MM(Purchasing) Latest

8/13/2019 MM(Purchasing) Latest

1/57

Purchasing: Purchasing communicates with other modules in the SAP System to ensure a constant flow of informatioFor example, it works side by side with the following modules:

Controlling (CO): The interface to the cost accounting system !ontrolling" can be seen abo#e all in the case of P$for materials intended for direct consumption and for ser#ices, since these can be directly assigned to a cost center oa production order.

Financial Accounting (FI): Purchasing maintains data on the #endors that are defined in the system %ointly withFinancial Accounting. &nformation on each #endor is stored in a #endor master record, which contains both accountinand procurement information. The #endor master record represents the creditor account in financial accounting.Through P$ a'c assignment, Purchasing can also specify which (') accounts are to be charged in the financialaccounting system.

Sales & Distribution (SD): *ithin the framework of materials planning and control, a re+uirement that has arisen inthe Sales area can be passed on to Purchasing. &n addition, when a P is created, it can be directly assigned to a S$

Procurement for Stock -ersus Procurement for irect !onsumption: *hen you order a material for stock, the system does nre+uire an a'c assignmentas it occurs automatically after each (/. Furthermore, the #alue and the +uantity of the stockedmaterial are updated in the // record. To order a material for stock, the material must ha#e a // record. *hen you procurfor direct consumption, you specify the consumption purpose by entering an account assignment for example, a cost center.A'c assignments are possible for the following purchasing documents: PRs, POs, OAs

Master Records fro the Purchasing !ie" : /aterial /aster ata, -endor /aster ata, Purchasing /asteratasuch as Purchasing &nfo ecord, Source )ist, 0uota Arrangement, !onditions, -endor e#aluation".

Material Master Data: The following list shows some types of information a // record contains. 1asic ata, Accounting,

/aterials planning and control, Purchasing, Storage, Forecasting, Sales 2 distribution#

Purchasing $alue %e: 3ey defining #arious #alues for purchasing functions, such as reminder inter#als and toleranceThe system generates the reminders or urging letters expediters" to be sent to a #endor with regard to outstanding+uotations, outstanding order acknowledgments, or o#erdue deli#eries, automatically.

Alternati$e 'nits of Measure:

Order unit: 4nit of measure in which a material is ordered. &t is the default unit in purchasing functions.

Order rice unit: 4nit in which the #endor in#oices you. The order price unit is defined in the P$ or in the purchasinginfo record. &f you ha#e defined an order price unit in the P$, the ( will be recorded in both the order unit and the $P4

Sales unit: 4nit of measure in which a material is sold. &t appears as default in a sales order and can be changed there

'nit of issue: 4nit of measure in which a material is issued from the warehouse'stores. 5ou can use this unit of measuin con%unction with goods issues and physical in#entory acti#ities.

!ariable 'nits of Measure: &n the // record, you can specify that the material can be procured in a unit of measure that

differs from the order unit. &f the material can be ordered in more than one unit of measure, enter1 in the Variable ordeunitfield. This setting is then adopted in the purchasing info record and allows you to enter an order unit that differs fromthe one in the purchasing info record when creating or maintaining a P$ or source list. &f you do not allow a #ariable ordunit in the // record, you must use the order unit from the // record.

!endor Master Data(6378):A #endor master record contains the #endor9s name and address, as well as data such as:Thecurrency used for ordering from the #endor, Terms of payment, ames of important contact persons sales staff".

The #endor master record also contains accounting information, such as the rele#ant control account reconciliation accountin the general ledger. Therefore, the #endor master record is maintained by both Accountingand Purchasing.

The account group determines, for example, that only those screens and fields of the #endor master record that are neededfor the rele#ant role of your business partner are displayed and ready to accept user input.

The account group determines:

The type of number assignment and the number range from which the account number used by the system toidentify the #endor is assigned


2/57

*hether or not a one;time #endor is in#ol#ed

*hich data retention le#els below the purchasing organi?8): e+uisitions can be created either directly or indirectly. The creation indicatoin the re+uisition shows whether the re+uisition was created directly or indirectly. &t is displayed in analyses of re+uisitions anin the statistical data of a re+uisition item.

e+uisitions can be created indirectly in the following ways: -ia aterials lanning and control, -ia net"or%s,-ia aintenance orders, -ia roduction orders#

A P consists of a number of items, for each of which a procurement type is defined. The following procurement types existStandard, Subcontracting, !onsignment, Stock transfer, >xternal ser#ice.

1efore you create a P, you need to consider the following:

If ou "ant to ### -hen ou need ###

specify an a'c assignment for the item the a'c assignment category and a'c assignment data

order a material "itha master record the material number

order a material "ithouta master record the a'c assignment category and a'c assignment data, theP(, the #aluation price, the /(, and the short text.

order a material for a manufacturer part number /P" the /P material number

enter a #endor as a preferred source of supply the #endor number

create a large number of re+uisitions for the same re+uiremente.g. for a sales order"

a number, which you can specify yourself, to monitor theprogress of the re+uisitionsthe re+uirement tracking no."

ha#e the deli#ery date determined by the systemeli#ery date @ current date planned deli#ery time for material purchasing department processing time"

make no entry in the Delivery datefield

Creating a PR * "ith Master Record: 5ou can specify that Purchasing is to enter into a longer;term purchase agreement with a #endor$As" on the basis of the P. &f you do so, Purchasing cannot issue a P$ against the re+uisition, it can only set up such an agreementeither a =contract= or a =scheduling agreement=".&n this case, enter rv for =outline agreement=" in the Document typefield.

For each item, enter the following data: B /aterial no., B P(, B 0uantity, B eli#ery date &f Purchasing is to set up an outlinagreement, you will not be able to specify a deli#ery date.", B Plant and storage location if known".
http://help.sap.com/saphelp_470/helpdata/en/35/26c868afab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26bbcdafab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26bfc6afab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26c868afab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26bbcdafab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26bfc6afab52b9e10000009b38f974/content.htm


3/57

Creating a PR . "ithout Master Record: For each item enter the following information: Bshort text, B P(, B A'! assignmencategory, B 0uantity and unit of measure, B eli#ery date, B /(, B Plant and storage location, B !urrency local or foreign".

!hoose GotoDetails to enter the #aluation price for the material on the item details screen. The price should reflect th#alue based on the order unit.

&f you entered an account assignment category other than uunknown", press ENTERin order to enter additional accountassignment data for example, the (') account number".

To change a purchase re+uisition, you need to consider the following:

If the re+uisition ### then /o" do ou chec% the re+uisition statu

has already had a P$ issuedagainst it

you must inform the purchasing group isplay the re+uisition statistics.

has been appro#ed changes are only possible to a limited extentand may themsel#es be sub%ect to appro#al

isplay the release status.

was created by /aterialsPlanning

you may not be able to change the re+uisition !heck the re+uisition creation indicator

the re+uisition +uantity and deli#ery date may becritical. 5ou may ha#e to notify the materialsplanner before making any changes.

Creating RF1s: /anually, !opying using the referencing techni+ue, automatically. 1efore creating an F0, you shouldconsider the following: -endors, eadlines, umber assignment, !ollecti#e number, /P.The collecti#e number87" enablyou to track all F0s for a gi#en competiti#e bidding process. &t is same as other purchasing docs except that you cannotenter an account assignment in an F0. A +uotation is legally binding on the #endor for a certain period.

Creating an RF1 Manuall(/>C8):&n the initial screen enter the deadline for submission of +uotations, the purchasingorgani


4/57


5/57

Ite categor Characteristics

Standard (oods and in#oices can be recei#ed

!onsignment /aterial necessary, o a'c assignments, /aterial kept in stock, ( necessary, &n#oice receipt not necessar

Subcontracting (oods can be recei#ed, &n#oice receipt necessary

Stock transfer /aterial number necessary, ( necessary, o in#oice receipt,

Third;party Account assignment necessary, ( and & can take place

)imit Account assignment not necessary, ( not necessary, & necessary, ocument type F$ necessary

Creating a Purchase Order:5ou ha#e the following options: !endor %no"n, !endor un%no"n, Creation of POs froassigned re+uisitions, Stoc% transfer, !endor*Managed In$entor (!MI)#

Creating a Purchase Order Manuall (!endor 7no"n): To create a P$ manually, you re+uire the following information:

Deli$er date: >ither enter or lea#e the f ield empty. &f the field is empty, the system determines the deli#ery date from thecurrent date plus the planned deli#ery time for the material.

Account assignent: For each item to be posted to a consumption account, you need the account assignment category anthe account assignment data for example, the number of the cost center to be charged".

Material nuber: &f no material master record exists a short description of the material, the a'c assignment, and the /(.

