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Transcript of Proc. of Stock Materials-Revised-2
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Materials Management
User manual
Procurement Of Stock Materials
Procurement
OfStock Materials
Prepared By
M.Ramesh Kanna
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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 andINCLUDE.
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 ofinstallation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTERkey.
Example text Exact user entry. These are words or characters that you enter in the systemexactly as they appear in the documentation.
Variable user entry. Pointed brackets indicate that you replace these words andcharacters with appropriate entries.
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Abbreviations
R Required entry field
(used in the end-user procedures)
O Optional entry field
(used in the end-user procedures)
C Conditional field
(used in the end-user procedures)
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ContentsProcurement of Stock Materials ........................................................................................................... 6
1 Procurement of Stock Materials Raw Material Local / Return.......................................................... 6
Purpose ..................................................................................................................................... 6
Prerequisites .............................................................................................................................. 6
1.1 Request for Quotation (RFQ) .................................................................................................47
Use ..........................................................................................................................................47
Procedure .................................................................................................................................47
Result.......................................................................................................................................56
Example ...................................................................................................................................56
1.2 Message output: RFQ............................................................................................................57
Use ..........................................................................................................................................57
Procedure .................................................................................................................................57
1.3 Maintaining Quotation ..........................................................................................................60
Use ..........................................................................................................................................60
Procedure .................................................................................................................................60
Result.......................................................................................................................................66
Example ...................................................................................................................................66
1.4 Price Comparison .................................................................................................................67
Use ..........................................................................................................................................67
Procedure .................................................................................................................................67
1.7 Creating Purchase Requisition ................................................................................................71Use ..........................................................................................................................................71
Procedure .................................................................................................................................71
Result.......................................................................................................................................74
Example ...................................................................................................................................74
1.8 Purchase Order.....................................................................................................................75
Use ..........................................................................................................................................75
Procedure .................................................................................................................................75
Result.......................................................................................................................................79
Example ...................................................................................................................................80
1.9 Message Output....................................................................................................................80
Use ..........................................................................................................................................80
Procedure .................................................................................................................................80
1.10 Goods Receipt for Purchase Order.........................................................................................83
Use ..........................................................................................................................................83
Prerequisites .............................................................................................................................83
Procedure .................................................................................................................................83
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Result.......................................................................................................................................87
Example ...................................................................................................................................87
1.13 Logistics Invoice Verification...............................................................................................88
Use ..........................................................................................................................................88
Procedure .................................................................................................................................88
Result.......................................................................................................................................92
Example ...................................................................................................................................92
1.14 Returning Delivery..............................................................................................................92
Use ..........................................................................................................................................92
Procedure .................................................................................................................................92
Result.......................................................................................................................................97
Example ...................................................................................................................................97
1.15 Excise Invoice Other Movements..........................................................................................97
Use ..........................................................................................................................................97
Procedure .................................................................................................................................97
Result.....................................................................................................................................100
Example .................................................................................................................................100
1.16 Posting and Printing the Excise Invoice................................................................................101
Use ........................................................................................................................................101
Prerequisites ...........................................................................................................................101
Procedure ...............................................................................................................................101
Result.....................................................................................................................................104
1.17 Credit Memo....................................................................................................................105
Use ........................................................................................................................................105
Prerequisites ...........................................................................................................................105
Procedure ...............................................................................................................................105
Result.....................................................................................................................................109
Example .................................................................................................................................109
2 Procurement of Stock Materials from SSI Vendor............................... Error! Bookmark not defined.
Purpose ....................................................................................... Error! Bookmark not defined.
2.1 Master Data Maintenance for SSI Vendors .................................. Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
2.3 Purchase Order........................................................................ Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
2.4 Message Output....................................................................... Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
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Procedure .................................................................................... Error! Bookmark not defined.
2.5 Goods Receipt for Purchase Order............................................. Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
2.6 Logistics Invoice Verification.................................................... Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
Procurement of Stock Materials for Depot......................................... Error! Bookmark not defined.
Purpose ....................................................................................... Error! Bookmark not defined.
3.1 Master Data Maintenance for Depot ........................................... Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
3.3 Purchase Order........................................................................ Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
3.4 Message Output....................................................................... Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
3.5 Goods Receipt for Purchase Order............................................. Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
3.6 Logistics Invoice Verification.................................................... Error! Bookmark not defined.
Use ............................................................................................. Error! Bookmark not defined.
Procedure .................................................................................... Error! Bookmark not defined.
Result.......................................................................................... Error! Bookmark not defined.
Example ...................................................................................... Error! Bookmark not defined.
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Procurement of Stock Materials
1 Procurement of Stock Materials Raw Material Local / Return
PurposeThis process describes the procurement process of raw materials from indigenous source of supply withCountry Version India (CIN) relevant process like processing of Excise Duty (ED) and Sales Tax (ST) process.
PrerequisitesThe following scenario specific master data must be created for operation of this building block.
1. Material Master Record
2. Vendor Master Record3. CIN Master Data
Material Master record
Menu Path Logistics Materials ManagementMaterial MasterMaterial Create (General)
T Code
MM01 Create
MM02 ChangeMM03 Display
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Creation of Material Master
Transaction Code: MM01
Press Enter to see the pop-up window.
Enter the Industry Sector
Enter the Material Type
Material No. has to given
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Select the required views and press Enter to input the organizational levels.
