SAP Dairy Industry Procurement Cycle

EHP4 for SAP ERP 6.0

September 2010

English

Dairy – Characteristics Based Procurement (313)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Dairy – Characteristics Based Procurement (313): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

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

Cross-references to other documentation.

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

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

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

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

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

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

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Contents

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

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

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

2.2 Business Conditions...................................................................................................6

2.3 Defining Queries for Personal Object Worklist (POWL)..............................................6

2.4 Roles.......................................................................................................................... 7

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

4 Business Processes........................................................................................................10

4.1 Performing Roll-Back Procedure..............................................................................10

4.2 Manually Posting Goods Receipt for Raw Milk.........................................................10

4.3 Maintaining Goods Receipt QM Inspection Lot.........................................................13

4.4 Maintaining QM Usage Decision for a Goods Receipt QM Inspection Lot................15

4.5 Maintaining Actual Milk Price in Purchase Order......................................................17

4.5.1 Updating the Milk Price Automatically...............................................................17

4.5.2 Updating the Milk Price Manually (Optional)......................................................18

4.6 Manually Transferring Farmer Batches to Truck Batch............................................20

4.7 Manually Transferring Truck Batch to Silo Batch......................................................22

4.8 Manually Correcting Milk Inventory...........................................................................24

4.8.1 Creating Physical Inventory Document..............................................................24

4.8.2 Entering Inventory Count...................................................................................25

4.8.3 Posting Inventory Differences............................................................................26

4.9 Manually Creating Freight Purchase Order and Goods Receipt...............................28

4.9.1 Creating Freight Purchase Order......................................................................28

4.9.2 Approving / Releasing Purchase Orders (Optional)...........................................30

4.9.3 Creating Goods Receipt for Freight Purchase Order.........................................31

5 Follow-Up Processes.......................................................................................................32

6 Appendix.......................................................................................................................... 33

6.1 Reversal of Process Steps.......................................................................................33

6.2 SAP ERP Reports....................................................................................................34

6.3 Used Forms..............................................................................................................34

6.3.1 Procurement......................................................................................................35

6.3.2 Goods Receipt...................................................................................................35

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Dairy – Characteristics Based Procurement

1 PurposeThe purpose of this scenario is to demonstrate the procure-to-pay process for raw milk in the ERP system. It encompasses the following steps:

Manual receiving process with

o Posting goods receipt for raw milk

o Transferring farmer batches to truck batch

o Transferring truck batch to silo batch

o Correcting raw milk inventory

o Creating freight purchase order and goods receipt

Maintaining QM inspection lot

Maintaining QM usage decision

Automated update of raw milk price in purchase order

Manual update of raw milk price in purchase order (as an alternative to automated update of raw milk price).

2 Prerequisites

2.1 Master Data and Organizational DataDefault Values

The organizational structure and master data of your company was created in your ERP system during implementation. The organizational structure reflects the structure of your company. The master data represents materials, customers, and vendors, for example, depending on the operational focus of your company

The business process is enabled with this organization-specific master data, examples are provided in the next section.

Additional Default Values

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

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

Using Your Own Master Data

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

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

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Master / Org. Data Value Master / Org. Data Details Comments

Material D40001 Raw milk val.

D60111 Freight-distance, mat.type DIEN

D60210 Freight-weight, mat.type DIEN

Plant 1000 Plant 1

Purch. Org 1000 Purch. Org. 1000

Purch. Group 103 Group 103

Company Code 1000 Company 1000

Storage location 10G5 CP:Truck sloc

Vendor D10020 Milkproducer 1

D10030 Milkproducer 2

D40001 Milkproducer 3

D10099 Freight Vendor

Company Code 1000 Company 1000

Chart of Accounts YAIN Chart of Accounts-India

Account 49999200 Fee third party with hours (Service Provider)

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

Business Condition Scenario

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

These process steps include the step Roll MM Period to Current Period. Perform this activity if the MM period in the system is not set to the current period. Usually, this activity has to be done once a month.

Product Costing: Costing Run

Prerequisite Process Steps (154)

2.3 Defining Queries for Personal Object Worklist (POWL)

The following queries must be defined to test this scenario in the SAP NetWeaver Business Client (NWBC). You only need these queries if you are using the NWBC interface. You do not need these queries if you are using the standard SAP GUI.

The queries are necessary to access role specific worklists in the SAP NetWeaver Business Client (NWBC).

For more information on the creation of queries, see the section Creation of Queries in Personal Object Worklists (POWLs) in the Quick Guide of SAP Best Practices for Food and Beverage (IN) document.

Business Role

ApplicationObject Type

Variant Name

Variant Selections

Selection Criteria

Query Name

Purchaser

Updating the Milk Price Manually

Purchasing order created

Company code:1000;

Plant:1000

Vendor:10010, D10020,D10030

Change Purchase Order 313

Warehouse Clerk

Receiving

All Purchasing Documents Ready for Goods Receipt

For example, All Purchasing Documents Ready for Goods Receipt

2.4 Roles

Use

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The following roles must have already 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 or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using 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_NBPR_EMPLOYEE-SAssignment of this role is necessary for basic functionality.