MP8 aterial nuber, Plant, 8uber assignent, Price#

!endor: The #endor must ha#e a master record. &f the f irm that will in#oice you differs from the firm that will actually supplythe goods, enter the #endor number of the former in the Invoicin* partyfield in the P$ header data. &f you specify the in#oicinparty, the latter9s number is used instead of the supplying #endor9s number when the in#oice is entered in your system.

Creating a PO * 9ith Master Record: $n the initial screen, enter the necessary data or change the existing default #alues necessary. &f you enter the-endor Sub;angeon the P$ item details, the system will determine any #ariant data stored in t#endor master record by means of this -S an ordering address that differs from the #endorDs address, or different terms ofpayment". &n the item o#er#iew for each item, you must enter the following:Material, Order +uantit, Plant5storagelocation, 8et rice#

The default #alue for the net price is taken from the purchasing info record. &f no info record is a#ailable, it is taken from thelast document. &f the price should de#iate from the net price of the last document, enter the net price on the item detail scree

Price unit5order rice unit: &f the specified price relates to a unit that differs from the order unit, here you can enter the ordeprice unit OPUn column" and the price unit per column)+

5ou can use the 'ash bud*et mana*ementfunction in Purchasing to enter a financing entity, a funds center, and acommitment item.

Creating a PO * 9ithout a Master Record: Material: )ea#e the !aterialcolumn blank. >nter a short description of the material in the e$tfield and the material groupin the !aterial *roupfield.

Account assignent, Order +uantit, Price, Price unit5order rice unit, Deli$er date, Plant5storage location

Creating a PO b Coing or Referencing:

Creating a Purchase Order 9ith ero !alue:&f you wish to monitor the deli#ery dates of a material which is not sub%ect to#alue;based in#entory management e.g. samples", you can create a


6/57

item, or se#eral./ultiple account assignment allows you to apportion the cost of a material co#ered by a P$ among your owcost center and se#eral others.

Account Assignent Categor: The account assignment category determines: The nature of the account assignment cost center, sales order, and so on"

*hich accounts are to be charged when the incoming in#oice or goods receipt is posted

*hich account assignment data you must pro#ide

Account Assignent Categories:

Descrition Re+uired account assignent data

Asset /ain asset number and sub;number

$rder $rder and (') account number

Production order Production order number

1usiness process 1usiness process and (') account number

!ost center !ost center and (') account number

Sales order Sales order and (') account number

&ndi#idual customer re+uirement Sales order and (') account number

Pro%ect Pro%ect and (') account number

4nknown one

5ou can change the account assignment category after entering the item pro#ided that field selection has been set upaccordingly in !ustomi


7/57

$rder +uantity KC

$rder unit 1ox

(ross price per unit L87

$rder price unit number" 8

$rder price unit kg

!on#ersion factor KC boxes @ 8 kg

'nits of Measure in the Info Record:5ou can store the order unit and the order price unit in an info record. This enables the

system to automatically adopt the ou, op, opu, and con#ersion factor from the info record for use in purchasing documents.

!ariable Order 'nit:5ou specify it in the material master recordpurchasing data";for any #endor or the purchasing info recor

B for a particular #endorThe entry in the info record has priority".

&n a purchasing document, you can enter an order unit that differs from the order unit defined in the material master record. Aa result, the order unit is not o#erwritten when you enter a P$ item with a material number.

&f you work with #ariable order units, you should consider the following

-hird*art order:&f a third;party order is generated from a sales document, the sales unit is adopted as the order unit

Re+uisition:5ou can also enter an order unit that differs from the base unit of measure stored in the material masterrecord in a purchase re+uisition. 5ou will find the order unit on the re+uisition item detail screen. *hen a re+uisition iscon#erted into a P$, the Variable order unitfield must set to acti#e. $therwise, the order unit in the re+uisition iso#erwritten by the order unit in the info record.

2A8:&nternational article numbers such as the >uropean Article umber #.Nor the 4ni#ersal Product !ode UP'" widifferent units of measure may ha#e been defined for the material. 5ou can enter >A or 4P! units of measure in thepurchasing document if:

o The base unit of measure and the order unit in the material master record differo The #ariable order unitin the material master record is acti#e

Incoters and Shiing5Deli$er Instructions:

Incoters:&ncoterms are internationally;recogni


8/57

Materials Sub=ect to Slit !aluation:A material that is sub%ect to split #aluation is one that is #aluated at different prices.&nstead of ha#ing a single #aluation type, it has se#eral. &f the material is split;#aluated, you can specify the #aluation type inthe P$. *hich #aluation type you can enter for a material is determined by the #aluation category. The #aluation category isdefined in the master record of a material. &t determines whether the material is sub%ect to split #aluation. The specifiedmaterial type must also be maintained in the material master record.

;R "ithout Reference to PO: (oods receipt must ha#e a reference a P$ ; most often case". The reference data is thennormally stated on the deli#ery documents. $ther documents that can be referred are, shipping notification or a rough goodsreceipt, a deli#ery, a shipping unit, a merchandise distribution, without reference to a system document.

Returns to !endor and Store Returns: eturns to #endor and store returns returns from plant to plant, or for SAP etail

site to site" can be necessary for the following reasons. (oods remain at the end of a promotion

(oods remain at the end of a season

The #endor asks for the merchandise to be returned

(oods ha#e to be returned'destroyed because they are spoiled, broken or of inferior +uality

eturning discontinued articles to the #endor.

The merchandise in#ol#es empties or returnable transport packaging

5ou can mark articles to be returned when you are entering an item in a purchase order by selecting theR indicator 0returnsitem)on the item o#er#iew screen of the purchase order.

eturns order items can be entered in a purchase order alongside other order items. This enables you to order goods from

and return goods to a #endor in the same purchase order.

eturns to #endor can be managed completely on the procurement side: They lea#e the site at the recei#ing dock i.e. whenthe #endor makes a deli#ery" and the rele#ant items are handled as negati#e #alues in &n#oice -erification.

In$oicing Plan: The in#oicing plan is a facility that allows you to schedule desired in#oicing dates for planned procurementsindependently of the receipt of the rele#ant goods. &t lists the dates on which you wish to create and then pay the in#oices in+uestion.

5ou do not wait each time for the #endor to submit an in#oice for goods supplied, but can ha#e in#oices created automaticalby the system on the basis of the data a#ailable in the purchase order and then release them for payment to the #endor.

Integration: *hen you sa#e the in#oicing plan, data is passed on to purchase order commitments, and to !ash /anagemeand Forecast.

To be able to work with in#oicing plans:

5ou must maintain certain settings in !ustomi


9/57

Periodic &n#oicing Plan: The periodic in#oicing plan can be used for regularly recurring procurement transactions e.g. rentalleasing, or subscriptions".

&t facilitates the largely automatic creation and payment of in#oices within the framework of the in#oice #erification process.The periodic in#oicing plan uses e#aluated receipt settlement >S" program functionality.

&n the case of the periodic in#oicing plan, the total #alue of the P$ item is in#oiced on each due date.

&n !ustomi


10/57

ormally, the conditions in a contract release order correspond to those of the outline agreement. Eowe#er, if a price'+uantitscale exists, the price for the rele#ant +uantity in the release order is taken from this scale. 5ou can run a price simulation atitem le#el in outline agreements.

Contracts:A contract is a type of outline purchase agreement against which release orders releases" can be issued foragreed materials or ser#ices as and when re+uired during a certain o#erall time;frame. =systems contract=, =blanket orderagreement=, =blanket contract=, and =period contract=."

The contract consists of items defining the indi#idual materials, material groups, or ser#ices with prices and in many cases+uantities. An item is assigned to an item cate*ory, which defines the type of procurement e.g. item category 1forconsignment, or 2for subcontracting".

An item of the procurement type =external ser#ice= contains a set of ser#ice specifications. Such specifications may behierarchically structured. The summary #iew of such a hierarchical structure is termed an =outline=, and the indi#idual le#els othe hierarchy are referred to as =outline le#els=. 0uantities are specified in ser#ice lines. Ser#ices can be released ordered, called off against the contract" at item le#el or at the le#el of the ser#ice line.

!osts can be apportioned among #arious !ontrolling ob%ects #ia the account assignment.

elease orders issued against the contract are logged in the release documentation.

!ontracts can take the following forms: 1uantit contracts, !alue contracts#

Distributed Contracts: &n one particular SAP system you can create contracts that are to be made a#ailable to otherindependent SAP systems that is, you can =distribute= contracts to these systems". The central system in which the contracis created" and the local systems in which procurement is also carried out using this contract" are all separate, indeendenSAP sstes. &dentical data must therefore be kept in each system. &n order for changes to be continuously reflected in allsystems and for correct data to be a#ailable to participating systems at all times, data is exchanged A)>.