This selection of Views differs from each material type, for Eg. Sales View are required for Trading goods
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Press Enter to input the details of the Material.
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Enter Material Description
Material Group as classified
Base unit of Measurement
If you have old material No. ,
you can use it
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Enter Purchasing Group
If material has to be used as MPN,
then choose ZMPN profile
If manufacturer is required,enter manufacturers name
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Note:MRP views are required for materials which are under BOM
Put MRP type PD
Choose 100 for 1000 Plant
Put EX for lot size
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Proc. Type F- used for buying itemsE- used for Produced in-house
X- both proc. types
Put always 000
Procurement Lead-time for material in
days
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Put 10- Make to stock
Put always 02
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If unit of issue differs from base
unit of measure, enter relevant unit
Enter max. Shelf life period ifit is managed
Time unit of shelf life period
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Enter Profit Center as1000-for Genus overseas
2000- For Genus Innovation
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Note: Refer QM user manual for doing this activity
If Material is relevant,
Inspection setup has to be
done
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Important Note
Please refer the sheet given below and use only related Valuation class as recommended by us.
If Raw material is Imported use Valuation class-3001
Raw Material is Local use Valuation class-3000
Enter relevant
valuation Class for
each material type
Enter moving average
price for material
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Material Types - External Numbers
Disc. Of material type Material
Type
Description Valuated/Non
ValuatedValuation Class
1 Electrical Raw MaterialROH
Electrical Raw MaterialValuated
3000/3001
2 Electronics Raw MaterialZERM
Electronics Raw MaterialValuated
3000/3001
3 Mechanical Raw materialZMRM
Mechanical Raw materialValuated
3000/3001
4 Sheet Metal Raw MaterialZSMM
Sheet Metal Raw MaterialValuated
3000/3001
5 Rubber Raw materialZRRM
Rubber Raw materialValuated
3000/3001
6 Plastics MaterialZPRM
PlasticsValuated
3000/3001
7 Packing Material-GenusZPAK Packing Material Valuated
3000/3001
8Final Packing MaterialVERB Final packing material Valuated
3050
9 Production ConsumableZPCO Production Consumable Valuated
3002/3003
10Production Resources ToolsFHMI
Production Resources ToolsValuated
3020
11Other ConsumablesZOCO
Other ConsumablesValuated
3003
12Printing and Stationery ItemsZPSI
Printing and Stationery ItemsValuated
3001/3002
13SparesERSA Engineering Spares - Valuated Valuated
3040
14Trading GoodsHAWA
Trading Goods-ProjectValuated
3110
15UtilitiesZUTL Utilities Valuated
3004
16Returnable Packing MaterialLEIH
Returnable Packing MaterialNon-Valuated
Nil
17Scrap MaterialsZSCP Non-Valuated Non-Valuated
Nil
18AssetZASS Non Valuated Non-Valuated
Nil
19Semi Finished-Mech.Assembly HALB Semi Finished-Mech.Assembly Valuated 7900
20Operating SuppliesHIBE
Tools used as aid for ProductionValuated
3300
21Semi Finished-Elec.AssemblyZESF
Semi Finished-Elec.AssemblyValuated
7900
22Finished GoodsFERT
Finished GoodsValuated
7920
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After entering all the details, press to save the Material.
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System message of Material
Successfully Created
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Vendor Master record
Menu Path Logistics Materials Management PurchasingMaster Data Vendor Central
T Code
XK01 Create
XK02 ChangeXK03 Display
Press Enter to input the details of the vendor.
Vendor No will be generated automatically
Enter Company Code
Enter Account Group
Enter Purchasing Organization
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Note:
For Domestic Vendors- 13110000
For Import Vendors - 13111000
Click here to enter Excise related
Entries
Enter reconciliation account
for Domestic
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Press to save the Vendor master and the no is generated automatically.
Note:
For Domestic Vendors Use ZD
For Import Vendors- Use ZI
Put tick inGR based invoiceverification
& Automatic PO
Put tick, if vendor is
Service Vendor
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System message of
successfully creation of
vendor master
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CIN Master Data
To maintain Chapter Ids
Transaction Code: J1ID
Select Chapter ID and Press
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Press New Entries to go to the next screen.
Press New Entries to Create New Cha ter ID
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Press to save the data.
Enter the Chapter ID
Enter the Description as per law
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Material ID and chapter ID combination
Select Material and Chapter ID Combination and Press
Select the Material and Chapter-Id Combination
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Press New Entries to Create New Material Number and Chapter ID Combination
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Vendor Excise Details
Transaction Code: J1ID
Select Material and Chapter ID Combination and Press
Note: If you have already maintained in Vendor Master Data in Tab CIN details, you need not to do this
activity
Select the Vendor Excise Details
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Press to save the data.Note:
1.Enter EXCISE details, put excise indicator 1 always
Press New Entries to Create Vendor Master Excise Details
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Maintaining SSI Rates:
Transaction Code: J1ID
Select SSI Rates and Press
Select the SSI Rates
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Note: This is need not to do, its one time activity.
Press to save the data.
Press New Entries to Create Vendor Master Excise Details
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o Excise Indicator for Plants
Select Excise Indicator for Plant and Press
Select the Excise Indicator for Plant
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Press to save the data.