Quality Specialist

SAP_NBPR_QUALMGR-SMaintaining Goods Receipt QM Inspection Lot

Quality Specialist

SAP_NBPR_QUALMGR-SMaintaining QM Usage Decision for a Goods Receipt QM Inspection Lot

Purchaser SAP_NBPR_PURCHASER-SUpdating the Milk Price Manually (Optional)

Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK-SManually Transferring Farmer Batches to Truck Batch

Warehouse Clerk

SAP_NBPR_WAREHOUSEMANAGER-M

Creating Physical Inventory Document

Warehouse Manager


Entering Inventory Count

Warehouse Manager


Posting Inventory Differences

Purchaser SAP_NBPR_PURCHASER-S Creating Freight Purchase Order

Purchasing Manager

SAP_NBPR_PURCHASER-MApproving / Releasing Purchase Orders (Optional)

Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK-SCreating Goods Receipt for Freight Purchase Order

3 Process Overview Table

Process step

External process reference

Business condition

Business role

Transaction code

Expected results

Manually Posting Goods Receipt for Raw Milk

Warehouse Clerk

MIGO

Goods receipt posting for milk collected from each farmer is completed. Purchase order for milk producer, and inspection lot have been created automatically in the background.

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Maintaining Goods Receipt QM Inspection Lot

Quality Specialist

QE51N

All QM relevant batch characteristics have been maintained.

Maintaining QM Usage Decision for a Goods Receipt QM Inspection Lot

Quality Specialist

QE51N

QM usage decision for milk inspection lot maintained.

Updating the Milk Price Manually (Optional)

Warehouse Clerk

ME22N

Purchase order changed with actual milk price updated.

Manually Transferring Farmer Batches to Truck Batch

Warehouse Clerk

MIGO_TR

Transfer posting consolidating farmer-specific milk batches into one truck batch within the truck storage location has been completed. Inspection lot for truck batch has been created automatically in the background.

Manually Transferring Truck Batch to Silo Batch

Warehouse Clerk

MIGO_TR

Transfer posting from truck storage location to raw material location has been completed. Inspection lot for silo batch has been created automatically in the background.

Creating Physical Inventory Document

Warehouse Manager

MI01Physical nventory

document created.

Entering Inventory Count

Warehouse Manager

MI04Count entered for physical inventory document.

Posting Inventory Differences

Warehouse Manager

MI07

Inventory difference is posted. This activity completes the correction of milk inventory in the truck storage location.

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Creating Freight Purchase Order

Purchaser ME21N

Standard purchase order for freight vendor created.

Approving/Releasing Purchase Order (Optional)

Purchasing Manager

ME29NThe purchase order is now released.

Creating Goods Receipt for Freight Purchase Order

Warehouse Clerk

MIGOGoods receipt for freight purchase order posted.

Invoicing by Evaluated Receipt Settlement

Meat Planning & Procurement (312):

See Meat Planning&Procurement scenario

See Meat Planning&Procurement

Posting Manual Outgoing payment, Withholding tax Remittance Challan, Updating Bank Challan Number for TDS Payment

External Procurement of Services(209)

See External Procurement of Services

See External Procurement of Services

Dairy Planning & Production

Dairy Planning & Production (626)

See scenario no. 626

See scenario no. 626

4 Business Processes

4.1 Performing Roll-Back Procedure

UseThe system automatically reverses already posted transactions depending on where in the milk receiving cockpit process chain a technical failure occurs. A dialog box will inform the user about the error.

The purpose of this activity is to describe various error scenarios and recommended solutions.

Procedure When the milk goods receipt with movement type 101 or the creation of the corresponding purchase order for the milk vendor fails, the system displays the error message GR failed for vendor XYZ – Reason for error. The milk goods receipt posting and milk purchase orders are automatically reversed. Freight purchase order and goods receipt are not reversed. Recommended solution: Reprocess milk receipt and all milk transfer postings manually.

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If the milk transfer with movement type 311 within the truck storage location fails, the system displays the error message Transfer posting from storage location XYZ batch XYZ to storage location XYZ batch XYZ failed. Milk goods receipt and milk purchase orders are reversed. Freight purchase order and goods receipt are not reversed. Recommended solution: Reprocess milk receipt and all milk transfer postings manually.

If the milk transfer from the truck storage location to the raw material storage location with movement type 911 fails, the system displays the error message Transfer posting from storage location XYZ batch XYZ to storage location XYZ batch XYZ failed. Milk goods receipt, milk purchase order, milk transfer within truck storage location, freight purchase order and goods receipt are not reversed. Recommended solution: Post milk transfer posting from truck storage location to raw material storage location manually.

If the system encounters a problem when creating purchase order for the freight vendor, the system displays a standard SAP error message. Recommended solution: Post the purchase order for the freight vendor and the goods receipt manually.

If the goods receipt for the freight purchase order fails, the system displays a standard SAP error message. Recommended solution: Post the goods receipt manually.

ResultFailed automatic transactions have been completed manually.