Centrall Agreed Contract:A centrally agreed contract is created without specification of a plant. The plant is notspecified until a contract release order is created. 5ou can maintain different conditions for indi#idual plants in the centralcontract or different ordering addresses or goods suppliers in the #endor master record, for example.

An enterprise with a central purchasing department @ eference Purchasing $rgani


11/57

; &f you do not use a reference purchasing organi


12/57

-endors can issue confirmations to the rele#ant purchasing organi


13/57

The materials planner'in#entory controller can first check the schedule lines and then manually create a release F!or M&T deli#ery schedule" from within the scheduling agreement.

Alternati#ely, the releases F! or M&T schedules" can be generated automatically by the system. This is normallydone directly after the planning run.

5ou ha#e the option of working with both forecast and M&T schedules or only with forecast schedules.

&f you work with both types of schedule, the ad#antage is that the #endor recei#es more detailed deli#ery data from you atshorter time inter#als in the form of M&T schedules. &n addition, he recei#es a rougher indication of your deli#ery re+uirementsat longer inter#als in the form of forecast deli#ery schedules.

After the scheduling agreement releases ha#e been created, they are transmitted to the #endor #ia the message controlprogram SAST77. The releases can be transmitted either directly they are sa#ed or at a later point in time.

&t is sensible to carry out the planning run daily and generate deli#ery schedules automatically once a week, for example. 5ocan set up the system in such a way that releases are generated for changed scheduling agreement items materials" only.

Creating a Scheduling Agreeent: 5ou can create /anually or 4sing the referencing techni+ue Ps, F0s'+uotations,

$ther scheduling agreements, !entrally Agreed !ontracts)

&f you wish to set up a scheduling agreement not with one of your #endors but with one of your own plants, you should createa stoc% transort scheduling agreeentscheduling agreement for longer;distance stock transfers".

1efore you create a scheduling agreement manually, you need the following information: A'c assignment, /P, P$'P(.

Creating a Scheduling Agreeent Manuall: &n the.*reement type field specify )PA or )P. >nter Deault Data+.

&n the header data screen enter the duration of the SA. !heck the other fields on this screen. /ake any necessary changese.g. the terms of payment" and define the header conditions.

&n the item o#er#iew screen enter the data for each item material, target +uantity, price, plant, a'c assignment etc.".

/aterial without material master record: enter B A short description,B /(, a'c assignment category column." and a'cassignment, The target +uantity and the order unit.

Defining the Fir, -rade*Off, and Planning ones: olling deli#ery schedules created under SAs are di#ided into differentime


14/57

Creating a Standard Deli$er Schedule for an SA Ite: To create deli#ery schedule lines for a SA item, you need thefollowing information:

The scheduling agreement number and the number of the item to be scheduled

A list of the deli#ery dates, times, and +uantities you ha#e negotiated with the #endor

&f you are using scheduling agreements "ithoutrelease documentation document type )P", the message is generateddirectly. &f you are using scheduling agreements "ithrelease documentation document type )PA", you must explicitlygenerate SA releases.

Scheduling Agreeent Releases: SA releases pro#ide information to #endors regarding the +uantities of a material that arto be deli#ered and the desired deli#ery dates. A scheduling agreement release enables you to record the current status of tlines of a deli#ery schedule stored in the system for a scheduling agreement item and then transmit this status to the #endor

/aterials Planning generates deli#ery schedule lines for SA items. 5ou can also create schedule lines manually.

5ou create scheduling agreement SA" releases deli#ery schedules" comprising the schedule lines for a certain schedulingagreement item. These are snapshots of the o#erall deli#ery schedule stored in the system at gi#en points in time.

&n creating such releases, the system proceeds as follows:

a. &f a creation profile exists, it aggregates the release i.e. scheduled" dates and +uantities.b. &t generates an SA release in accordance with the creation strategy and the entries on the initial screen for SA relea

creation.

c. &f a creation profile exists, it determines any backlogs and immediate re+uirements.d. &f a creation profile exists, it checks any applicable tolerances in the case of SA releases created due to changes to

the o#erall schedule in the system.

The releases deli#ery schedules" are transmitted as messages to the #endor.

Materials Planning and SA Release: The Planning un continually changes the o#erall deli#ery schedule for a schedulingagreement as a result of new or changed material re+uirements e.g. dependent re+uirements". The +uantities and dates inthe current schedule stored in the system thus directly reflect current re+uirements of materials. Snapshots of the currento#erall schedule are transmitted to the #endor as SA releases F! or M&T schedules".

The purpose of using SA releases is to pro#ide the #endor with the information he needs to deli#er the desired +uantities ofthe rele#ant materials on the dates they are re+uired.

&n the procurement of materials using scheduling agreements, re+uirements with regard to deli#ery and production lead timeare usually handled as follows: The #endor is pro#ided with forecasts monthwise" on the basis of which he can plan andinitiate his procurement and production acti#ities. Subse+uently, a more detailed breakdown is pro#ided, showing the exact+uantities re+uired by the buying entity plus the corresponding deli#ery dates.

SAP recommends the following settings:

Material Master Record:

o eterministic planning procedure e.g. P".o >xact lot;si6".o Separate /P group for materials you wish to procure by means of scheduling agreement releases.o !hoose the7I delivery schedule indicator1in the Purchasin*#iew if you want to work with M&T schedules.o !hooseProcurement type Fexternal procurement" in the !RP 8#iew to ha#e SA deli#ery schedule lines generated

in materials planning.

Source ist and 1uota Arrangeent:

!reate a source list record for each scheduling agreement item and set the indicator for rele#ance tomaterials planning to K. /aterials Planning then continually updates the o#erall deli#ery schedule.

&f you ha#e se#eral SAs for a material, use the +uota arrangement to apportion the re+uirements among thedifferent #endors.
http://help.sap.com/saphelp_470/helpdata/en/35/26bebcafab52b9e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/26bebcafab52b9e10000009b38f974/content.htm


15/57


16/57

Scheduling agreement releases F! and M&T schedules" can only be generated for scheduling agreements "ithrelease documentation in the standard system, document type )PA". &n the standard system, the Release docu+indicator is selected for document type )PA in !ustomi


17/57

The info record contains +uotation and ordering data. The data in the info record prices for example" is also used as defaultdata for purchase orders.

For instance, you can store the current and future +uotation conditions discounts, fixed costs etc." in the info record, in ordeto be able to copy them into P$s. 5ou can also maintain the #endor9s conditions directly in the info record.

Organi?ational e$els:An info record can apply to the following organi


18/57

Acti$ities: &f this is the case, the system performs the following actions:

Situation InfoUpdatein urchasing doc## Sste action

&nfo record already eists 0uotation Time;dependent conditions and their supplementary conditioare adopted

Scheduling agreement &s set as last documentO order price history is updated

!ontract oneNote: the contract release order is set as last documen

Purchase order &s set as last documentO order price history is updated

&nfo record does not eist 0uotation Time;dependent conditions and their supplementary conditioare adopted

Scheduling agreement &s set as last documentO order price history is updated

!ontract Time;dependent conditions and their supplementary conditioare adopted

Purchase order &s set as last documentO order price history is updated

The order price history is updated e#en if the InoUpdateindicator is notset. The #alues of the InoUpdate indicator #aryaccording to the type of purchasing document in +uestion.

&n +uotations, contracts, scheduling agreements, and in the con#entional purchase order transactions />K8, />KK, and

/>KN", the InoUpdateindicator can ha#e one of four different #alues:

D D The info record is not updated.

DAD &f an info record exists at plant le#el, it is updated. >lse an info record at purchasing organiK8, />KK, and />KN", the InoUpdateindicator has only two possibl#alues. Eere it determines whether an info record is updated or newly created.

&f the indicator is selected, the following cases are possible:

&f %ust one info record with or without a plant" exists, the record is updated.

&f no info record exists and =Plant condition re+uirement= has been specified in !ustomi


19/57

Creating Info Record for Material "# Master Record:

$n the initial screen: B -endor number, B /aterial number, B umber of purchasing organi


20/57

B -endorDs planned deli#ery time used for scheduling"

B esponsible purchasing group

B Standard P$ +uantity used for price determination in con%unction with price scales"

5ou can enter data such as tolerances allowed for underdeli#eries and o#erdeli#eries.

>nter the net price and conditions.

>nter texts internal info record memo and purchase order text".

Carring Out a 8et Price Siulation:The net price simulation enables you to compare prices and conditions as follows: Prices of different #endors for a material and'or a material group

Prices of all materials supplied by a specific #endor

Dislaing the Order Price /istor:A price history record is generated for each P$ item. >ach price change affecting anitem that is linked to an info record causes the price history record to be updated. 5ou can analy


21/57

&f se#eral outline agreements and perhaps info records exist, all possible sources are offered for selection in a box.

