SAP MM End User Manual

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USER MANUAL

Materials Management

DOCUMENT CONTROL SHEET

GENERAL INFORMATION

Project name

Document name

Document location

Implementation

Materials Management

DOCUMENT INFORMATION

Version

Filename

Date

Author

Reviewed

by

Changes from

previous version

V 1.0

U

S

E

R

M

A

N

U

A

L

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USER PROCEDURE MANUAL

TABLE OF CONTENTS

Error! Bookmark not defined.

1

Procurement of Stock Materials _____________________________________________________ 10

1.1

Procurement of Stock Materials – Raw Material Local / Return __________10

1.1.1 Purpose ________________________________________________________________________ 10 1.1.2 Prerequisites ____________________________________________________________________ 10 1.1.3 Material Master Record ____________________________________________________________ 10 1.1.4 Vendor Master Record ____________________________________________________________ 24 1.1.5 Purchasing Info Record ____________________________________________________________ 34 1.1.6 Source List______________________________________________________________________ 41 1.1.7 CIN Master Data _________________________________________________________________ 43 1.1.8 Excise Condition Record ___________________________________________________________ 52

1.2

Request for Quotation (RFQ) ______________________________________55

1.2.1 Use ___________________________________________________________________________ 56 1.2.2 Procedure ______________________________________________________________________ 56 1.2.3 Result _________________________________________________________________________ 61 1.2.4 Example________________________________________________________________________ 61

1.3

Message output: RFQ____________________________________________61

1.3.1 Use ___________________________________________________________________________ 61 1.3.2 Procedure ______________________________________________________________________ 61

1.4

Maintaining Quotation ___________________________________________64

1.4.1 Use ___________________________________________________________________________ 64 1.4.2 Procedure ______________________________________________________________________ 64 1.4.3 Result _________________________________________________________________________ 66 1.4.4 Example________________________________________________________________________ 66

1.5

Price Comparison _______________________________________________66

1.5.1 Use ___________________________________________________________________________ 67 1.5.2 Procedure ______________________________________________________________________ 67 1.5.3 Result _________________________________________________________________________ 68

1.6

Creating Purchase Requisition ____________________________________69

1.6.1 Use ___________________________________________________________________________ 69 1.6.2 Procedure ______________________________________________________________________ 69 1.6.3 Result _________________________________________________________________________ 70 1.6.4 Example________________________________________________________________________ 70

1.7

Release Purchase Requisition_____________________________________70

1.7.1 Procedure ______________________________________________________________________ 70

1.8.

Assign and Process Purchase Requisition __________________________74

1.8.1 Use ______________________________________________________________________________ 74 1.8.2 Procedure ______________________________________________________________________ 74 1.8.3 Result _________________________________________________________________________ 76

1.9

Purchase Order _________________________________________________77

1.9.1 Use ___________________________________________________________________________ 77 1.9.2 Procedure ______________________________________________________________________ 77 1.9.3 Result _________________________________________________________________________ 82 1.9.4 Example________________________________________________________________________ 82

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1.13

Logistics Invoice Verification ____________________________________100

1.13.1 Use __________________________________________________________________________ 100 1.13.2 Procedure _____________________________________________________________________ 100 1.13.3 Result ________________________________________________________________________ 105 1.13.4 Example_______________________________________________________________________ 105

1.14

Returning Delivery _____________________________________________106

1.14.1 Use __________________________________________________________________________ 106 1.14.2 Procedure _____________________________________________________________________ 106 1.14.3 Result ________________________________________________________________________ 113 Return Delivery document created _________________________________________________________ 113 1.14.4 Example_______________________________________________________________________ 113

1.15

Excise Invoice Other Movements _________________________________114

1.15.1 Procedure _____________________________________________________________________ 114 1.15.2 Result ________________________________________________________________________ 116 1.15.3 Example_______________________________________________________________________ 116

1.16

Posting and Printing the Excise Invoice____________________________117

1.16.1 Use __________________________________________________________________________ 117 1.16.2 Prerequisites ___________________________________________________________________ 117 1.16.3 Procedure _____________________________________________________________________ 117 1.16.4 Result ________________________________________________________________________ 120