4.2 Manually Posting Goods Receipt for Raw Milk

UseAfter collecting milk from the farmers, the freight carrier delivers the milk to the dairy. During milk collection, the truck driver takes milk samples from every farmer. These samples are also delivered to the dairy for subsequent analysis by a laboratory.

The purpose of this activity is to describe the steps to manually post a goods receipt for the milk in the system.

The system is configured to automatically create a purchase order per farmer upon posting the goods receipt for raw milk. The pricing data for the purchase order is retrieved from purchasing info records (included in this scenario). Alternatively, pricing data can be retrieved from outline agreements (not included in this scenario).

In addition, the system is configured to automatically create a raw milk inspection lot per farmer upon posting the goods receipt for raw milk.

Procedure

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)

Transaction code MIGO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK-S)

Business role menu Warehouse Management Consumption and Transfers Other

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Goods Movement (MIGO)

2. On the initial screen, make the following entries:

Field name Description User action and values Comment

N/a Action can be carried out in the MIGO transaction

Choose Goods Receipt from pull-down list

N/a Reference document for MIGO transaction

Choose Purchase Order from pull-down list

Document Date Date on which the goods receipt is created

Enter today’s date in format <DD.MM.YYYY>

Posting Date Date which is used when entering the document in Financial Accounting or Controlling.

Enter today’s date in format < DD.MM.YYYY>

Movement Type (Inventory Management)

Specifies a key for the type of goods movement

921

Header Text Route/license number

501/HD–AG 670

3. Choose Enter.

When you first time login, if there is Tip dialog box, choose Skip this in future. Then choose Enter.

4. Choose Non-Ordered Item.

5. Choose Material tab.

6. On the Goods Receipt Purchase Order- <user name> screen, make the following entries:



7. Choose Enter.

8. Choose Quantity tab.

9. On the Goods Receipt Purchase Order <user name> screen, make the following entries:


Qty in Unit of Entry 2000

Unit of measure KG

10. Choose Enter.

11. Choose Where tab.

12. On the Goods Receipt Purchase Order -<user name> screen, make the following entries:


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sapevent:DOCU_LINK%5CDS:GLOS.3526C107AFAB52B9E10000009B38F974



Movement Type 921

Plant 1000

Storage Location 10G5 Truck storage location

Goods recipient Specifies the recipient for whom the material or the service is destined.

Blank

13. Choose Enter.

14. Choose Partner tab.

15. On the Goods Receipt Purchase Order-<user name> screen, make the following entries:


Vendor D10010

16. Choose Enter.

17. Choose Batch tab.

18. On the Goods Receipt Purchase Order-<user name> screen, enter the today of Date of Manufacture field (Format: DD.MM.YYYY).

19. On the Batch tab, choose Classification.

20. On the Classification screen, choose Back.

21. Confirm that new batch number for farmer-specific milk batch was created.

22. Note the batch number (farmer D10010) ___________________

23. Choose Save (Ctrl + S).

24. Confirm the message： Material document 50XXXXXXXX posted.

25. Repeat the steps described above to process the milk goods receipt from vendor D10020 for 1500 KG and vendor D10030 for 2500 KG.

Note the batch number (farmer D10020) ____________________

Note the batch number (farmer D10030) __________________

26. Choose Back (F3) to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultGoods receipt posting for milk collected from each farmer is completed. Purchase order for milk producer, and inspection lot have been created automatically in the background.

Financial postings:

Material Debited Account Credited Account

Raw material (ROH) 22401100 Stk RM 4011 18729001PL-Vnd-Mtl

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4.3 Maintaining Goods Receipt QM Inspection Lot

UseWithin the scope of the receiving process, milk samples are taken per farmer, truck and silo, and are examined by a laboratory. A laboratory determines the quality features, such as fat contents, protein contents and indicators for bacteriology count, cell count, restrictor and water contents of the milk.

Inspection lots are used in the system to record quality features of the milk during various stages of the milk procurement process. The following inspections lots are automatically created:

One inspection lot per farmer at the time of milk goods receipt.

Depend on different case, perhaps only after the related production finish, then you do the usage decision.

The purpose of this activity is to show how to maintain the laboratory results in a goods receipt QM inspection lot.

Prerequisites

1. Milk receiving process is completed.

2. Inspections lots are created.

Procedure



SAP ECC menu Logistics Quality Management Quality Inspection WorkList Results Recording

Transaction code QE51N


Business role Quality Specialist

(SAP_NBPR_QUALMGR-S)

Business role menu Quality Management Quality Inspection Inspection ResultsResults Recording Worklist

2. On the Results Recording Worklist screen, make the following entries:


Plant 1000

Insp.lot origin Describes what causes an inspection lot to be created

01 Goods receipt

Material D40001

Batch Enter farmer batches created in chapter 4.2

Vendor D10010

3. Choose Execute (F8). The chosen inspection lots are displayed in a separate Worklist window for inspection lots.

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4. On the Record Results: Characteristics Overview screen, make the following entries in the Result column:


Fat Content in %

Quantitative QM inspection characteristic

5.00

Protein Content in %

Quantitative QM inspection characteristic

4.2

Watering Indicator

Qualitative QM inspection characteristic

01 OK Choose Help (F4) to display input options

Bacteriology Indicator



Resistor Indicator



Cell Indicator Qualitative QM inspection characteristic


5. Choose Select all chars over the characteristics list.

6. Choose Close.

7. Choose Save.

8. Repeat step 2 to step 7 with the following data:


Plant 1000

Insp.lot origin Describes what causes an inspection lot to be created

01 Goods receipt

Material D40001


Vendor D10020

D10030

ResultAll QM relevant batch characteristics have been maintained.

