

5.2 SAP ERP Reports

UseThe table below lists the reports that you can use to obtain additional information on this business process.

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

Financial Accounting: SAP ERP Reporting 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

codeComment

Purchasing Group Analysis MCE1 A list with summarized data.

Vendor Analysis MCE3 Direct access to vendor-related data.

5.3 Used FormsCommon Form Name

Form Type

Used in Process step

Output Type

Print Program (Entry Procedure)

Form Technical Object

Purchase Order

Smart Form

4.1, 4.2 NEU YBUS_FM06P (ENTRY_NEU) YBUS_MMPO

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375_BPP_EN_CA

Documents

Transcript of 375_BPP_EN_CA