Material PO Processing - Domestic Procurement

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Material Purchase Order processing - Domestic Procurement

Training & User Manual

Material PO Processing Domestic Procurement.

Project Chanakya: MM Module Training Material Page 2

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.

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.

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



Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field


C Conditional field




Contents

Procurement of Domestic Materials ................................................................................................. 5 Purpose............................................................................................................................................ 5 Prerequisites ................................................................................................................................... 5 1. Creating Purchase Order ........................................................................................................... 5 2 Message Output ........................................................................................................................... 7 3. Release purchase order. ............................................................................................................ 8



Procurement of Domestic Materials

Purpose Purchase Order is an external short term purchasing document, through which a business enterprise orders Vendors to supply the required quantities of materials/services indicating the date on which the materials/services are to be delivered.

Prerequisites

The following scenario specific master data must be created for subsequent dependent applications.

Material Master record Vendor Master record CIN Master Data

o Chapter IDs o Material ID and chapter ID combination o CENVAT Determination o Vendor Excise Details o Excise Indicator for Plants o Excise Indicator for Plant and Vendor o Excise Tax Rates

1. Creating Purchase Order

Use A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to goods receipt and 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.

Prerequisites

Before starting the process, please ensure the following information:

Document type, vendor master and material master and organization controls.

Procedure

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

SAP R/3 menu Logistics Materials Management Purchasing Purchase Order CreateVendor/Supplying Plant Known

Transaction code ME21N

2. On the Create Purchase Order screen, make the following entries:

Field name Descript ion R/O/C User action and values Comments



Document type

R Select document type options available for Capex,Opex,SUB,STO and Services.

Purchase document selection is significance for either material or service PO.

Vendor R Enter Vendor number known or via match code search.

Doc. date R Date PO created (defaults to todays date)

Header Purchasing Organization

R Purchasing Organization known or via match code search.

Purchasing Group

R Enter purchasing group.

Company Code

R Enter if not defaulted in from purchasing org or group.

Payment Terms

O Enter payment terms & Inco terms in Delivery / Invoice tab page.

Item overview Acct. assignment category

C Leave blank

Item category C Leave blank Material R Use match code search

if needed.

Short text R Default from master record

PO Quantity R Enter quantity. Unit of measure

C System defaults from material master.

Category of delivery date

C default

Delivery Date R Enter delivery date Net Price R Enter price. Currency R Enter Currency. Per R Default Order unit R Default Material group

R Enter material group

Plant R Enter plant. Storage Location

R Enter storage location.

Item details



Select Invoice Tab Tax code R Select Tax code. Item text O Item text optional.

Result

A message will be displayed stating that the purchase order was saved, with the purchase order number, please note the purchase order number.

2 Message Output

Use

A Purchase Order needs to be printed for transmitting to vendor.

Procedure


SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit

Transaction code ME9F

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

Field name Description

R/O/C User action and values

Comments

Purch. Doc. Data Document Number R Input the PO

number just generated above

Vendor O Enter vendor number.

Purchasing Organization O Enter purchasing organization.

Purchasing Group O Enter purchasing group.

Document Type O Enter document type.

Document Date O Enter Document date.

Message Data Application R EF defaults for

Purchase Order

Message type R Choose from drop down menu NEU

Transmission time-spot O Choose from drop down menu



Processing status C Default is 0 Creation date O Enter date or

choose the drop down menu

Time created C Defaults to time started

3. Click on the Execute button

4. On screen Message Output select the appropriate purchase number and perform the following:

5. Click on find icon and enter contract number.

6. select the document number and flag check box .

7. click on output messages push button

System prompts this pop up to select output format.

8. System generates output message.

9. Select contract document and flag check box and click on display messages push button to view the contract print preview

3. Release purchase order.

Prerequisites:

In order to release a document, you need to know your release code.

3.1. Individual release.


SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Release ME29n Individual release.

Transaction code ME29n

Procedure.

1.Click on other purchase requisition icon 2.System prompts pop up window to enter purchase order number.



3.PO document structured into 3 window like Header, Item overview & Item detail

4. Open header window and select release strategy page.

System shows release strategy with release codes in sequence of release.

4.1 Check status is in yellow triangle, meaning for not released. 4.2 Click on release icon (Release option). 4.3 After release status turned to green tick, meaning for release.

5. Save the document.

3.2 Collective release.


SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Release Collective release.

Transaction code ME28

Procedure.

1. Enter release code and click on . 2. Click on execute icon

3. System shows list of POs ready for release. 4. Click on find icon to find PO from the list. Enter PO number in find window and click on continue. 5. Select PO number and click on Release+Save button. Resulted.

Material PO Processing - Domestic Procurement

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