4.4 Maintaining QM Usage Decision for a Goods Receipt QM Inspection Lot

UseThe purpose of this activity is to maintain one QM usage decision for a goods receipt QM inspection lot.

When the usage decision is maintained, the values of corresponding characteristics are transferred from QM to batch characteristics.

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Maintaining the usage decision for a goods receipt QM inspection lot triggers the automatic price update of the purchase order for milk.

Automatic usage decision: To reduce manual data entry, the usage decision can be automated by a batch job. Depending on the amount of inspection lots per day, the time span can vary between minutes and days. A further advantage will be that this keeps the Work List short and transparent, because completed inspection lots vanish from the list.

Note that this Business Process Documentation section cannot be applied to maintaining the QM usage decision for truck and silo batch. Accepting or rejecting the QM usage decision for truck and silo batch is handled differently.

PrerequisitesAll QM-relevant batch characteristics are maintained.

Procedure



SAP ECC menu Logistics Quality Management Quality Inspection Work List Result Recording

Transaction code QE51N


Business role Quality Specialist

(SAP_NBPR_QUALMGR-S)

Business role menu Quality Management Quality Inspection Inspection Results Results Recording Worklist

2. On the Results Recording Worklist screen, make the following entries:


Plant 1000

Insp.lot origin Describes why inspection lot is created

01 Goods receipt

Material D40001

Batch Enter farmer batches created in previous step

Vendor D10010

3. Choose Execute (F8). The chosen inspection lots are displayed in a separate Worklist window for inspection lots.

4. On the Record Results: Characteristic Overview screen, choose Back.

5. On the Results Recording Worklist screen, double-click the inspection lot in the Worklist window for inspection lots 10000000XXX.

6. On the Record Usage Decision: Characteristic Overview screen, make the following entries:


UD code Usage decision for Choose F4 and choose YW-

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inspection lot WE-DR/A from pull-down menu and choose Enter

Currently, you will see list of all usage decision by using F4. If you don not want to list all codes, assign your own inspection type (here 01), for details please refer to 304_BB_ConfigGuide_EN_IN.doc of 4.2.8 Maintaining Inspection Type - Selected Set in Same Plant.

7. Choose Inspection lot stock tab.

8. On the Record Usage Decision: Stock screen, copy quantity from Total quantity field to To unrestricted use quantity field.

9. Choose Enter.

10. Choose Save (Ctrl + S). Choose Enter to confirm any information.

11. Confirm the Usage decision for lot XXXX xxxxxxxxxxxx is saved message.

12. Repeat steps 2-11 with the following data:


Plant 1000

Insp.lot origin Describes why inspection lot is created

01 Goods receipt

Material D40001


Vendor D10020

D10030


Or


ResultQM usage decision for milk inspection lot maintained.

You may also scrap the Inspection stock by choosing Reject YW-WE-DR / R. In this case, the stock is automatically posted to scrap.

4.5 Maintaining Actual Milk Price in Purchase Order

PurposeThe milk purchase order creation is automatically triggered from the goods receipt for milk. Pricing conditions are automatically copied from purchasing info records into the milk purchase order.

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At the time the goods receipt is posted, the system also generates a farmer-specific batch and a QM inspection lot. When the QM usage decision is made, values of corresponding characteristics are transferred from QM to farmer-specific batches. These batch characteristics comprise fat content, protein content, bacteriology indicator, cell count indicator, restrictor indicator and watering indicator.

Subsequently, the system carries out the milk price calculation and can automatically update the purchase order via a follow-up function to the QM usage decision. Within the scope of this follow-up function the system determines:

All goods receipts for a purchase order line item

Total goods receipt quantity

Batch characteristics and purchase order conditions x-referenced in table YWCT2BC

Calculated condition value from QM result populated in batch characteristic

Alternatively, the price update in the purchase order can be triggered manually.

4.5.1 Updating the Milk Price Automatically

UseThe purpose of this activity is to demonstrate the automatic calculation of the actual milk price and the corresponding automatic update of pricing conditions in the purchase order for milk.

Prerequisites Milk price conditions for fat content (YWFA), protein content (YWPR), bacteriology

indicator (YWBA), cell count indicator (YWCE), restrictor indicator (YWRE) and watering indicator (YWWA) are maintained in purchasing info records.

Milk price conditions are linked to corresponding batch characteristics via table YWCT2BC (YWFA linked to YW_F, YWPR linked to YW_P, YWBA linked to YW_BAK, YWCE linked to YW_CEL, YWRE linked to YW_RES, YWWA linked to YW_WAT).

