University of Southern California Enterprise Wide Information Systems The Procurement Process...
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Transcript of University of Southern California Enterprise Wide Information Systems The Procurement Process...
University of Southern California
Enterprise Wide Information Systems
The Procurement Process
Instructor: Richard W. Vawter
University of Southern California
Objectives
Rather than selling, as you studied in the Customer Order Management process, you will now be focusing on the purchasing process. You will be able to:
Describe the basic business process of procuring stock materials in an ERP System.
Discuss the integration points in procurement to Financial Accounting and Inventory Management.
Execute the procurement process in the SAP R/3 System.
Discuss the reporting and analysis tools used by R/3 in the procurement cycle.
University of Southern California
Topics
Organizational Elements and Master Data
Business Process for Procurement
Reporting and Analysis
University of Southern California
Procurement
The primary SAP R/3 application modules that support the Procurement process are: Materials Management
Purchasing
Goods Receipts
Invoice Verification
Production Planning
Purchase Requirements
Financial Accounting
Payment Processing
Materials Valuation
Sales &Distribution
MaterialsMgmt.
ProductionPlanning
FinancialAccounting
Controlling
Fixed AssetsMgmt.
QualityMgmt.
PlantMaintenance
HumanResources
Workflow
IndustrySolutions
R/3Client / Server
ABAP/4 ProjectSystem
University of Southern California
Organizational Elements
The SAP R/3 Procurement business process uses the following organizational elements:
Company Code Plant Storage Location
Purchasing Organization Purchasing Group
University of Southern California
Master Data
The following master data is used in the Procurement cycle:
Material master
Vendor master
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Material Master Primary Views
Basic Data
Material Resource Planning
Stocks in Inventory
Accounting
Storage
Warehouse Management
Purchasing
Sales
Work Scheduling
Quality Management
Forecasting
Classification
University of Southern California
Vendor Master
The Vendor Master includes all data necessary for processing business transactions and corresponding with vendors.
Information is shared between the accounting and purchasing departments.
All data is grouped into three categories: General data
Company code data
Purchasing data
University of Southern California
Topics
Organizational and Master Data
Business Process for Procurement
Reporting and Analysis
University of Southern California
Procurement Cycle The procurement cycle may consist of eight processes:
8. Payment
3. Requisition assigned to a Vendor
5. Order follow-up
2. Source determination
1. Requirements determination
4. Order processing
Purchase OrderPurchase Order
6. Goods receipt and inventory management
Purchase OrderPurchase Order
7. Invoice verification
University of Southern California
Business Process Flow for Procurement
The main documents and transactions in the Procurement process are:
Planning, Reporting, and Analysis
Purchase Requisition
Purchase Order
GoodsReceipt
InvoicePosting
Note: Payments to vendors are usually made at specified times (e.g. at the end of the month).
Payment amounts are determined according to the ‘open’ invoices posted on the system.
University of Southern California
Purchase Requisition Processing
Material ResourcePlanning
Direct Entry
Determine source of supply
Purchase requisition Release strategy
Purchase OrderPurchase Order
Purchase Order
Purchase order
or
University of Southern California
Purchase Orders
A purchase order is a formal request to a vendor to provide certain materials or services under specific conditions (quantity, price, delivery date, etc.)
Planning, Reporting, and Analysis
Purchase Requisition
Purchase Order
GoodsReceipt
InvoicePosting
University of Southern California
Purchase Order Processing
Purchase OrderPurchase Order
Purchase Req.
ServiceConsumable material
Stock material Account assignment(cost center, asset,
project…)
PurchaseOrder
• Standard• Sub contract• Consignment•Third-party
PurchaseOrder
• Standard• Sub contract• Consignment• Third-party
Statistics
Order History
Direct Entryor PurchaseRequisition
University of Southern California
Goods Receipt
When goods are received from a purchase order, the item data is copied from the purchase order into the goods receipt document.