Press New Entries to Create Plant Excise Details
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Maintaining Tax conditions Records
Transaction code: FV11
Purpose: To capture taxes in Purchase order for excise duty & Sales taxes
Warning:
Pl. Dont use Vendor Key combination for any of Tax condition records
Enter Tax conditions. For Eg.JMOP- Excise duty
JMX1-Setoff on Exciseduty paid
Combination for Tax
records
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Then click Save Icon, to save conditions records
Press to save the data.
Plant Code
Vendor code
Enter material code
Enter Excise duty of material
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Tax conditions for Inward Materials(For CENVAT Credit)
Conditions Description of Tax Conditions Example
JSVD IN: Service tax debit Service tax for Cenvat 10
JEC3 IN: ECS ST setoff % Ecess on Service Tax for cenvat 2
JSV2 IN: Serv.tax InputNVV Service tax for Non-Cenvat
JEC4 IN: ECS ST Invent. % Ecess on Service Tax for Non-Cenvat
JMOP IN: BED setoff % Basic Excise duty of Material -Percentage basis 16%
JMOQ IN: BED setoff Qty Basic Excise duty of Material -Quantity basis Rs.0.46/Nos
JAOP IN: AED setoff % Addit ional Excise duty of Material -Percentage basis
JAOQ IN: AED setoff Qty Additional Excise duty of Material -Quantity basis
JSOP IN: SED setoff % Special Excise duty of Material -Percentage basis
JSOQ IN: SED setoff Qty Special Excise duty of Material -Quantity basisJMX1 IN: A/P BED setoff Credit on BED paid in % 100%
JEC1 IN: ECESS Setoff % Ecess 2%
JEX1 IN: A/P ECS setoff Credit on Ecess paid in % 100%
JIPC IN C Sales tax inv. Central Sales Tax 4%
JVRD A/P VAT RM Deductible VAT for Raw Materials with VAT credit 12.50%
JVRN A/P VAT RM Non-Deduct VAT for Raw Materials without VAT credit
JVCD A/P VAT CG Deductible VAT for Capital Materials with VAT credit 12.50%
JVCN A/P VAT CG Non Deduct VAT for Capital Materials without VAT credit
JIPL IN L Sales tax inv. Local Sales Tax 8%
Note: Each Excise Condition Has to be Maintained for Combination of Plant/Vendor/ Material
Service Taxes shall be maintained for Plant / Vendor combination
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This is required for Haridwar Plant
Tax conditions for Inward Materials(Without CENVAT Credit)
Conditions Description of Tax Conditions Example
JSV2 IN: Serv.tax InputNVV Service tax for Non-Cenvat
JEC4 IN: ECS ST Invent. % Ecess on Service Tax f or Non-Cenvat
JMIP IN: BED inventory % Basic Excise duty of Material -Percentage basis 16%
JMIQ IN: BED inventory Qt Basic Excise duty of Material -Quantity basis Rs.0.46/Nos
JAIP IN AED inventory % Additional Excise duty of Material -Percentage basis
JAIQ IN AED inventory Qty Additional Excise duty of Material -Quantity basis
JSIP IN SED inventory % Special Excise duty of Material -Percentage basis
JSIQ IN SED inventory Qty Special Excise duty of Material -Quantity basis
JMX2 IN: A/P BED inventor Credit on BED paid in % 100%
JAX2 IN: A/P AED inventor Credit on BED paid in %
JSX2 IN: A/P SED inventor Credit on BED paid in %
JEC2 IN: ECESS Inv setoff% Ecess 2%
JEX2 IN: A/P ECS inventory Credit on Ecess paid in % 100%
JIPC IN C Sales tax inv. Central Sales Tax 4%
JVRD A/P VAT RM Deduct ible VAT for Raw Materials with VAT credit 12.50%
JVRN A/P VAT RM Non-Deduct VAT for Raw Materials without VAT credit
JVCD A/P VAT CG Deduct ible VAT for Capital Materials with VAT credit 12.50%
JVCN A/P VAT CG Non Deduct VAT for Capital Materials without VAT credit
JIPL IN L Sales tax inv. Local Sales Tax 8%
Note: Each Excise Condition Has to be Maintained for Combination of Plant/Vendor/ Material
Service Taxes shall be maintained for Plant / Vendor combination
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1.1 Request for Quotation (RFQ)
UseRequest for Quotation is used to float enquiries in market to obtain quotations from prospective vendors.
This transaction is optional for the process.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterial ManagementPurchasingRFQ/quotationRequest for Quotation Create
Transaction code ME41
2. On the Create RFQ: Initial Screen, make the following entries:
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Field name Description R/O/C User action and values CommentRFQ Type Default is AN -
standard RFQR Enter RFQ type
RFQ Date Default is creation date R May be changed if required The RFQ can becreated for future
issuance. Note
that SAP willrelease it on that
date without
notification.
Quotation
Deadline
The due date for vendor
quotations
R Enter the due date in the date
format assigned in the system
If the deadline is
stated as a date
after the required
delivery date, theuser will be given
an error message
when the deliverydate is entered.
RFQ Externally numbered
RFQ numbers
C If allowed, user can assign
RFQ number. Note: each
vendors RFQ is assigned a
separate number.
Not
recommended.
Collective
number of
subsequent screen
is an effectivemeans to capture
and track RFQs.
PurchasingOrg.