The user-exit EXIT_SAPLMEKO_002 (Extend communication structure KOMP for pricing) has been activated. It checks whether the links between milk price conditions and batch characteristics are maintained in table YWCT2BC. If maintained, the user exit enables the automatic price determination.

Custom price determination schema for dairy including dairy specific formulas maintained.

QM inspection lot for farmer-specific batches maintained and QM usage decisions saved.

Function module YWCT2BC_CHANGE_PO is maintained in customizing as a follow-up function to the QM usage decision.

Procedure

This is an automated process w/o user interface. When the QM usage decision is saved, the function module YWCT2BC_CHANGE_PO is called. It changes the corresponding purchase order performing a price update with parameter C (Copy manual pricing elements and re-determine others) according to the price calculation schema for dairy.

ResultPurchase order changed with actual milk price is updated.

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4.5.2 Updating the Milk Price Manually (Optional)

UseThe purpose of this activity is to demonstrate the automatic calculation of the actual milk price and the corresponding manual update of pricing conditions in the purchase order for milk.

This function can be demonstrated only if function module YWCT2BC_CHANGE_PO is not set in customizing as a follow-up function to the QM usage decision. With the function module installed you are able to see the purchase order price update.

Prerequisites Milk price conditions for fat content (YWFA), protein content (YWPR), bacteriology

indicator (YWBA), cell count indicator (YWCE), restrictor Indicator (YWRE) and watering indicator (YWWA) are maintained in purchasing info records.

Milk price conditions are linked to corresponding batch characteristics via table YWCT2BC (YWFA linked to YW_F, YWPR linked to YW_P, YWBA linked to YW_BAK, YWCE linked to YW_CEL, YWRE linked to YW_RES, YWWA linked to YW_WAT).

The user-exit EXIT_SAPLMEKO_002 (Extend communication structure KOMP for pricing) has been activated. It checks whether the links between milk price conditions and batch characteristics are maintained in table YWCT2BC. If maintained, the user exit enables the automatic price determination.

Custom price determination schema for dairy including dairy specific formulas maintained.

QM inspection lot for farmer-specific batches maintained and QM usage decisions saved.

Function module YWCT2BC_CHANGE_PO is not set in customizing as a follow-up function to the QM usage decision.

Procedure



SAP ECC menu Logistics Material Management Purchasing Purchase Order Change

Transaction code ME22N

2. On the initial screen, choose Document overview On (F8).

3. Choose Selection variant, then choose Purchase orders from pull-down menu.

4. In the Purchasing Documents screen area, make the following entries:


Material Number D40001

Plant 1000

Document Date Enter today’s date in format <DD.MM.YYYY>

Vendor D10010

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5. Choose Execute (F8).

6. Choose (double-click) appropriate purchasing document in Document overview.

7. Choose Display / Change (F7) if the Purchase Order is displayed.

8. If item details are collapsed, choose Expand Item Details (Ctrl + F4).

9. Choose Conditions.

10. Choose Update. Choose pricing type C from the list (copy manual pricing elements and re-determine the others.)


12. Confirm the message Purchase Order 45XXXXXXXX Changed.



Business role Purchaser

(SAP_NBPR_PURCHASER-S)

Business role menu Purchasing Purchase Order Purchase Order

1. Select the active query Change Purchasing Order 313 (Query name as defined in chapter 2.3).

2. Mark the purchasing order，then choose Edit Purchase Order。

3. On the Standard PO 45000xxxxx Created by <user> screen, choose Display/Change. If item details are collapsed, choose Expand Item Details (Ctrl + F4).

4. Choose Conditions.

5. Choose Update. Choose pricing type C from the list (copy manual pricing elements and re-determine the others.)


7. Confirm the message Purchase Order 45XXXXXXXX Changed.

8. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultPurchase order changed with actual milk price updated.

4.6 Manually Transferring Farmer Batches to Truck Batch

UseIndividual milk batches collected from farmers are consolidated in one truck batch per truck. An additional milk sample is taken from the truck upon delivery. This sample is subject to subsequent analysis by a laboratory.

The purpose of this activity is to carry out a transfer posting in the system transferring individual milk batches to a batch within the truck storage location.

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PrerequisiteAll goods receipts from farmers are completed.

Procedure



SAP ECC menu Logistics Material Management Inventory Management Goods Movement Transfer Posting (MIGO)

Transaction code MIGO_TR




Business role menu Warehouse Management Consumption and Transfers MIGO Transfer Posting

2. On the Initial screen, make the following entries:



Choose Transfer Posting from pull-down list


Choose Other from pull-down list



911 and choose Enter

Document Date

Date of the transfer creation

Enter today’s date in format < DD.MM.YYYY>

Posting Date Entry date of the document in Financial Accounting or Controlling.


Doc.Header Text

Route/license number 501/HD – AG 670

3. Choose Enter.

4. On Transfer Posting tab, make the following entries:



Plant 1000

Stor. Loc 10G5

5. Choose Enter. The system defaults the material and plant in the Dest screen area.

6. In the Dest screen area, make the following entries:


Stor. Loc 10G5

7. Choose Enter.

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8. Choose the batch tab.