*hen an info record is found, the following two additional checks are carried out:

o!heck of sul region: The system checks whether a certain supply region is specified in the associated #endormaster record. &f so, the system checks whether the plant in the P belongs to this region. &f not, the info record isdiscarded as a possible source.

o!heck of regular $endor: The system checks whether a regular #endor has been specified for the material that is, a#endor #alid for the entire corporate group, or client". &f this is the case, and it has been specified in !ustominter 2if you entered a scheduling agreement as the source ofsupply and you want the re+uisitions generated by the materials planning and control system to be automaticallycon#erted into deli#ery schedule lines.

!heck whether source list records o#erlap. &f any records do o#erlap, the rele#ant ones are listed. 5ou must then change the#alidity periods of the source list records so that each #alidity period is uni+ue.

Maintaining a Source ist fro 9ithin an Info Record: !hoose #$tras %ource listwhen maintaining an info record.


22/57


23/57

Creating Source ist 'sing Referencing -echni+ue: !hoose !aster data %ource list !aintain. >nter the material a

plant number. &n the o#er#iew screen !hoose #dit 'opy reerence.

Deleting Source ist Records:A source list record can become inacti#e for the following reasons: The #alidity period has expired.

The outline agreement item has been deleted.

The info record has been deleted.

The #endor master record has been deleted.

Deleting Source ist Records for a Material5Plant: !aster data %ource list !aintain.#dit Delete.

Deleting Source ist Records for Se$eral Materials5Plants: !aster data %ource list Follo4-on unctions Delete.

Monitoring the Source ist: This section shows you how to: isplay changes to a source list, )ist and maintain the sourcelist for se#eral materials, Simulate automatic source determination, Analy


24/57

8. !hoose !aster data %ource list Follo4-on unctions.naly3e.

K. >nter the inter#al of material numbers or the plants for which you wish to analynter the start and end dates of a #alidity period containing source list records for the specifiedmaterial.

Plants 4ith source list re"uirement only: &f you set this indicator, all materials of those plants that are sub%ect to asource list re+uirement and which are incompletely maintained are displayed.

hreshold value: All those materials in the chosen plants whose number of source list records is less than this #aluare displayed. This enables you to determine the materials for which few sources exist in the system.

C. Maintain source list: Select the material master record whose source list you wish to maintain. !hoose #dit

%ource listto maintain the source list for the material.

?. Disla aterial aster record:Select the material master record whose source list you wish to display. !hoose

#nvironment !aterial, to display the material master record.

Quota Arrangement:The +uota specifies which portion of the total re+uirement should be procured from a gi#ensource. &f a +uota arrangement exists for a material, it is taken into account in the source determination process. A +uotaarrangement is specified for a certain period. A +uota arrangement item is created for each source within the period.

The existence of a +uota arrangement does not in#ol#e the apportioning among different sources" of an indi#idual materialre+uirement that is the +uantity set out in an indi#idual purchase re+uisition". The entire re+uested +uantity in a re+uisition isassigned to onesource under the +uota arrangement.

Maintaining a 1uota Arrangeent: 5ou establish the +uota arrangement for a material o#er a certain period by entering+uotas for the #arious sources of supply in a +uota arrangement item.

1efore creating a +uota arrangement, you re+uire the following information:

umber of the material or the plant to which the +uota arrangement applies

/P material&f you are maintaining a +uota arrangement for a material with a manufacturer part number".

Procurement type of the material that is, whether the material is manufactured in;house or procured externally" -endor number

0uota arrangement#alidity period 0uota to be assigned to each source of supply

Special procurement type defining, for example, whether a consignment arrangement exists with the source ofsupply"

Furthermore, you must define the applications in which the +uota arrangement of the material is used for example, in/aterials Planning or in purchase re+uisitions". !heck the Quota arran*ement usa*efield in the purchasing or materialsplanning and control data of the material master record.

&n connection with the +uota arrangement, the splitting +uota is only rele#ant to /aterials Planning, not to Purchasing.&n /aterials Planning, re+uirements can be split up among #arious #endors. This is not possible in Purchasing.

To set up a +uota arrangement for the procurement of a material, proceed as follows:

8. !hoose !aster data Quota arran*ement !aintain. >nter a #alidity period for the +uota arrangement.K. Select the +uota arrangement and choose Goto Item overvie4.

>nter a +uota arrangement item for each source of supply you want to include in the +uota arrangement. 5ou must enter thefollowing data. Procureent te, Secial rocureent te, !endor nuber, Procureent lant, 1uota:

Deterining the Source 'nder a 1uota Arrangeent: The system calculates the next source from which a specificmaterial re+uirement is to be procured from among the sources that ha#e been assigned a +uota in the current #alidity perioThis calculation is carried out if you ha#e the source of supply for a re+uested material determined by the system.


25/57

Calculating the 1uota Rating: The system assigns a +uota ratingas calculated below" to each source of supply.

0 @ 0uota;allocated +uantity 0uota base +uantity" ' 0uota. *here,

1uota*allocated +uantit @ Total +uantity from all purchase re+uisitions, purchase orders, release orders, andscheduling agreement schedules allocated to a gi#en source of supply. The +uantities of +uota;allocated plannedorders are also taken into account."

1uota base +uantit @ 0uantity used to control the +uota arrangement when new sources of supply are included.

1uota @ A number specifying which portion of a total re+uirement should be obtained from a certain source.

The source with the lowest +uota rating represents the #alid source, e#en if it has a +uota rating of 7 that is, the +uota;allocated +uantity and the +uota base +uantity ha#e the #alue 7". &f more than one source of supply has a +uota rating of 7,the item with the highest +uota is the #alid source of supply.

According to the formula, the following applies: The higher the +uota, the lower the +uota rating and the higher the likelihoodthat the rele#ant source will be determined as the #alid source.

Deterining the 1uota


26/57

1uota arrangeent for $endors A,


27/57

*hich sources of supply would be determined by the system that is, taking outline agreements, info records, +uotaarrangements, and source lists into account"

To simulate the source determination process, proceed as follows

From the o#er#iew screen for +uota arrangement periods, choose:

#$tras %imulation Quota arran*ement, if only the +uota arrangement is to be taken into account in the sourcedetermination process.

#$tras %imulation %ource o supply, if outline agreements, info records, +uota arrangement, and source listsare to be taken into account.

1uota Arrangeent Analsis: 4se the +uota arrangement analysis option to list the materials of a plant for which no +uotaarrangements exist within a certain period. &n this way, you can find out which materials ha#e +uota arrangements that areincompletely maintained.

!hoose !aster data Quota arran*ement Follo4-on unctions.naly3e.

>nter the inter#al of material numbers or the plants for which you wish to analy


28/57

Indi$idual Assignent of Re+uisitions: To permit a source to be determined for a certain material or material group", anoutline purchase agreement or an info record must ha#e pre#iously been created in the system.

Procedure: Enjoy Purchase Requisition (ME51N, ME52N:...

8. !hoose the %ource o %upplytab page in the item details while creating or changing a purchase re+uisition.

&f se#eral sources exist, they are offered to you for selection. To assign a different #alid source, click .ssi*n source inthe detail #iew.&f you ha#e set the %ource determination indicator, the system attempts to assign a source automatical

K. To choose a source, click on the one desired in the.ssi*n source o supply column. The symbol shows which

source has been assigned. To switch to the detail #iew, click .ssi*ned source.

To determine the most fa#orable #endor, click Price simulation+&f you are using the -endor >#aluation component, you can display the results of the #endor e#aluation proces

!lick Vendor evaluation+ The system then generates a ranking list of the #endors displayed, in relation to thmaterial or material group.

N. !heck your data and sa#e the purchase re+uisition.

!o""ecti#e Assignment o$ Requisitions: +ou can choose one of to options:

&f you onlwish to assignre+uisitions, choose Re"uisition Follo4-on unctions .ssi*n+ 5ou will then get yourworklist in the form of a basic list.

&f you wish to assign and rocessre+uisitions in a single step, choose Re"uisition Follo4-on unctions > .ssi*n = process+

&n this case, starting from the basic list of all re+uisitions to be processed, you can change indi#idual re+uisitionsdirectly, assign sources, and then generate purchase orders, deli#ery schedule lines under scheduling agreements, orF0s.

Processing a Requisition from the Basic ist5ou ha#e the following options:

5ou can display the results of the #endor e#aluation for each purchase re+uisition #ia #nvironment Vendorevaluation)+ 5ou then obtain a ranking list of all #endors that can supply the material.

&n addition to the functions you can call up #ia the buttons in the dialog box, you can in#oke functions such as thefollowing by pressing the right;hand mouse button: isplay &nfo ecords, isplay -endor >#aluation, or isplay eleasStrategy.