Purchasing Organizationresponsible for RFQ
R Enter or select PurchasingOrg. from table
GOPO
Purchasinggroup
Buyer or Buying groupIdentifier
R Enter or select Purchasinggroup number from table
Item Category Key defining how the
procurement of amaterial or service itemis controlled.
R Leave it blank for this scenario
Delivery Date Date on which the goods
are to be delivered or the
service is to beperformed.
O Enter delivery date
Plant Key for a productionfacility or branch officewithin the company (that
is, company code).
O Enter Plant or select fromtable
Storage
Location
Number of the storage
location where the
material is stored. A
O Enter Storage Location or
select from table.
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plant may contain one or
more storage locations.
Material
Group
Key that you use to
group together several
materials or services
with the same attributes,
and to assign them to a
particular material
group.
O Enter material group or use
match code
Defaulted from
material master
record
Requirement
Trackingnumber
Number that facilitates
monitoring of theprocurement process for
required materials or
services. This number
can relate to an external
"need note" (notice ofrequirements) that was
not generated in the
system.
O Enter requirement tracking
number
Press Enter to go to the next screen.
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3. On screen Create RFQ: Item Overview, enter information in the fields as specified in the table
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Field name Description R/O/C User action and values Comment
Item Number that uniquelyidentifies an item within
the RFQ
R Defaults - Line items aredefined by the system inincrements of 10.
No User Action
I Item Category -
determines if standard
purchase or other such
as Sub-Contracting
Order, etc.
R Enter or select from table.
Default is
blank - standard purchase
No User Action
Material Material Number R Enter material number
100PG1All stock material
must have materialnumbers
Short Text Short Description ofMaterial
N/A Defaulted in from materialmaster
RFQ Quantity Quantity of Material
requested for quotation
R Must be numeric
10
C Category of delivery
date (indicates whether
the date format is day,week or month)
R Select from the drop-down
list
Delivery Date Date required if ordered R Must be in correct date
format
Material
Group
Group of material
which this material
belongs
N/A Defaulted in from material
master
Plant Plant where material is
required
O Enter or select Plant from
table.
Note: the material master
must exist for that plant.
Sloc Storage Location where
material will
be delivered and storedif ordered
O Enter Storage Location or
select from table
Strictly optional.
Storage Location
may be enteredlater at the time ofP.O. creation
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4. Choose (header details icon) on the toolbar, then on screen Create RFQ: Header Data, enter
information in the fields as specified in the table below:
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Field name Description R/O/C User action and values Comment
RFQ RFQ number R System will display saved
document number unless
externally assigned
Grayed out
Company
code
Company code R Defaulted by the system Grayed out
Purchasinggroup
Purchasing group R Supplied from initial screen Grayed out
RFQ type RFQ type R Supplied from initial screen Grayed out
Purch. Org Purchase organization R Supplied from initial screen Grayed outVendor Vendor number C Will be displayed if vendor
number was added before this
step.
Grayed out
RFQ date RFQ date R Supplied from initial screen Grayed out
Item interval Item interval R Supplied by system
Coll. No. Collective number O Enter a number to track
vendors of the same RFQ
Language Language R Supplied from initial screen
Qout. Dead. Quotation deadline R Supplied from initial screen
Validity start Validity start O Enter date quotation will start
Validity end Validity end O Enter date quotation will end.
Applic. By Application date O Enter closing date of Bids
Warranty Warranty O Enter warranty information
Bindg. Per. Binding period O Enter date period is binding
Target val Target Value O Enter total value of all
materials that can be released.
Your
reference
Your reference O Enter Vendors reference
number/name
Salesperson Salesperson O Enter Salesperson name
Our reference Our reference O Enter your reference
number/name
Telephone Telephone O Enter telephone #
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5. Choose (vendor address button) on the toolbar, then on screen Create RFQ: Vendor Address, enter
information in the fields as specified in the table below:
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6. Press to Save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation
of the same RFQ data to a new vendor by following the steps outlined above.
Result
The system will display the message RFQ Created under the number.
ExampleRFQ created under the number600000005
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1.2 Message output: RFQ
UseA RFQ needs to be printed for transmitting to vendor.This transaction is optional for the process.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingRFQ/QuotationRequest for QuotationMessagesPrint/Transmit
Transaction code ME9A
2. On theMessage Outputscreen, make the following entries:
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Field name Description R/O/C User action and values Comment
Purch. Doc.
Data
Document
Number
RFQ # O Choose from drop down
menu
60000000##
Vendor Vendor # O Choose from drop down
menuPurchasing
Organization
Purchasing Organization
#
O Choose from drop down
menu
1000
Purchasing
Group
Purchasing Group # O Choose from drop down
menu
PG1
Document
Type
Identifier allowing
differentiation between
the various kinds of
purchasing document inthe SAP system
O Choose from drop down
menu
AN
Document
Date
Date on which the
purchasing documentwas created.
O Enter Document date or
choose from drop down menu
Message Data
Application Subdivides the usage of
a condition for the use in
different application
areas
R EA defaults for RFQ
Message type Specifies the kind of
output
O Choose from drop down
menu
NEU
Transmission
time-spot
You can process the
message immediately or
at a later time. If
processing later youmust use report programRSNASST00
O Choose from drop down
menu
Processing
status
Indicates the status-
1 indicates the processwas successful.