9. On the Batch tab, choose Classification TrPg.

10. On the Classification screen, choose Back.

11. Confirm that new batch number for truck-specific milk batch was created.

12. Note the batch number ____________________

13. On the Transfer Posting Other -<user name> screen, choose Distribute Qty (located at the bottom of the screen to the right of Contents).

When you first time login, if there is Tip dialog box, choose Skip this in future. Then choose Enter.

14. In the Distribute Quantity dialog box, make the following entries:


Qty in UnE 2000

Movmt Type 911

Stor. Location 10G5 Truck storage location

Batch Enter 1st farmer-specific batch created in previous step

Qty in UnE 1500

Movmt Type 911


Batch Enter 2nd farmer-specific batch created in previous step

Qty in UnE 2500

Movmt Type 911


Batch Enter 3rd farmer-specific batch created in previous step

15. Choose Check (Enter).

16. Choose Adopt.

17. Choose Check Entries (F7).

18. Confirm system message Document is O.K.


20. Confirm system message Material document 49XXXXXXXX posted.

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21. Choose Back (F3) to the SAP Easy Access screen.

Or


ResultTransfer posting consolidating farmer-specific milk batches into one truck batch within the truck storage location has been completed.

4.7 Manually Transferring Truck Batch to Silo Batch

UseUpon delivery milk is pumped out of the truck into a silo storage location at the dairy. For the silo stock, a daily batch number is generated. An additional milk sample is taken from the silo. This sample is subject to subsequent analysis by a laboratory.

The purpose of this activity is to carry out a transfer posting in the system transferring the truck batch from the truck storage location to a silo batch at the raw material storage location.

The milk reception cockpit generates one milk inspection lot per truck upon completion of this transfer posting.

The system is configured to automatically create one daily milk inspection lot per silo upon confirmation of the process order for milk separation and completion of corresponding goods movement postings.

PrerequisitesTransfer posting consolidating individual milk batches into one truck batch within the truck storage location has been completed.

Procedure



SAP ECC menu Logistics Material Management Inventory Management Goods Movement Transfer Posting (MIGO)

Transaction code MIGO_TR




Business role menu Warehouse Management Consumption and Transfers MIGO Transfer Posting




Choose Transfer Posting from pull-down list


Choose Other from pull-down list

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911

Document Date

Date of the transfer creation




Doc.Header Text

Route/license number 501/HD – AG 670

3. Choose Enter.

4. On Transfer Posting tab, make the following entries


Material D40001

Plant 1000

Stor.Loc 10G5 Truck storage location

5. Choose Enter. The system defaults the material and plant in the Dest screen area.

6. In the From screen area, make the following entries


Batch Enter truck batch created in chapter 4.6

Unit of Entry Quantity in unit of entry 5875

Unit of measure for entry KG

7. In the Dest screen area, make the following entries:


Stor. Loc 1040 Shipping w/o LWM

8. Choose the Batch tab and make the following entries:


Batch Trfr Pstg

Enter daily silo batch number with format <DDMMYYXXXX>

DDMMYY = Today’s dateXXXX = Storage loc. no.

For example :current date is 08.06.2010

Batch:0806101040

9. Choose Check Entries (F7).

10. Confirm the message Document is O.K.

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11. Choose Post (Ctrl + S).

12. Confirm the message: Material document 49XXXXXXXX posted.


Or


ResultTransfer posting from truck storage location to raw material location has been completed.

4.8 Manually Correcting Milk Inventory

PurposeIf the milk quantity collected from milk producers and the milk quantity pumped from the truck into the silo differ, the milk inventory needs to be adjusted.

The followings sections of this document describe a manual process to correct these inventory differences:

Creating physical inventory document

Entering inventory count

Posting inventory differences

4.8.1 Creating Physical Inventory Document

UseThe purpose of this activity is to demonstrate how to manually create a physical inventory document for the truck batch.

Procedure



SAP ECC menu Logistics Material Management Physical Inventory Physical Inventory Document Create

Transaction code MI01


Business role Warehouse Manager

(SAP_NBPR_WAREHOUSEMANAGER-M)

Business role menu Warehouse Management Inventory Control Count Results Create Physical Inventory Document

2. On the Create Physical Inventory Document: Initial Screen, make the following entries


Document date

The document date specifies when the physical inventory document was created.


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Planned count date

Entry date of the document in Financial Accounting or Controlling.


Plant 1000

Storage Location

10G5 Truck storage location

Batches w.del.flag

Indicates that batches which are flagged for deletion are also to be included in the selection

Choose check box

3. Choose Enter.

4. On the Create Physical Inventory Document: New Items screen, make the following entries


Material D40001

Batch Enter truck batch created in previous step 4.6

5. Choose Post (Ctrl + S).

6. Confirm the message Physical inventory document 10XXXXXXX created.


Or


ResultPhysical Inventory document created.

4.8.2 Entering Inventory Count

UseThe purpose of this activity is to demonstrate the data entry of an inventory count adjusting the residual balance of a batch in the truck storage location to zero.