5ou can re;sort the list by selecting the appropriate sort key #dit %ort".For example, if the re+uisitions are to be sorted chronologically by the date they ha#e been released for orderingpurposes, choose #dit %ort %ort by release date.

4se the function #ditUpdate 4or&listto update the basic list your worklist" during processing. The re+uisitionsthat you ha#e in the meantime assigned to sources and which you ha#e sa#ed then no longer appear in the list.

5ou can change the +uantity to be deli#ered, the deli#ery date, or the procurement options for a selected item, for

example. !hoose GotoDetailed data. A box appears, allowing you to change the rele#ant data. 5ou can only changdeli#ery +uantities and dates if you ha#e chosen.ssi*n = process."

!hoose Goto .ssi*nmentovervie4to display an o#er#iew of the re+uisitions that ha#e been assigned. Theo#er#iew shows the #endors to whom re+uisitions ha#e been assigned and the number of re+uisitions assigned to eachone. For example: ? purchase re+uisitions ha#e been assigned to contract no. 8K."

&f you ha#e chosen Re"uisition Follo4-on unctions .ssi*n = process, you can flag a re+uisition for F0processing. Select the re+uisition and choose #ditFla* or RFQ?ith vendor or?ithout vendor+ 5ou can generatean F0 from a re+uisition that has been flagged for F0 processing on the assignment o#er#iew screen.

&f you ha#e chosen Re"uisition Follo4-on unctions .ssi*n = processand ha#e assigned a source to there+uisition, you can generate purchase orders and scheduling agreement schedule lines from the assignment o#er#iewscreen.

&n order to be able to select re+uisitions for processing using the mouse, you must set the %election indicator in !ustomi


29/57


30/57

2diting -ets: 1asic knowledge of SAP%cript, the SAP text editor. 5ou must be in document change mode.

Selecting the -et -e and 2ntering -et: &tem text: choose Item e$ts e$t overvie4

Eeader or supplement text: 'hoose @eader e$ts e$t overvie4. Alternati#ely, enter such texts for a purchasing

document directly from the Purchasing menu: !hoose APurchasin* documentB !aintain supplementand enter thedocument number.

>nter and edit your text on the text o#er#iew screen. &f the text is too long, or you wish to format it, switch to the long textscreen.

Foratting -et: *hen text is outputted, it is formatted automatically. The format depends on type of purchasing form layoset" chosen purchase order, order acknowledgment, etc.".

The purchasing form contains predefined paragraph formats, which determine the indentation and fonts for text, for example&f an asterisk U" appears on the left in the text editor, the standard paragraph format from the form applies. 5ou can also appyour own paragraph formatting to texts.

9or%ing "ith Fre+uentl 'sed -ets: 5ou can copy texts from #arious sources to create P$ texts: Standard texts: !ertain standard texts are supplied with the system and can be assigned to a purchasing document

!ustomi


31/57

5ou create messages for expediters and reminders including order acknowledgment expediters" #ia the report =Purchasingocuments: eminders and 4rging )etters=.

The following options are a#ailable for outputting messages e.g. as hardcopy printout, as a fax or e;mail, or #ia >&" from thmessage +ueue:

&mmediate output: The system outputs the message from the +ueue directly the document is sa#ed.

)ater output: 5ou can either schedule a background %ob SAST77", which processes the message +ueue at predefineinter#als, or initiate outputting directly #ia the Purchasing menu VPurchasin* documentW !essa*es

Print(transmitor using the program /7>GA)-". As a rule, you will use the background %ob to output messageand only use the manual output facility in exceptional cases e.g. rush orders".

Structure:A message contains information such as the following:

Transmission medium e.g. printer, >&, or telematic ser#ices fax, telex, or teletex"".

Transmission time;spot

5ou can define one of the following times for outputting from the message +ueue:

-ie*sot Meaning

8 $utput next time program SAST77 is run.

K $utput next time program SAST77 is run. 5ou can enter a date and time.

N /anual output #ia the Purchasing menu !essa*es Print(transmit+

C &mmediate output upon sa#ing the document.

umber of the purchasing document to which the message relates.

Processing status not yet processed, successfully or unsuccessfully processed".

Partner to whom the message is to be sent.

4ser who created the message.

Message $ia 2*Mail: 5ou can send purchasing documents to a #endor by e;mail. 5ou can also send memos to an internaluser from within the purchasing document, in which case the recipient can directly access the rele#ant document whenprocessing the e;mail executable mail".

2ternal -ransission(2-): Ma%e the necessar Custoi?ing settings

The SAP system is configured for the transmission of external mails.

The message determination facility has been set up in !ustomi


32/57

F$/ routine e.g. for P$" >T5G>4

Partner roles >.g. external transmission')F

Maintain aster data:

/essage records must ha#e been created through master data maintenance Purchasin*menu". >nter the necessarydata B for example, role LF#endor", medium 5e$ternal transmission" and time spot 4send immediately upon savin*"SAP recommends that you work with time spot C, so that the e;mails generated are sent immediately. &f you work with

processing time spot 8 send #ia periodically scheduled %ob", you must schedule the program SAST77 periodically fomessage output, so that messages are generated and e;mails sent.

An e;mail address is stored in the #endor master record. An e;mail address is stored in the user master record.Pleasenote that you must also maintain an e;mail address for user &s with which batch;%obs are carried out.

Internal -ransission(I-): Ma%e the necessar Custoi?ing settings

5ou ha#e maintained the !ustomiT parameters BESfor purchase order".

&f you ha#e specified send immediatelyas the processing time;spot, the user will immediately recei#e a message or documewhen the purchase order is sa#ed. The user can #iew the message sent to him or her #ia Oice ?or& centerInbo$.

&f the document in your inbox is an executable mail, you can click the right;hand mouse button and directly access the rele#apurchase order, for example, #ia the menu thus displayed.

Message -e:


33/57

Message -e Meaning

>4 ew documents. The complete purchasing document is outputted as a message. !handocument. !hanges to an existing, already;outputted document are outputted. The change indicator is sein the message.

)P>T )PF)P>K )PFK

eli#ery schedules with already deli#ered +uantity. eli#eschedules with cumulati#e +uantities. eli#eryschedules including the open ( +uantity. eli#eryschedules with cumulati#e +uantities.

)PE8 )PEK Forecast F!" deli#ery schedules type of SA release" per >&. ForecaF!" deli#ery schedules type of SA release" as printout.

)PM8 )PMK Must;in;Time M&T" deli#ery schedules type of SA release" per >&. Muin;Time M&T" deli#ery schedules type of SA release" as printout.

->4 istributed contracts.

)P/A)P/F

eminders and urging messages relating to deli#ery schedules with cumulati#e +uantities. emindeand urging messages relating to deli#ery schedules without cumulati#e +uantities.

/AE eminders and urging messages relating to a purchasing document.

A4F1 Acknowledgment expediter.

5ou create message types external messages for communication with #endors" in !ustomi& immediately the P$ is sa#ed.All new F0s issued to the #endor /iller !orp. are to be placed in the message +ueue after being sa#ed. From there,

they are to be printed out manually.


34/57

5ou create message records as master data #ia the Purchasing menu.

Outut of Purchasing Docs# (Message Deterination):The system always carries out the message determination procewhen you create an F0, a purchase order, a contract, an outline agreement, a scheduling agreement release, or a standardeli#ery schedule under a scheduling agreement. =/essage determination= means that the system searches for a messagerecord whose key combination matches up with the #alues from the rele#ant purchasing document.

&f the appropriate settings ha#e been made in !ustominter your criteria.&f data on the transmission time;spot etc. has been maintained for the message type in !ustomi4 for purchase orders and ha#e entered Print as transmission medium, the printe$y3 as means of communication, andImmediately as the transmission time;spot. *hen you next sa#e a newly createdpurchase order, the system will immediately output the message for this P$ on the printer xy


35/57

Oututting Messages:Prere+uisites: The message output +ueue must contain messages. 2 The purchasing documents represented by themessages must ha#e been released appro#ed".

5ou can either schedule a background %ob SAST77", which processes the message +ueue at predefined inter#als, orinitiate outputting directly #ia the Purchasing menu VPurchasin* documentW !essa*esPrint(transmit) or using theprogram /7>GA)-. As a rule, you will use the background %ob to output messages and only use the manual outputfacility in exceptional cases e.g. rush orders".

Oututting Messages in the


36/57

!hoose #dit Repeat messa*e or 'han*e messa*e+ The system inserts the new message. &f a change message isin#ol#ed, the system sets the 'han*e indicator. Sa#e data.

Reinders and 'rging etters (2editers): &f you ha#e specified reminder le#els under the item details of a purchasingdocument, the system is able to generate reminders and urging letters expediters" automatically.