Planning, Reporting, and Analysis
Purchase Requisition
Purchase Order
GoodsReceipt
InvoicePosting
University of Southern California
Goods Receipt for Stock Material
Entering the goods receipt increases the inventory level of a material that is procured for stock.
Inventory Management (MM module) controls and records all goods movement, form purchase order receipt through the plant, to consumption
Purchasingdocuments
Items1.2.3. Warehouse / storesGoods
Receipt
Vendor
University of Southern California
Results of a Goods Receipt Posting
Transaction documents are created both for materials management and finance.
Goods ReceiptPosting
Accountingdocument
Stock quantityConsumption statistics
Point of consumptionCost center Order
TransferOrder
Purchasing data:Order item, Order history
Goods receiptslip
Materialdocument
G/L accounts:Consumption account
GR/IR account
University of Southern California
Invoice Processing
This last step in the procurement process includes invoice verification and updating accounts payable in the FI module.
Planning, Reporting, and Analysis
Purchase Requisition
Purchase Order
GoodsReceipt
InvoicePosting
Payment will then be made later based upon the ‘open’ invoices posted on the system
University of Southern California
Invoice Verification Environment Invoice verification accesses data from purchasing,
inventory management, material master, and vendor master files.
PurchaseOrder
VendorInvoice
GoodsReceipt
Purchase OrderPurchase Order
Invoiceverification
G/L accounts
Assets
Cost centers
Projects
Orders
Material master
Vendor master
Posting an invoice in the R/3 System updates purchasing and accounting data
Posting an invoice in the R/3 System updates purchasing and accounting data
University of Southern California
Vendor Payment
Accounts payable reads the invoice file and pays all posted invoices due. (Payment runs can be automated to occur at specific times.)
Motor Sports International1234 Main StreetNew York, NY 10181
1 4 4 9
Date _______________
Pay to: ________________________________________
________________________________________________________
_______________
12930 39040 2020 20202 10923 1449
_________________
Vendor
1000
Bank
1000Paymentprogram
Paymentprogram
ReleasedInvoice
FinancialAccounting
University of Southern California
Procurement Integration
Purchase Order
Goods Receipt
Invoice Verification
PP FI FI
MM
Purchase Order
Invoice
University of Southern California
Topics
Organizational and Master Data
Business Process for Procurement
Reporting and Analysis
University of Southern California
Reporting and Analysis
Standard Reporting provides List Displays (pre-defined programs) by: Vendor
Material
Account assignment
Material group
Purchase order number
Tracking number
General Analysis
Order Value Analysis
Inventory Transaction Analyses
University of Southern California
Logistics Information System (LIS)
The Logistics Information System (LIS) contains several information systems such as: Purchasing Information System
Inventory Controlling
Sales Information System
Shop Floor Information System
LIS extracts its data from the operative applications; it offers many different views on this information.
Logistics Information System (LIS) The LIS exists for the entire logistics system in R/3
The LIS contains several information systems such as: Sales Information System
Purchasing Information System
The LIS extracts data from the operative applications; offering it in many different views, the depth of which is determined by the user.
Inventory Controlling
Shop Floor Info System
SalesInformationSystem
PurchasingInformationSystem
InventoryControlling
Shop FloorInformationSystem
MaintenanceInformationSystem
Quality MgmtInformationSystem
Sales andDistribution
(SD)
MaterialsManagement
(MM)
ProductionPlanning
(PP)
PlantMaintenance
(PM)
QualityManagement
(QM)
Logistics Information Library
R/3
LogisticsInformation
Systems
LogisticsProcessing
Systems
In Summary The basic procurement process includes:
Purchase requisition
Purchase order
Procurement master data includes the vendor and material master files.
At various times during the Procurement process, integration occurs between the PP, MM and FI modules.
The two reporting tools used in the procurement environment are: Standard Reporting
List Displays General Analysis Inventory Analysis
Logistics Information System
Purchasing Information System Inventory Controlling System
Goods receipt
Invoice processing