2 indicates an error
C Default is 0
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0 indicates the process
has not yet started
Creation date Date the message is
create
O Enter date or choose the drop
down menu
Time created Displays the time the
message was created
C Defaults to time started
3. Choose toExecute.
4. On screenMessage Outputselect the appropriate Document number and perform the following:
Choose Output Message and/or
ChooseDisplay Message and/or
ChooseMessage Detailand/or
Choose Trial Printout
Select the Check Box corresponding to the Document No.
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1.3 Maintaining Quotation
UseThis transaction is used to maintain the quotation, which is submitted by vendors. Vendor communicates price
for material and as a result the RFQ (Request for Quotation) needs to be updated.
This transaction is optional for the process.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingRFQ/quotation QuotationMaintain
Transaction code ME47
2. On theMaintain Quotation: Initial Screen, make the following entries:
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5. Enter information in the fields as specified in the table below. Some fields will not be available for input,
as they are reference fields only.
1. Press to select the line item
2. Press to enter the conditions
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entered in the purchasing
document is fixed.
Exchange Rate
Fix
Indicator: if you fix the
exchange rate, the PO
currency and exchange
rate cannot be changed
during Invoice
Verification.
O Check to fix exchange rate if
appropriate.
Incoterms Commonly-used trading
terms that comply withthe standards established
by the International
Chamber of Commerce
(ICC).
O Enter appropriate value if
necessary.
Match code (F4)
search help can beused to locate the
appropriate value.
Target Value Total value of all
materials to be releasedagainst the contract.
O Enter appropriate value if
necessary.
If the value
entered isexceeded, the user
will receive a
system message
when creating a
contract release
order.
ReferenceData:
Quotation
Date
Date quotation submitted O Enter date if desired.
Quotation Number of vendorsquotation
O Enter number if desired.
Your reference Your reference O Enter Vendors reference
number/name
Salesperson Salesperson O Enter Salesperson name
Our reference Our reference O Enter your reference
number/name
Telephone Telephone O Enter telephone #
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6. Once all necessary header data has been maintained, the user can then enter the price information in one of
two fashions:
a. Enter the price in theNet Price field on theMaintain Quotation: Item Overview screen by
Choosing overview icon on toolbar.b. To enter more detailed information in addition to the net price, select the line item and
choose the Item Details icon. Choose the green Back arrow to return to the Overview
screen once data has been maintained.
i. A vendors quoted price can be entered in one of two ways.
Enter the Conditions iven b vendor.
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ii. Enter the net price per unit in the Net price field. This price includes the vendor's
normal discounts and surcharges only. Cash discounts (for prompt payment) and
taxes are calculated separately.
iii. Enter the gross price in the Net price field, and maintain the conditions for the item.
Then the system automatically replaces the entered gross price with the calculated
net price. If the net price for an item is entered for which pricing conditions havebeen maintained, the system always replaces the price entered with the calculated
net price.
iv. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes
etc.) in the Tax code field. If a purchase order is created by referencing an RFQ, this
code facilitates the determination of the tax amount when the invoice is entered in
the system.
v. After entering tax code, after choosing this system may give an information
message showing the effective price, Choose Enter to continue.
7. Once all quotation information has been successfully entered, save the data by Choosing on the Save
button, or Choose the keys. A message will be displayed that the data has been saved.
ResultQuotation is maintained.
ExampleQuotation for RFQ 600000009 maintained.
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1.4 Price Comparison
UseRequired to compare prices from all quotations received as a result of a competitive bidding process.
This transaction is optional for the process.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingRFQ/Quotation QuotationPrice Comparison
Transaction code ME49
2. On thePrice Comparison Listscreen, make the following entries:
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Field name Description R/O/C User action and values Comment
Purch Org. Organization unit thatnegotiates the general
conditions of purchase
for several plants or a
single plant
R Enter Purchasing OrgGOPO / GIPO
Quotation Purchasing document
number
R Choose either quotation or
collective RFQ number in
combination with Purchasing
Org
Coll.RFQ Call for bid number or
bid invitation number
R Choose either quotation or
collective RFQ number in
combination with Purchasing
Org
Number which
you might have
maintained in
RFQ
Vendor Vendor Number O Enter vendor number if
Parameters included for Comparison
Enter the Purchasin Or anization
Enter the Quotations to be compared
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applicable
Material Material Number O Enter material # if applicable
Maximum # of
Quotations perpage
Shows the maximum
amount of quotationsthat are displayed next to
each other.
R Defaults to 12, change if necessary.
a. Choose the comparison values to be used:
i. Reference quotation: You can compare the quotations within the list with a samplequotation. The system displays the percentage deviation between each quotation in the
list and the sample quotation.
ii. Mean/minimum value quotation: The price comparison list can also display a "fictitious"
quotation reflecting the average or minimum value of all quotations. Select either the
"Mean value" or "Minimum value" quotation field to choose the type of fictitious
quotation.iii. Percentage basis: The price comparison list displays the percentage of each item in
relation to the maximum, minimum, or average price. To determine the display type,
enter one of the following:
+: The highest value for each item is the 100% value
-: The lowest value for each item is the 100% value
_: The mean value for each item is the 100% value
b. Select the desired price computations:
i. Select the appropriate field to determine which of the following should be included in
the determination of the comparison price:
i. Include cash discounts
ii. Include delivery costsiii. Determine effective price
3. Once all entries have been made, Choose the Execute.
4. On screen Price Comparison List in Currency INR, view the Price Comparison list.
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5. To view any of the following information for a particular quote included in the comparison, Choose the
RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar:
6. Display Material: Allows the user to view the purchasing data in the material master record.
7. Display Vendor: Allows the user to view the vendor master record.
8. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the
vendor quotations in the list.