PrerequisitesPhysical inventory document is created.

Procedure



SAP ECC menu Logistics Material Management Physical Inventory Inventory Count Enter



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Business role menu Warehouse Management Inventory Control Count Results Enter Inventory Count

2. On the Enter Inventory Count: Initial Screen, make the following entries


Phys. Inventory Doc.

Key identifying a physical inventory document.

Enter physical inventory document number from chapter 4.8.1

Fiscal Year Fiscal year to which the physical inventory document was posted.

Enter current fiscal year in format <YYYY>

Count Date Enter today’s date in format <DD.MM.YYYY>

The actual count date must be in the same year as the planned count date.

3. Choose Enter.

4. On the Enter Inventory Count XXXXXXXXX: Collect. Processing screen, make the following entries


ZC Zero count indicator Choose check box Indicates that the quantity counted is 0.


6. Confirm the message Count entered for phys. inv. doc. 10XXXXXXX


Or


ResultCount entered for physical inventory document.

4.8.3 Posting Inventory Differences

UseThe purpose of this activity is to demonstrate the posting of an inventory difference.

PrerequisitesCount entered in physical inventory document.

Procedure



SAP ECC menu Logistics Material Management Physical Inventory

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Difference Post





Business role menu Warehouse Management Inventory Control Difference Post Inventory Difference

2. On the Post Inventory difference: Initial Screen, make the following entries:


Phys. Inventory Doc.

Key identifying a physical inventory document.

Enter physical inventory document number from chapter 4.8.1

Fiscal Year Fiscal year to which the physical inventory document was posted.

Enter current fiscal year in format <YYYY>

Posting Date Enter today’s date in format <DD.MM.YYYY>

The actual count date must be in the same year as the planned count date.

3. Choose Enter.

4. On the Post Inventory Difference 10XXXXXXX: Selection Screen, choose Post (Ctrl + S).

5. Confirm the message Diffs in phys. inv. doc. 10XXXXXXX posted with m. doc. 49XXXXXXXX.


Or


ResultInventory difference is posted. This activity completes the correction of milk inventory in the truck storage location.

Financial postings:


Raw material (ROH) 40401100 Cns RM 4011

11990100 PC bal a/c

22401100 Stk RM 4011

11990100 PC bal a/c

4.9 Manually Creating Freight Purchase Order and Goods Receipt

UseTo process the payment for the freight vendor, a freight purchase order with two line items for weight and distance is created and a corresponding goods receipt posted.

4.9.1 Creating Freight Purchase Order

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UseThe purpose of this activity is to demonstrate how to manually create a purchase order for the freight vendor. The payment of the freight vendor is determined by the weight of the milk loaded on the truck and the distance driven.

Procedure



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





Business role menu Purchasing Purchasing Order Purchasing Order Create Purchase Order

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


N/a Order type (Purchasing) Choose Standard PO from pull-down list

Vendor D10099

Doc. date Enter today’s date in format <DD.MM.YYYY>

3. If needed, choose Expand header (Crtl + F2) and choose Org.data tab:


Purch. Org 1000

Purch. Group 103

Company Code

1000

4. If needed, choose Expand Items (Ctrl + F3) and enter the following data in line 1 of the item overview:


Account assignment category

K

Material D60111 Material for distance

PO Quantity 1800 Distance covered

Deliv. Date Enter today’s date in format <DD.MM.YYYY>

Plnt 1000

5. Choose Enter.

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6. On the Account Assignment tab for item 1 enter the following data:


G/L Account no.

49999200

Cost Center 1202

7. Choose Enter.

8. Enter the following data in line 2 of the item overview:


Account assignment category

K

Material D60210 Material for weight

PO Quantity 2000 Net weight of milk delivered

Deliv. Date Enter today’s date in format <DD.MM.YYYY>

Plnt 1000

9. Choose Enter.

10. On the Account Assignment tab for item 2 enter the following data:


G/L Account no.

49999200 Account used for freight charges

Cost Center 1202 Cost center used for freight charges


12. Confirm the message: Standard PO created under the number 45XXXXXXXX.

Note the Purchase order number _________________


Or


ResultStandard purchase order for freight vendor created.

4.9.2 Approving / Releasing Purchase Orders (Optional)

UseThe purchase orders that require approval are listed and require release by someone who has release authorization.

This step is only required if the purchase order has a value more than 25000INR.

© SAP AG of 36


Procedure



SAP ECC menu Logistics Materials Management Purchasing Purchase Order Release Individual Release


2. On the Release Standard POXXXXXX screen, choose Other Purchase Order, enter the PO number and choose Enter.

3. If you are on the Display Purchase Order screen, choose Display/Change.

4. On the following screen, choose the Release strategy tab on the purchase order.

5. Choose Release in the column Release Options for release code 01. You should now see a green check-mark in the 01 line.