5ou can enter up to three reminder le#els. For example, the reminder le#els 87;K7;N7 mean that urging letters are issued 87K7, and N7 days after the due date for submission of a +uotation or for the deli#ery of ordered goods. ote: in the SAPSystem the term =reminders= is often used to denote such messages issued before the due date, whereas the term =urgingletter= or =expediter= commonly stands for a perhaps more strongly worded admonitory message issued after the due date.Eowe#er, this distinction is not consistent, and may not apply outside the SAP en#ironment. The corresponding term for=urging letter= in the F& component is =dunning letter=, and relates to o#erdue payments."

A negati#e number means that a reminder is to be issued rior tothe deadline for submission of +uotations or the deli#erydate for ordered goods. For example, if you enter * as the reminder le#el, a reminder will be sent ? days prior to the +uotatiosubmission date.

Prere+uisites

The message determination facility has been set up in !ustomi


37/57


38/57

This section describes how to tailor the output of your purchasing documents to suit your re+uirements by changing thestandard form />4!3.

1efore you make any changes to the standard form, you should consider the following.

Change 2isting For or Create 8e" One: 5ou can either change the standard form or create a new form by copying thestandard one.*hen you change the standard purchasing form, you must first create a correction number, because changingthe standard form represents a customer modification. Thereafter, the system maintains both your changed #ersion and theSAP #ersion of the form.

&f you create a new form, you must assign it to the appropriate message type P$, re%ection letter, etc." before the system cause it for printing. *e recommend that you always create your own form. This makes it easier to distinguish between yourcustomi


39/57

The reports and analyses a#ailable in the SAP System pro#ide this o#er#iew in a fast and straightforward manner.

System administrator is responsible for setting up reporting and analysis parameters. !ontact this person if you need othersettings.

For more comprehensi#e analyses, particularly the analysis of order #alues, you can use the %.P /usiness Inormation?arehouseor the 2o*istics Inormation %ystem 02I%).

The SAP /usiness Inormation ?arehousefacilitates the detailed analysis of the purchasing acti#ities and procurementprocesses taking place within your enterprise.

The selection options are based on the rele#ant purchasing document. That means that the list can #ary to some extent fromdocument to document.

un and print out #oluminous reports and analyses only in the background.

For more information on analyses and reports in the SAP System, refer to the documentation Gettin* %tarted 4ith the %.P%ystem.There you will obtain details on: Eow to find reports and analyses 2The steps you must perform to print out lists

Creating and Running Reorts and Analses: !onsider which information you need, then delimit the report by entering thappropriate selection criteria so that the information pro#ided is as concise and pertinent as possible. 5ou can define thelayout and content of your list #ia the scope;of;list and selection parameters.

5ou can branch from the report to the following functions: isplay document, isplay schedule lines, isplay changes, /oniP$ history

To display details on a certain purchase order from within the list display, position the cursor on the P$ number and choose#nvironmentDisplaydocument. The system branches to the P$ display. eturn to the report.To find out whether anythinhas been changed in a P$, choose Goto'han*es from within the list display. The system displays a change documentlisting the changed data, the date of change, and the name of the user who made the change.

5ou can monitor the P$ history of an item by positioning the cursor on the item and selecting GotoPOhistory. All goodsand in#oice receipts in#ol#ing the item are displayed. eturn to the report.

Ad=usting ist Analses: This section describes how to change the scope and layout of a list in accordance with yourre+uirements. The following two parameters determine which information is displayed or omitted:

Selection parameter

Scope;of;list parameter

The keys for the scope;of;list and selection parameters must be maintained in !ustomi


40/57

The more comprehensi#e list contains not only the indi#idual items, but also the name of the #endor and the materialdescription short text" for each purchase order. &n the lower part of the list, the documents for goods receipt and in#oicereceipt are also displayed. &n addition, the list contains lines with the following information:

!on#ersion of base unit into S34

Schedule lines

Total of goods receipts

Total of in#oices

$pen deli#ery +uantity

$pen in#oice +uantity

;eneral Analses: This section describes the analyses you can create, how to run an analysis, and how to define the layouof the information in the list yourself. 5ou can run analyses of certain purchasing documents and create #arious sum totals.

For example, you can determine the order #alue for a single material o#er a certain period, or which purchasing organi


41/57

For other data, such as material or #endor, you can create subtotals. 1efore you can create subtotals, you must already ha

created a total. Select the rele#ant column and click %ubtotals.5ou can also create subtotals for se#eral columns. Forexample, you may wish to first see the subtotal per #endor and then, in addition, the subtotal per material.

To create totals, proceed as follows:

8. Select the Net valuecolumn in the basic list and choose otal.

K. Then select the Purchasin* *roupcolumn and choose %ubtotals.

The system then calculates the subtotals for the net order #alue per purchasing group. &f you only wish to see the lines with

the total #alues, you can hide the indi#idual lines by clicking the dots in front of the totals in the totals lines.

Analsis of Order !alues:This section describes analysis options a#ailable in the system: Totals analysis

A1! analysis

Analysis using comparison periods

Fre+uency analysis

5ou can choose one of the four options, combine se#eral of the analyses, or use all the options in one analysis.

Running an Analsis of Order !alues: 5ou in#oke all four of the abo#e analyses as follows:

!hoose PurchaseorderReportin*Ordervalueanalysis. >nter your selection criteria.

The screen is subdi#ided into four parts. 5ou can enter the following data:

The currency for the analysis

The net order #alues for the fre+uenc analsis

Periods for the analsis of coarison eriods

Selection criteria to which the analyses relate

#ditDynamic selectionsif you need further criteria from header and item data for your analysis. run the analysis.

-otals Analsis: !arry out the order #alue analysis as described in the section Runnin* an .nalysis o Order Values.5ouobtain a list of all documents that satisfy your criteria. &n this list, you can perform sorting, filtering, and totaling functions, etc

A


42/57

Analsis 'sing Coarison Periods: This analysis allows you to easily detect changes in purchasing acti#ities. Forexample, you can determine how much was ordered from which #endor by which purchasing organinter the necessary data and specifythe two periods you wish to compare in the fields Period C - toand Period 8; to. un the analysis. 5ou cannot compareo#erlapping periods.

Fre+uenc Analsis: 4se this analysis to determine which net order #alues most fre+uently occur for which purchasingorganinter the necessary data andspecify in the fields Net value Cto Net value 6the limits for net #alues that are to be taken into account in the analysis.

For example, enter the following inter#als in the fields Net value Cto6:

B et #alue 8 up to ?77, B et #alue K up to 8777, B et #alue N up to K777, B et #alue C up to ?777

&f you specify four net #alue limits, document items with a net #alue exceeding net #alue C will be analy


43/57

Conditions in Info Record and Purchasing Docuents: !onditions in info records and contracts are always time;dependent.5ou can determine whether time;dependent or time;independent conditions can be maintained in +uotations and SAs #ia thedocument type in !ustomi


44/57

Condition Categor: 5ou can assign a condition category to a condition type. The condition category has #arious controlfunctions. For example, condition category 4 causes a new price determination process to be carried out at the time of (,and condition category > causes the discount to be deri#ed from the terms of payment. The following condition categories arele#ant to Purchasing:

Cat# Descrition Assigned to C- Further inforation

/ 1ase price P177 A condition type with the condition category E must always exist in the

calculation schema. >xception: Stock transfers.

&f an access se+uence is assigned to the condition type, you must assignsupplementary calculation schema to the condition type. $therwise, thesystem is not able to calculate a net or effecti#e price.

&f you manually enter a price in the purchasing document, it is inserted inthe condition type.

< eli#ery costs FA8 &f you use this condition category, you can enter separate in#oices formaterial costs and deli#ery costs e.g. freight charges".

5ou must flag the condition type as =pro#ision;rele#ant=.

5ou must assign a transaction'e#ent key in the schema for accountdetermination purposes".

8 on;deductibleinput tax

A-S epending on the tax code in the P$ item and the tax calculation schemthe system calculates the non;deductible tax portion and inserts it in thecondition type with the category .

The condition type has the calculation rule =absolute amount=.

ormally, the access se+uence that regulates tax code determination isassigned to the condition type.

d -endor9s confirmedprice >&8, >&K &f the #endor confirms a price #ia >&, the system inserts the price in thecondition type with category d.

2 !ash discount S3T$ The system deri#es a percentage from the terms of payment and insertsin the condition type with the category >.The condition type is included in the calculation on a statistical basis only

' Precious metaldiscount'surcharge

(A48, (A4K See aily uling Prices for Precious /etals

; /o#ing a#erageprice

P878 The system inserts the mo#ing a#erage price'#aluation price of thematerial in the condition type with category (. This makes sense if nopurchase price exists e.g. in the case of stock transfers".