9. If any information has been modified through the comparison list, save the RFQ before exiting. If changeshave been made and the user attempts to exit without saving, the system will return a message to verify
action.
10. To exit the transaction, choose the green Back arrow, the yellow Exit arrow, or Choose the F3 button.
ResultPrice Comparison List in Currency INR is displayed on the screen.
Rank is
generated
Mean and
Effective Price is
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1.7 Creating Purchase Requisition
UseA Purchase Requisition is created to indicate purchase department to procure materials or services with details
like how much quantity is required, when required. In this process Purchase Requisition is created against
Quantity Contract created in above step 1.1.4 with exact delivery / requirement date.
This transaction is optional for the process.
Procedure1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials ManagementPurchasingPurchaseRequisition Create
Transaction code ME51N
2. On the Create Purchase Requisition screen, make the following entries:
Enter Material No. Enter required
Quantity
Enter required
Plant
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Field name Description R/O/C User action and values Comment
Shopping cartsymbol
Document Type R System defaults in StandardPurchase Reqisition. Use
pull down to change if
necessary
Purchase
requisition
Number that uniquely
identifies a requisition
O Leave blank. Number
assigned by system.
Source
determi-
nation
Flag that determines
whether automatic
sourcing of materials
from a vendor is to beused
O
Item Overview Icon
Item Serialized item numbers R Leave blank, systemdefaulted.
Accountassignment
key specifying whetheraccounting for an item is
to be effected via an
auxiliary Account
O Leave blank for
this process
Item Category Denotes specific featuresof an item (example -
material is consignment)
O
Material Name or number that
uniquely identifies a
material
R Enter material code
100PG10
Short Text Description of Material O Required for materials with no
material master
Defaulted from
material master
Quantity Quantity requisitioned R Enter number of unitsrequired
100
Unit Unit of measure in which
the requested material isto be ordered
R Defaults from material master
C Category of deliverydate (indicates whether
the date format is day,
week or month)
R Select from the drop-downlist
Defaulted by the
system
Delivery date Date on which the goodsare to be delivered. If
R Enter the date on which
material is required
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3. To assign the source of supply ChooseItem Details icon or Choose Control + F4 and select Source ofsupply tab on it.
4. Here ChooseAssign source of supply on this tab and system will automatically assign source to this
purchase requisition.
5. Choose to Save or Choose Control + S.
ResultPurchase Requisition with reference to contract is created,
Example
Purchase requisition number1000000##created.
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2. If you want create purchase order with reference to the purchase requisition, on item details screen enterthe purchase requisition number and item number atPurch. Req. field. System will automatically adopt
all the data from requisition.
Click the
Purchasing
Requisitionsand Press Adopt
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Group
Company
Code
Company code for
purchase
R Enter if not defaulted in from
purchasing org or group
1000 / 2000
SelectDelivery / Invoice tab on Header data.
Payment
Terms
Payment Terms of
Vendor
O 0001 This field is
important to getbase line date in
Invoice
Verification.
Item Overview Item Overview
Item number Item number withindocument
R Will default by system
Acct.
assignmentcategory
Account where costs are
allocatedFor a consumablematerial. For a stockmaterial it is not required
C Leave blank
Item category Type of purchase C Leave blank
Material Material number R 1000001 External
numbering is
used.
Short text Text from the material
master record
R Default from master record
PO Quantity Required units / quantity R 10
Unit of
measure
Unit that good or service
is purchased
R Enter unit of measure Defaulted from
material master
Category ofdelivery date
Indicates whether thedelivery date is to be
entered and displayed as
a calendar day, week or
month.
R default
Delivery Date Date material is required R Enter delivery date
Net Price Vendor selling price for
good or service
R Enter price
Currency Currency used for plant R Defaulted from vendor master
Per Price per unit R Default
Order unit The unit of measure for
which material is
purchased
R Default
Material group Grouping together of
materials by
characteristics
R Enter material group Defaulted from
material master
Plant Facility where goods or
services are produced orsold.
R Enter plant or select from the
table
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Storage
Location
Location where stock is
stored
R Enter storage location or select
from the table
Required for stock
item
tracking
number
Number that facilitates
monitoring of the
procurement of required
materials
O Enter if known Can be used in
List display to list
all POs created
by a certain buyer.
Potential entry is
employee number.
Requisitioner To whom material or
service is ordered
O
Info Record Purchasing information
record informal priceagreement that may be
updated with each
purchase
O Default if goods was purchase
from vendor previously or inforecord created by system
Purchase req Reference documentnumber
C Input the purchasingrequisities number which
generated above
Use tool barbutton to
reference other
purchasing
documents
Requisn. Item Purchase requisition item
no
C 10
Outline
Agreement
Reference document
number
C Enter contract number if you
want create Release Order.
