Unit: Optimized Procurement

I n t e r n a l U s e S A P P a r t n e r O n l y

Exercises

After completing the exercise, you will be able to:

• effectively assign your purchase requisitions to a source of supply and convert them to purchase orders

• explain how the SAP system determines sources of supply Use available contracts and master conditions to check source determination for external service procurement.

1-1 Create a purchase requisition using the following data:

Document type: NB Purch. requis. Standard)

Item category: D

Acct. assgt. cat.: K

Delivery date: One month from today

Plant: 1200 (Dresden)

Purchasing Grp: Y## (SCM540-##)

Material group: 007

Enter a short description for your requested service item 1-1-1 Transfer all services from your contract.

1-1-2 All services costs are covered by cost center 4110. Use the automatic repeat account assignment function so that this cost center for all additional services can be entered automatically by the system.

1-1-3 Enter any quantity. The quantities should be between two and ten and not fulfill the contract. Make sure that the total value of all services does not exceed EUR 2,000.

I n t e r n a l U s e S A P P a r t n e r O n l y

1-1-4 Write down the data entered.

Service __________________ Quantity _____Price ____________ Service __________________ Quantity _____Price ____________ Service __________________ Quantity _____Price ____________ Save the purchase requisition.

Purchase requisition number: _________________________________

Add the information to your worksheet.

1-2 Your task as a buyer is also to assign a source supply to your purchase requisitions. You can convert these purchase requisitions into purchase orders.

Use the Assign and Process function to convert the newly created requisition to a purchase order. Select purchase requisitions with your purchase group Y## and the material group 007.

To list possible vendors, use the automatic source of supply assignment function. Compare prices and check especially sources of supply containing price data for all service items. Which possible source of supply most closely matches the purchase requisition?

_______________________________________________________________ Assign your contract as a source of supply and save this assignment.

Convert your assigned purchase requisition into a standard purchase order. Order number: ________________________________________________

Add the information to your worksheet.

1-3 (Optional) Verify if the newly created purchase order is now displayed in the release documentation of the assigned contract.

_______________________________________________________________ 1-4 You can use a program to automatically create purchase orders for purchase

requisitions with an assigned source of supply are assigned. This requires that you enable the automatic purchase order generation in Customizing for services and in the vendor master record.

1-4-1 (Optional) Verify if the setting in Customizing for automatic purchase order generation used for purchase requisition for services is activated. Which level (Client or Purchasing Organization) is important for your purchase

requisitions?

_________________________________________________________

1-4-2 Verify if the automatic creation of purchase orders has been enabled for vendor T-K540B##. Enable the indicator if it has not been set.

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1-4-3 Create an additional purchase requisition using document type standard

purchase requisition. Use the copy function and your purchase requisition from

exercise 1-1 (exercise 6) as a template.

Increase the quantity of requested services total above EUR 2,000. Verify if your contract has already been assigned as a source of supply. Purchase requisition number: ___________________________ 1-4-4 Execute the automatic purchase order generation. Select the purchase

requisition containing your purchasing group and vendors in your contract. Create a new purchase order for each purchase requisition.

Purchase order number: ______________________________

I n t e r n a l U s e S A P P a r t n e r O n l y

Solutions

Unit: Optimized Procurement

1-1 Create a purchase requisition using the following data: In the SAP Easy Access menu, select the following:

Logistics → Materials management → Purchasing → Purchase Requisition → Create

Enter the purchase requisition using the following information:

Document type NB (normal purchase

requisition)

Acc. assgt. cat. K

Item Category D

Short text Any description

Delivery date One month from today

Material group 007

Plant 1200 (Dresden)

Purchasing Grp Y## (SCM540-##)

1-1-1 Adopt all of the services from your contract.

Access the detailed data for the item in the Services tab.

Choose icon Service Selection. Choose From purch. Document and enter your contract and item numbers.

Select all service lines. Select icon Adopt services.

1-1-2 All services costs are covered by cost center 4110. For this reason, use the automatic repeat account assignment function so that the system can assign this cost center for all subsequent services automatically.

Enter the following information for the account assignment:

G/L account 417000

Cost center 4110

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1-1-3 You can enter any quantities you wish. They should be between two and ten and not yet fulfill the contract. Make sure that the total value of all services does not exceed EUR 2,000.

Change the quantities in the service lines. Save the purchase requisition.

Click Save.

1-2 Your tasks as a buyer include the assignment of sources to your purchase requisitions. You then convert these purchase requisitions into purchase orders.

Use the Assign and Process function to convert the newly created requisition into a purchase order. Select the purchase requisitions with your purchase group Y## and the material group 007.

In the SAP Easy Access menu, select the following:

Logistics → Materials management → Purchasing → Purchase requisition → Follow-on Functions → Assign and process

Enter the following information into the selection screen:

Purchasing group Y## (SCM540-##)

Scope of list ALV

Material group 007

Choose Execute.

Three screen areas are displayed. Choose Collapse assignment, if applicable, and Expand items to enable you to better see the bottom part of the screen.