6. Choose Save.



Business role Purchasing Manager

(SAP_NBPR_PURCHASER-M)

Business role menu Purchasing Approval Purchasing Documents

1. Choose on the tab page All Purchase order Awaiting Release(x)

2. Enter in the Search criteria Release code 01 and choose Apply.

3. Select your purchase order and choose Release Purchase Order.

4. The purchase order is released.

If your purchase order does not appear in the list check the query data: Choose Change Query, enter Release Code 01, Release Group PH, and choose Apply


Result

The purchase order is now released. But the purchase order may need to be released by multiple people depending on its value (customizing). Once the last person has released the purchase order, the Purchasing Administrator/planner can output (print, fax, EDI) the purchase order as necessary.

4.9.3 Creating Goods Receipt for Freight Purchase Order

UseIn this step, goods receipt for services provided by carrier vendor is created.

PrerequisitesPurchase order for transport service vendor.

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Procedure



SAP ECC menu Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)

Transaction code MIGO




Choose Goods Receipt from pull-down list


Choose Purchase Order from pull-down list

N/a Purchasing order number

Enter purchase order number from previous step 4.9.1

Document Date

Date of the goods receipt creation.






101

Delivery Note

HeadText Enter route/truck license number:

Route/HD – A 170

3. Choose Execute (Enter).

4. Choose OK/Item OK check box for both line items.

5. Choose Post.

6. Confirm system message: Material document 50XXXXXXXX posted.





Business role menu Warehouse Management Receiving Purchase Order

1. Select the active query All Purchasing Documents Ready for Goods Receipts.

2. Choose Hide Quick Criteria Maintenance, maintain the necessary fields (company code and Plant with value 1000) and choose Apply.

3. Select your Purchase Order and related item, and then choose Create Material Document.

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4. Choose OK/Item OK check box for both line items.

5. Choose Post.

6. Confirm the message: Material document 50XXXXXXXX posted.


ResultGoods receipt for freight purchase order posted.

Financial postings:


Service material (DIEN)

49999200 Fee tird prty hr(SP) 18749001 PL-Vnd-Svcs

5 Follow-Up ProcessesYou have finished all activities that are part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scenarios, using the master data from this document.

Meat Planning & Procurement (312)For this activity, run the 312 – Meat Planning & Procurement scenario document with Invoicing by Evaluated Receipt Settlement in its entirety, using the master data from this scenario document.

External Procurement of Services (209)For this activity, run the 209 – External Procurement of Services scenario document with Posting Manual Outgoing payment, Withholding tax Remittance Challan, Updating Bank Challan Number for TDS Payment in its entirety, using the master data from this scenario document.

Dairy Planning & Production (626)For this activity, run the 626 - Dairy Planning & Production scenario document, using the master data from this scenario document.

6 Appendix

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

Create Return Purchase Order

Transaction code (SAP GUI) ME21N

© SAP AG of 36


Reversal: Change Purchase Order

Transaction code (SAP GUI) ME22N



Business role menu Purchasing Purchase Order Purchase Order

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

Approval of Purchase Orders

Transaction code (SAP GUI) ME28

Reversal: Cancel Release of Purchase Order

Transaction code (SAP GUI) ME28

Business role Purchasing Manager


Business role menu Purchasing Approval Purchasing Documents

Comment 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 choose Cancel Release.

Receive Goods from Vendor to the Purchase Order

Transaction code (SAP GUI) MIGO

Reversal: Cancel Material Document

Transaction code (SAP GUI) MIGO



Business role menu Warehouse Management Consumption and Transfers Other Goods Movement

Comment 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).

6.2 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 Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

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

Reports

Report titleTransaction code (SAP GUI)

Business role (NWBC)

Business role menu (NWBC)

Comment

Stock/Requirements List

MD04

Production Planner

(SAP_NBPR_PRODPLANNER-S)

Production Evaluation Reports Display Stock/Requirements Situation

The most up-to-date stock and requirements situation is displayed.

Purchase Order by Vendor

ME2L

Purchasing Manager


Purchasing Reporting Purchasing Document Evaluation Purchase Orders by Vendor

Listing of purchase orders created for a particular vendor.

Purchase Order by Material

ME2M

Purchasing Manager


Purchasing Reporting Purchasing Document Evaluation Purchase Orders by Material

Items in purchasing documents that contain certain materials.

SC Stock Monitoring for Vendor

ME2OPurchaser (SAP_NBPR_PURCHASER-S)

Purchasing Master Data Vendors SC Stock Monitoring for Vendor

A list of stocks of materials provided to a vendor.

6.3 Used Forms

6.3.1 Procurement

Common Form Name Form TypeUsed in Process step

Output Type

Form Technical Object

Purchase Order Smart FormCreating Purchase Orders

NEU YBIN_MMPO

6.3.2 Goods ReceiptCommon Form Name

Form TypeUsed in Process step

Output TypeForm Technical Object

GR1 (Individual Item) Smart Form Posting Goods WE01 YBIN_MMGR1

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Receipt

GR2 (Individual Item with inspection text)

Smart FormPosting Goods Receipt

WE02 YBIN_MMGR2

GR3 (Multiple Items) Smart FormPosting Goods Receipt

WE03 YBIN_MMGR3

© SAP AG of 36

SAP Dairy Industry Procurement Cycle

Software

Transcript of SAP Dairy Industry Procurement Cycle