Use tool bar
button to
reference other
purchasing
documents
Agreement
Item
Item number C Enter contract line item
number for Release Order
Item number
within purchasingdocument
Item Details Item Details
Select Invoicetab
Tax code Enter Tax code R V8
Since the procurement is for1000 Mfg. Plant, which is located in Bangalore, Karnataka State and the Vendoris located in Hyderabad, Andhra Pradesh. This transaction attracts Central Sales Tax (CST) because this is
inter state transaction. That is the reason it is advised to create condition record for central sales tax.
GR-based IV Goods receipt based
invoice verification
O Tick this check box
4. The Purchase Order may be posted by Choosing on the Save button or Choose Control + S for saving.
ResultA message will be displayed stating that the purchase order was saved, with the purchase order number,
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Field name Description R/O/C User action and values Comment
Purch. Doc.
Data
DocumentNumber
Purchase Order # O Choose from drop downmenu
4500000270
Vendor Vendor # O Choose from drop downmenu
Purchasing
Organization
Purchasing Organization
#
O Choose from drop down
menuGOPO / GIPO
PurchasingGroup
Purchasing Group # O Choose from drop downmenu
Document
Type
Identifier allowing
differentiation betweenthe various kinds of
purchasing document in
the SAP system
O Choose from drop down
menu
Document
Date
Date on which the
purchasing document
was created.
O Enter Document date or
choose from drop down menu
Message Data
Application Subdivides the usage ofa condition for the use in
different application
areas
R EF defaults for PurchaseOrder
Message type Specifies the kind of
output
O Choose from drop down
menu
NEU
Transmission
time-spot
You can process the
message immediately or
at a later time. Ifprocessing later you
must use report program
RSNASST00
O Choose from drop down
menu
Processingstatus
Indicates the status-1 indicates the process
was successful.
2 indicates an error0 indicates the process
has not yet started
C Default is 0
Creation date Date the message is O Enter date or choose the drop
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create down menu
Time created Displays the time the
message was created
C Defaults to time started
3. Choose toExecute.
4. On screenMessage Outputselect the appropriate Document number and perform the following:
Choose Output M essage
Then go to Spool request, to take print out.
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1.10 Goods Receipt for Purchase Order
UseGoods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement
is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate
general ledger accounts are also posted and stocks are updated.
Prerequisites
Purchase Order
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials Management Inventory ManagementGoods Movement Goods Receipt For Purchase Order PO
Number Known
Transaction code MIGO
2. On the Goods Receipt Purchase Orderscreen, make the following entries:
Check this tick, to take print out
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Delivery Note in Header O Delivery Number from
VendorVendor Vendor R Defaulted from purchase order Grayed out
Posting Date Posting date R Enter posting date
Bill of lading Bill of lading O Enter bill of lading
Header text Header text O Enter header text
Close Header Detail data to enlarge the Detail data.
SelectMaterial tab at Detailed Data.
Material Material tab R Defaulted from PurchaseOrder
Grayed out
Select Quantity tab in Detail data.
Qty in unit ofentry
Quantity in unit of entry R Enter the quantity you havereceived from vendor. As a
default system will give
purchase order quantity
Quantity defaultedfrom Purchase
Order
Qty in deliverynote
Quantity in delivery note O Enter the quantity as per
vendor delivery challan
Select Where tab in Detail data.
Movementtype
Movement type R Defaulted from header screen
Stock type Stock type R Defaulted from material
master or purchase order
Plant Plant R Defaulted from purchase order
1000
Storagelocation
Storage location R Defaulted from purchase order
if enteredRM01
GoodsRecipient
Goods Recipient O Enter the name of person whoreceived goods
Unloading
point
Unloading point O
Text Text O Enter the text if required
SelectPurchase Ordertab in Detail data.
PurchaseOrder
Purchase Order R Defaulted from header data Grayed out
Del. completed Delivery completion O Defaulted by system if PO Qty
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ind. indicator = GR Qty
SelectPartnertab in Detail data.
Vendor Vendor name O Grayed out
For this material batch management is not active. Just for reference purpose the following data is given.
SelectBatch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
Batch Batch number R Enter batch number as date for
batch managed materials
Vendor batch Vendor batch O Enter vendor batch number for
reference
3. Select the Check boxItem OK, after entering all the data.
You will getExcise Invoice tab at Header Data for capturing vendor excise invoice details and for
posting Part I and Part II.
4. On theExcise Invoice tab at Header Data make the following entries.
Field name Description R/O/C User action and values Comment
Capture &Post Excise
invoice
Capture & Post ExciseInvoice on Excise Action
R Choose Capture & PostExcise Invoice from drop
down list
Defaulted
Excise Group Excise Group R Defaulted by the system
Excise Invoice Excise invoice R Enter the vendor ExciseInvoice number
For example:
APG1
Excise Inv.Date
Excise Invoice Date R Enter the excise invoice dateof vendor
BED Basic Excise Duty R Defaulted from purchase order Grayed out
AED Additional Excise Duty R Defaulted form purchase order Grayed out
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1.13 Logistics Invoice Verification
UseIn this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content,
prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updatesthe data saved in the invoice documents in Materials Management and Financial Accounting.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials Management Logistics invoice Verification
Document Entry
Enter InvoiceTransaction code MIRO
2. If you are opening for the first time this transaction, system will ask forCompany Code,please give 1000 /
2000 to go in side the transaction.