E Sales price excl.taxes only foretail"

/-3K prior toelease C.?A, /-38" The system inserts the currently #alid sales price excluding tax" for theordering store in the condition type with category M. &f sales price #aluatiois acti#e in the #aluation area of the store, the condition type should existthe calculation schema used for determining the purchase price.

9 Sales price incl.taxes only foretail"

/-37 The system inserts the currently #alid sales price including tax" for theordering store in the condition type with category *. &f sales price #aluatis acti#e in the #aluation area of the store, the condition type should existthe calculation schema used for determining the purchase price.

Condition -es in the Standard Sste: The condition types supplied include the following:
http://help.sap.com/saphelp_470/helpdata/en/9e/4e8c516b2c11d1b5d50000e8a738dc/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/9e/4e8c516b2c11d1b5d50000e8a738dc/content.htm


45/57

Condition te Condition class Descrition

P177 Price (ross price: Price without taking any possible discounts and surcharges into accou

177 iscount'surcharge Absolute discount

177 iscount'surcharge Absolute surcharge

F18 iscount'surcharge Absolute freight amount

$A8 iscount'surcharge Percentage duty amount

S3T$ iscount'surcharge !ash discount

A-S Taxes on;deductible input tax

The purchasing department has agreed with #endor /iller !o. that the latter will grant a discount of L87 on the normal price LK?7 for each office chair purchased. An info record with the following conditions is created for this purpose: P177: K?7,177: 87 supplementary condition". The system writes this information to a condition recordand stores the latter in acondition table.

Condition -able:A condition table consists of one or more condition keys and a data part. The data part contains a numberthat references a record in another table. The latter table contains the condition records.

&n the standard system, table 78Q is a#ailable for the condition record created by Purchasing. This has the condition keysVendor, !aterial, P+Or*n andPurchasin* ino record cate*ory. 5ou can also create your own condition tables.

Access Se+uence:An access se+uence is a search strategy by means of which the system searches for #alid records in#arious condition tables. &t consists of one or more accesses. The se+uence of accesses controls the priority of the indi#iduacondition records among each other. Through the accesses, the system is told where to look first and where to look next for #alid condition record in each case.

!ondition type P177 has the access se+uence 777K. The following accesses are defined within this access se+uence amoothers":

a" Accessing of condition table 7R oes a plant;specific agreement item exist"b" Accessing of condition table 78 oes a contract item exist"c" Accessing of condition table 78Q oes a purchasing info record exist" *ith this access, the condition record created

in the example for the condition type is found and the search ended.

There are some condition types for which no condition tables are created for example, header discounts, which are onlyentered manually, or supplementary conditions". o access se+uence need be specified for these condition types.

Calculation Schea:A calculation schema groups together all condition types that play a part in calculating the price. &t seout the order in which the condition types are taken into account in the calculation. &n addition, the calculation schemaspecifies the following:

*hich subtotals are arri#ed at

To what extent the price determination process can be carried out manually

The basis upon which the system calculates percentage discounts and surcharges

*hich re+uirements must be satisfied in order for a certain condition type to be taken into account

5ou can define a #ariety of calculation schemas for indi#idual purchasing organi


46/57

&f no conditions are found, but the last P$ is noted in the info record, the system can adopt the conditions from this P$. 5oucan specify how the system treats the conditions from the last P$ in !ustomi


47/57

/etals,>stimated Price. &n addition, the discount in %ind discounts in the form of bonus goods" andorder +uantitotii?ing functions are a#ailable from the etail en#ironment.

-aes: The rele#ant tax rate is taken into consideration in the P$ automatically. The tax rate is deri#ed from the key in thea$esfield in the rele#ant P$ item. The tax code is suggested at the time of &-. 5ou can thus check the #endor9s net pricewhen the in#oice is recei#ed. on;deductible tax portions are displayed in the conditions and taken into account in material#aluation. uring the price determination process, it is possible to ha#e the system find the rele#ant tax code #ia theconditions. This is useful, for example, if different tax rates apply, depending on whether a material is taken into stock orconsumed directly. 5ou can determine how the tax amount was calculated in the item conditions from within a P$, a+uotation, or an outline agreement.

To display the calculation of the tax amount, proceed as followsfor items ha#ing a #alid tax key.":Select an item on the item o#er#iew screen. !hoose Item !ore unctions a$es.

The system lists all amounts and condition types included in the calculation of the tax amount. The condition typesand their amounts are determined from the tax calculation schema defined for the country in !ustomi


48/57

9eight* or !olue*Deendent Conditions: 5ou ha#e the option of maintaining weight; or #olume;dependent conditions.The condition types for weights and #olumes are then taken into account during the purchase price determination process.

Conditions Deendent on the Order 'nit: 5ou can enter separate conditions for indi#idual order units. uring the sourcedetermination process, the system offers you the order units for which prices ha#e been maintained. &f no order;unit;dependent conditions ha#e been maintained, you can order in the units that ha#e been maintained in the info record or thematerial master record. &n order to work with conditions for each order unit, you must set the Variable OUnindicator on thegeneral data screen in the info record.

Dail Ruling Prices for Precious Metals: There is a separate condition category for pricing components that #ary accordinto daily fluctuations in ruling rates. &t causes the price for the material to be redetermined according to the day9s ruling price a

the time a purchase order is created or a goods receipt posted. &n the case of the P$, the date chosen by you is taken. &n thcase of a (, the key date is the posting date.

5ou must make the following settings for each precious metal in !ustomi


49/57

The tolerances must be defined accordingly in !ustominter the desired condition types with their amounts. Sa#e your data.

Maintaining -ie*Deendent Conditions: !reate the desired document info record, +uotation, contract, schedulingagreement" or choose one you wish to change. !hoose one of the following menu paths:

a+ @eader 'onditions

b. After selecting an item" Item 'onditionsc. #$tras 'onditionsfrom the Purchasin* Or*ani3ation Data C#iewin the info record"

&f se#eral main conditions exist, you will see a dialog box allowing you to choose the desired condition.

&f se#eral #alidity periods ha#e been defined, you will see a dialog box containing the existing ones. !hoose an existing perioor create a new one.

The condition screen appears. The main condition has been inserted.

8. >nter the #alidity period and the amount of the main condition.K. isplay the suleentar conditions belonging to the main condition:


50/57

!hoose the Deault condition supplement button from the button bar at the end of the screen and enter the rele#antamounts. 5ou can delete conditions for which you do not wish to enter any amounts. To do so, choose the Restoresupplementary conditions button and click Ees to confirm in the dialog box which then appears.

&f desired, you can create scales for conditions: Select the condition. !hoose Goto %cales. Specify which amountapplies as of which +uantity or #alue. ote that the first +uantity or #alue" should normally be 7.

0uantity 7 877 K77

Amount 87 X R

&f the +uantity 7 were not specified, the system would not determine a price for +uantities below 877.

&f desired, specify a price range on the detail screen for a condition. !hoose GotoDetails and enter the necessary data inthe 2o4erand Upper limitfields.

&f the condition in the purchase order is changed manually and the price range is not adhered to, the system issues an errormessage. Sa#e your data.

Setting the Mar%et Price:

8. !aster data 'onditions Prices !ar&et price. >nter the material for which you wish to maintain a market price

K. !hoosePro*ram#$ecute. &f a price has already been maintained, it is displayed.

N. To enter a new price or change an existing one, position the cursor on the material and choose 'ondition 'reate'han*e.C. >nter the amount and specify a #alidity period if applicable". The remaining functions on this screen ha#e no

significance with regard to the market price. Sa#e your data.

isting and Processing Conditions (;eneral O$er$ie"): There are #arious ways of processing conditions. 5ou can call up a screen with a general o#er#iew of all selection criteria.

5ou can call up screens with restricted selection criteria and thus select by contract or material group only, for ex.".

8. !hoose !aster data'onditionsPricesor Discounts(surchar*esGeneral overvie4.K. >nter your selection criteria. 5ou enter a contract and an item number or a #endor and a material group.N. Pro*ram#$ecute. Process the conditions

See!reating !onditions on the Price $#er#iew Screen and!hanging !onditions on the Price $#er#iew Screen.

isting Conditions for an Info Record:

8. !hoose !aster data'onditionsPrices/y ino record.K. >nter: B The #endor and material or material group, or B The info record, B The plantsN. !hoosePro*ram#$ecute. Process the conditions

isting Conditions for a Contract:8. !hoose !aster data 'onditionsPrices /y contract.K. >nter: B The contract only to list the header conditions" B The contract and the item number to list both header and

item conditions"N. !hoosePro*ram#$ecute. Process the conditions

5ou can also list further contracts to be processed. 5ou can then transfer contracts from this list to your original list andprocess them there.