The item overview displays all requisitions you have selected and shows the icon, where applicable, in the Sources column to indicate that a source has already been assigned.

Use the automatic source assignment function to list possible vendors.

Select you purchase requisition and choose Assign source to list the possible sources. The area with the detailed data for the item on the Source tab shows an overview of all sources that were found by the system for your requisition item. Compare prices and check specifically which source of supply contains price data for all service items. Which possible source of supply most closely matches the purchase requisition?

Assign your contract as a source of supply and save this assignment.

Choose icon Price simulation, show all. Analyze the results. Your contract from task 3- 1 (exercise 5), Services in Purchasing Documents unit, should be the best source.

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Click Back. Select your source (contract) in the icon Assign source column and, if needed, choose icon Assigned source.

The item overview now shows the assignment of one of several possible sources for your requisition item. This is indicated by the icon in the Sources column. Click Save.

Now convert your assigned purchase requisition into a standard purchase order. Close the screen areas at the bottom and open the screen area at the top. Select

Collapse item details and, if necessary, Collapse items as well as Expand

assignment to allow you to further edit the assignments.

Select the Assignments tab. Select the assignment shown. If the list contains more than one assignment, select only the one you wish to process.

Choose Generate purch. ord.

Select Standard PO as the document type.

Select the open purchase requisition by placing the cursor on it in the document overview and choose Adopt. Complete your purchase order, where necessary. Click Save and exit this transaction by clicking Exit.

1-3 (Optional) Check to see if the newly created purchase order is now displayed in the release documentation of the assigned contract.

In the SAP Easy Access menu, select the following:

Logistics → Materials Management → Purchasing → Outline agreement → Contract → Display

Enter your contract number and click Enter. Select the appropriate contract item and choose Release Documentation.

Yes, the release documentation does contain this purchase order.

1-4 You can use a program to automatically create purchase orders for purchase requisitions with an assigned source of supply. As a prerequisite, you must have

enabled the automatic purchase order generation in Customizing for services and in the vendor master record.

1-4-1 (Optional) Check to see if the automatic purchase order generation for purchase requisitions for services is enabled in Customizing. Which of the two levels (Client or Purchasing Organization) is important for your purchase

requisitions?

In the SAP Easy Access menu, select the following:

Tools → Customizing → IMG → Execute Project

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Choose:

SAP Customizing Implementation Guide → Materials Management → External Services Management→ Source determination and default values

→ for Client

The Automatic PO generation for service requisitons indicator is set at client level.

Choose:

SAP Customizing Implementation Guide → Materials Management → External Services Management→ Source determination and default values

→ for Purchasing Organizations

Select purchasing organization 1000 and choose Detail.

The Automatic PO generation for service requisitions indicator has also been set for purchasing organization 1000. This indicator is curucial for your work. 1-4-2 Check to see if the automatic creation of purchase orders has been enabled for

your vendor T-K540B## . If it has not been set, please do so. In the SAP Easy Access menu, select the following:

Logistics → Materials management → Purchasing → Master data → Vendor

→ Purchasing → Change (current)

On the initial screen, enter the vendor number and the purchasing organization. Select Purchasing Data.

Vendor T-K540B##

Purchasing Organization 1000

The Automatic PO indicator is part of the control data and may already have been set.

If it has not been set, please do so. Click Save.

1-4-3 Create another purchase requisition using the document type Purch. requis.

Stand. Use the copy function and your purchase requisition from task 1-1

(exercise 6) as a template.

Increase the quantities for the services ordered so that the total value exceeds EUR 2,000.

Check whether your contract is already assigned as source of supply. In the SAP Easy Access menu, select the following:

Logistics → Materials management → Purchasing → Purchase Requisition

→ Create

Click icon Document overview on. Select Selection variant. Choose My purchase requisitions.

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Select the purchase requisition you most recently created by placing the cursor on it in the document overview and choose Adopt.

Click icon Document overview off.

Go to the item details on the Services tab and increase the quantities ordered per service.

Select the Source of Supply tab. Your contract should already be assigned as source of supply.

Click Save.

1-4-4 Create a purchase order automatically from the requisition. Select the purchase requisitions with your purchase group and the vendor of your contract. Create a new purchase order from each purchase requisition.

From the SAP Easy Access menu, select the following:

Logistics → Materials management → Purchasing → Purchase Requisition

→ Follow-on functions → Create purchase order → Automat. via Purchase Requisitions

Enter the following information into the selection screen:

Purchasing Grp Y## (SCM540-##)

Vendor T-K540B##

In the New purchase order screen area, select Per requisition. Choose

Execute.

An overview is displayed showing the purchase orders that have been

generated, information about the converted requisitions, and the contracts from which the orders have been released.

I n t e r n a l U s e S A P P a r t n e r O n l y

SAP AG 2003

z Entry of services planned and performed in a service entry sheet

z Acceptance and approval of service entry sheets

z Reporting and Purchase Order History

In document SCM540 Procurement of External Services (Col52) (Page 103-111)