3. On theEnter Incoming Invoice: Company Code 1000 / 2000 screen, make the following entries:
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Field name Description R/O/C User action and values Comment
Transaction Invoice R Select Invoice from dropdown list
Header Data Header data of Invoice R Defaulted by system
Basic tab Basic information tab R Select basic information tab togive initial information
Invoice Date Invoice Date R Enter the Vendor invoice date
Reference Invoice reference O Enter the vendor invoicereference
For ExampleASTRA01
Posting date Posting Date R Enter the posting date ofdocument
System will givecurrent date as
default
Amount Invoice Amount R Enter invoice gross amount Amount
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Layout Layout of invoice
verification
R Select All information from
drop down listChoose Enter
4. ChooseEnterto complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light isdisplayed. Beside thatBalance of the document is displayed.
Ensure that the Balanceis ZERO before posting the document and the traffic light is green or yellow
color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row
of your screen.
8. Choose Saveposting the document.
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externally maintained by you
or system will allocate batch
number
Vendor batch Vendor batch O Enter vendor batch number for
reference
4. Select the Check boxItem OK, after entering all the data.
To getExcise Invoice tab at Header Data Choose Checkpush button at third row at the top of thescreen.
5. On theExcise Invoice tab at Header Data make the following entries.
Choose No excise entry
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6. Choose Checkat the top of screen.
7. ChoosePostto post the document.
ResultMaterial document posted
ExampleMaterial document 5000000422 posted
1.15 Excise Invoice Other Movements
UseIf the material returned to vendor is subject to Excise Duty, it is the legal requirement to in India to send the
same with Excise Invoice.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP CIN R/3
User menu
Indirect taxes Sales / Outbound Movements Excise Invoice For
Other Movements Excise Invoice for Other Movements
Transaction code J1IS
2. On theExcise Invoice Other Movements
Main Menu screen, make the following entries:
3. Choose Create Excise Invoice icon to start the transaction
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Field name Description R/O/C User action and values Comment
Reference
Ref.doc.type Reference Document Type R Enter MATDfor this process
Doc Number Document Number R Enter the return delivery documentnumber which you have created in
above step
5000000422
Doc Year Document year R Enter the year of document created
Example: 2005
Series Group Enter the Excise Series
Group
R Enter J1 for this transaction
Excise Group Excise Group R Enter P1for this transaction
Enter
System will get vendor code as a default, please check is it corrects vendor code or not.
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5. To take printout, select Goto from the top main menu and selectPrint Documentfrom the list. Or ChooseControl + P to get the access ofExcise Invoice Printingscreen.
6. Choose Execute icon to get list of excise invoice ready to be printed.
Choose excise
invoice Number
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1.17 Credit Memo
UseIn this process of Logistics Invoice Verification a credit memo is generated on vendor. Please be careful that
during the total process after making logistics invoice verification you have made return delivery to vendor.To recover that money you need to do this credit memo transaction.
Prerequisites
Logistic Invoice Verification is already made
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu LogisticsMaterials Management Logistics invoice VerificationDocument Entry Enter Invoice
Transaction code MIRO
2. If you are opening for the first time this transaction, system will ask forCompany Code,please give 1000 /
2000 to go in side the transaction.
3. On theEnter Incoming Invoice: Company Code 1000 screen, make the following entries:
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Hide Header data for getting full screen of items if required.
Purchase order /
Schedule Agreement
R Select Purchase order /
Schedule Agreement in the
reference document category
from drop down list
Defaulted for user
Purchase order number R Enter the purchase ordernumber
Goods / service items R Select Goods / Service itemsin indicator from drop down
list
Defaulted
Layout Layout of invoiceverification
R Select All information fromdrop down list
Choose Enter
4. ChooseEnterto complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is
displayed. Beside thatBalance of the document is displayed.
Ensure that the Balanceis ZERO before posting the document and the traffic light is green or yellow
color.
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6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth rowof your screen.
7. Choose Saveposting the document.
ResultLogistics Invoice verification document is posted.
ExampleDocument no. 5105600055 created
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6.Enter Material Code you want to transfer and quantity also.
7.Enter Receiving storage Location8.Enter Recipient name
Then enter..
9.Finally click save icon.
Result:Material is transferred from ERM SL to MRM SL
Note: In case of material transfer from one SL to another SL with
reference, procedure is like this.
1. Enter transaction Code MB1B2. PUT Movement type 311(Optional), then choose Reservation in Tool Bar3. New pop up will appear, enter reservation number of material then choose
Adopt+Details4. System will defaults all details of a reservation items
5. Check the items & then enter receiving Storage location
6. Then enter & Save
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3.Then choose from list
4.Select Reservation line item (s) then clickAdopt
5.System will copy all values of selected Reservation(s)
6.Then Click , then will copy
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Creation of Reservation (Manually)Transaction code- MR21
In initial Screen enter details1. Enter transaction code MR21
2. Enter Movement type- 201(For Goods Issue Request & Reservation)3. Enter Plant For E.g. 1000
Then Press Enter
5.Enter the relevant cost center, this vary based on dept. For E.G. 1201- for Purchasing
6..Enter material code you want do reservation and quantity7.Recipient name
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7.Press enter and Save
8.Result ofNote: if you want to create Reservation w.r.t. Reservation, put reservation in initial screen
itself and system will default all details of reference as shown below.
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It is necessary that stock type should be in same form of GR when material document