To do so, choose #dit !ore contracts For material. After #$ecute,you see the other contracts for this material.Select the desired contracts and adopt them in your original list.

isting ;eneral Conditions:

8. !hoose !aster data'onditionsPrices/y material *roupor Discounts(surchar*es and then the desired le#e.g. /y vendor sub-ran*e".

K. >nter your selection criteria.N. !hoosePro*ram#$ecute. Process the conditions
http://help.sap.com/saphelp_470/helpdata/en/75/ee139555c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee139555c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee13a255c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee13a255c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee13a255c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee139555c811d189900000e8322d00/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/75/ee13a255c811d189900000e8322d00/content.htm


51/57

Maintaining CustoersG O"n Conditions: &f you need your own key combinations for conditions and ha#e therefore createyour own condition tables, you can create condition records in these. An access se+uence must be assigned to the condition

&f you use this function to enter conditions for condition types that are not defined in the standard system, please ensure thatthe link to the condition type is established in your calculation schema. This also applies if you ha#e changed the calculationschemas in the standard system.

Dail Ruling Prices for Metals: 5ou also maintain ruling metal prices at this point. *hen you maintain the gross price in thepurchasing info record, you must maintain a condition for the precious metal price on which this gross price is based.!ondition type (A48 is a#ailable in the standard system. /aintain a gold price of LK7 per gram for this condition type, for ex

8. !hoose !aster data'onditionsOther'reate. >nter the condition type.K. !hoose one of the following menu paths:

B )ist all condition records for the condition type according to your selection criteria

!hoose #nvironment'ondition inoand enter the selection criteria. After #$ecute, you will see all thecondition tables that contain records for the rele#ant condition type.5ou can also make changes at this point.

B !reate condition records in a certain condition table

!hoose #dit1ey combination, select the key for the desired condition table, and press #N#R.!reate the conditions. Sa#e your input.

Changing Prices Collecti$el: 5ou can change a #endor9s prices in info records, contracts, or SAs only those with time;dependent conditions" in two ways:

;ross rice: The price change is applied directly to the gross price.

Condition te: The price change relates to one particular condition type only. &f the price change solely affects thefreight costs, you can restrict the change to the condition type for freight costs.

&f price scales exist and the period in which the changes are to be effecti#e o#erlaps the #alidity periods of the scale le#els,only the price in the first scale le#el is changed and this #alue is adopted in the remaining le#els.

The info record for the material Steel 8 and #endor /iller !orp. contains the following price scale:

8K.78.8XXQ to 8K.N8.8XXQ: L877, 78.78.8XXR to N8.8K.8XXR: L8K7

5ou increase the prices of the conditions in the period 8K.78.8XXQ to 8K.N8.8XXR by 87.

The price scale is then as follows: 8K.78.8XXQ to 8K.N8.8XXQ: L887, 78.78.8XXR to N8.8K.8XXR: L887

8. !hoose !aster data'onditionsVendor price chan*eADocumentB+ The initial screen appears.K. >nter the purchasing organinter either an absolute #alue or a percentage.

Condition te: !ancel the selection of the Gross pricefield and enter the condition type and an absolute #alue or

C. -ia the %i*n 0=(-) field, specify whether the #alue to be changed is positi#e or negati#e, or whether the pre#iouscondition but not the '; sign" is to be replaced by the new one.

?. &f the change is notto apply to the price le#els of a scale, cancel the selection of the %cale linesfield. Price changesin scales are only possible if they are expressed as percentages.

. efine the #alidity of the price change in one of the following two ways:

B >nter the #alidity period in the 'onditions valid rom(tofields if the price change applies to a certain time period.SArecommends this procedure.


52/57


53/57

'dating Prices in the


54/57

Release Conditions: The release conditions determine the release strategy in accordance with which a purchasing documeis to be released. &f a purchasing document does notmeet the conditions for a release strategy, it is automatically releasedfor further processing.

Procedure 9ithout Classification (Re+uisition Ites Onl): The conditions can be based on one of the following itemcharacteristics or a combination of these: Account assignment category, /aterial group, Plant, Total #alue.

Procedure "ith Classification (Re+uisitions and 2ternal Purchasing Docuents): The conditions are formulated #iacharacteristic #alues and are stored in the Purchasing !ustomi


55/57

elease prere+uisites in the case of release strategy S8:

Strateg Release code Release rere+uisites

S8 8 B Pro%ect /anager one.

K B epartment /anager one.

N B !ost !enter /anager 78, 7K

C B !ontroller one.

? B !hief >xecuti#e 8, K, N, C

The following additional release prere+uisites apply:

elease must ha#e been effected by release points 8 to C before release is effected by the !>$.

elease can be effected by release point C at any time as long as it is before release point ?.

After release by release points 8 to N, Purchasing may issue F0s relating to the re+uisition to potential suppliers.

Prere+uisites: The Release Procedure ?ithout 'lassiicationmust ha#e been set up in !ustomi


56/57

The user has ordered 87 cameras at a price of L8777 each. The release procedure has already started and the releaseindicator 78 free for issue of F0" has been set.

The settings made in !ustomiither the change must bcancelled, or the release strategy redetermined and the appro#al procedure restarted.

Release "ith in% to 9or%flo": *hen you set up the release procedure with classification for purchase re+uisitions orpurchase orders, you can define a link to the %.P /usiness ?or&lo4. This is particularly ad#isable if employees whose dailyduties include tasks other than the appro#al of re+uisitions or purchase orders are in#ol#ed in the release procedure.

The employee is automatically ad#ised when a release is to be effected. A work item appears in his inbox, which beprocessdirectly. *hen the item is processed, the SAP release transaction is automatically in#oked with the rele#ant release code.

Releasing Purchase Re+uisitions: here are two ways of releasing purchase re+uisitions: Indi$idual release, Collecti$erelease

Dislaing Release Inforation:

Indi$idual Release of Purchase Re+uisitions: Purchase re"uisition Release Individual release. >nter the re+uisitio

number and your release code. ENTER. &n the item o#er#iew you can make changes. !hoose Goto Release ino

Release optionsto establish which items you can release.

Select the item to be released and choose #dit Release %etto release the item. &f the item belongs to a !omplete

Purchase e+uisition,releasing the item will simultaneously cause all other items to be released. 5ou can cancelre#oke" th

release and reinstate the pre#ious release status. !hoose #dit-BRelease -B 'ancel. Sa#e the release.

Collecti$e Release of Purchase Re+uisitions: Re"uisition Release 'ollective release. >nter code and any other

selection criteria. Pro*ram #$ecuteto display the re+uisition items or !omplete Purchase e+uisitionsawaiting release.

ecide whether you wish to release all items or complete re+uisitions at once or release ; and possibly change ; indi#idual

items. B All, !hoose #dit %elect %elect all. B &ndi#idual, Goto Individual release.&n the item detail screen you can make changes. 5ou can cancelre#oke" the release and reinstate the pre#ious releasestatus. !hoose #dit-BRelease -B 'ancel. Sa#e the release.

Siulating Release: 5ou can simulate which release status an external purchasing document or purchase re+uisition wouldha#e if you released the document with a certain release code. This allows you to see how a document can be further

processed after you ha#e released it.8. $pen the purchasing document in display mode.K. &n the case of a P with item;wise release, select the desired item. &n the case of a purchase re+uisition with o#erall

release, purchase orders, contracts, and scheduling agreements, you need not select any items since release iseffected at header le#el.

N. isplay the release strategy by clicking .C. &n the box that appears, choose %imulate release+

A dialog box containing the release codes for the rele#ant release strategy appears.

C. -ia %et(reset release, you can simulate the situation for different release codes one after the other.
http://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htmhttp://help.sap.com/saphelp_470/helpdata/en/35/2a575488e65cd5e10000009b38f974/content.htm


57/57

&n the purchasing applications with the new interacti#e design redesigned purchase order and re+uisition", you cannotsimulate the release of a purchasing document. &n these applications, you can display the release options and the possiblecombinations for final release.

Dislaing the Release Reinder ist: 5ou can display a list of the purchase re+uisitions awaiting processing by a certainrelease code.

8. !hoose Re"uisition Release Release reminder.K. >nter your release code and any other rele#ant selection criteria 2 #$ecute. The Ps to be released are displayed.

Releasing 2ternal Purchasing Docuents: &n order to release a document, you need to know your release code..

APurchasin* documentB Release+>nter release code and any other selection criteria. Pro*ram#$ecute. The list ofpurchasing documents awaiting release appears. Position the cursor on the desired purchasing document and choose #dit Release. 5ou can cancelre#oke" the release and reinstate the pre#ious release status. !hoose #dit-BRelease -B 'ancelSa#e the release.

Siulating Release:

,

. Release strate*y. The d

MM(Purchasing) Latest

Documents

Transcript of MM(Purchasing) Latest