1.17

Credit Memo __________________________________________________121

1.17.1 Use __________________________________________________________________________ 121 1.17.2 Prerequisites ___________________________________________________________________ 121 1.17.3 Procedure _____________________________________________________________________ 121 1.17.4 Result ________________________________________________________________________ 127 1.17.5 Example_______________________________________________________________________ 127

1.18

Reversals / Cancellation of Invoice or Credit Memo __________________127

1.18.1 Use __________________________________________________________________________ 127 1.18.2 Prerequisites ___________________________________________________________________ 128 1.18.3 Procedure _____________________________________________________________________ 128 1.18.4 Result ________________________________________________________________________ 133 1.18.5 Example_______________________________________________________________________ 133

1.19

Reversals / Cancellation of Goods Receipt (GR) _____________________134

1.19.1 Use __________________________________________________________________________ 134 1.19.2 Prerequisites ___________________________________________________________________ 134 1.19.3 Procedure _____________________________________________________________________ 134 1.19.4 Result ________________________________________________________________________ 139 1.19.5 Example_______________________________________________________________________ 139

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1.20.1 Purpose _______________________________________________________________________ 140 1.20.2 Prerequisites ___________________________________________________________________ 140 1.20.3 Procedure _____________________________________________________________________ 140 1.20.4 Result ________________________________________________________________________ 144 1.20.5 Example_______________________________________________________________________ 144

1.21

Canceling Excise Invoices _______________________________________145

1.21.1 Purpose _______________________________________________________________________ 145 1.21.2 Prerequisites ___________________________________________________________________ 145 1.21.3 Procedure _____________________________________________________________________ 145 1.21.4 Result ________________________________________________________________________ 150 1.21.5 Example_______________________________________________________________________ 150

2

Procurement of Imported Materials – Business Process Procedure________________________ 151

2.1 Procurement of Imported Materials _________________________________151

2.1.1 Purpose__________________________________________________________________________ 151 2.1.2 Prerequisites ___________________________________________________________________ 151

2.2 Creating Purchase Order __________________________________________152

2.2.1 Use _____________________________________________________________________________ 152 2.2.2 Prerequisites ___________________________________________________________________ 152 2.2.3 Procedure _____________________________________________________________________ 152 2.2.4 Result ________________________________________________________________________ 158 2.2.5 Example_______________________________________________________________________ 158

2.3

Release Purchase Order ________________________________________159

2.3.1 Procedure _____________________________________________________________________ 159

2.4

Message Output _______________________________________________162

2.4.1 Use __________________________________________________________________________ 162 2.4.2 Procedure _____________________________________________________________________ 162

2.5

CAPTURING BILL OF ENTRY ____________________________________163

2.5.1 Use __________________________________________________________________________ 163 2.5.2 Procedure _____________________________________________________________________ 164 2.5.3 Result ________________________________________________________________________ 171 2.5.4 Example_______________________________________________________________________ 171

2.6

Goods Receipt for Imported Purchase Order _______________________172

2.6.1 Use __________________________________________________________________________ 172 2.6.2 Procedure _____________________________________________________________________ 172 2.6.3 Result ________________________________________________________________________ 183 2.6.4 Example_______________________________________________________________________ 183

2.7

Logistics Invoice Verification for the Materials ______________________184

2.7.1 Use __________________________________________________________________________ 184 2.7.2 Procedure _____________________________________________________________________ 184 2.7.3 Result ________________________________________________________________________ 190 2.7.4 Example_______________________________________________________________________ 190

3

Procurement of Subcontracting Materials – Business Process Procedure __________________ 190

3.1

Procurement of Subcontracting Materials __________________________191

3.1.1 Purpose _______________________________________________________________________ 191 3.1.2 Prerequisites ___________________________________________________________________ 191

3.2

Creation of Subcontracting Purchase Order ________________________191

3.2.1 Use __________________________________________________________________________ 191 3.2.2 Prerequisites ___________________________________________________________________ 192

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3.5

Creation of Subcontracting Challan _______________________________202

3.5.1 Use __________________________________________________________________________ 202 3.5.2 Prerequisites ___________________________________________________________________ 202 3.5.3 Procedure _____________________________________________________________________ 202 3.5.4 Result ________________________________________________________________________ 204 3.5.5 Example_______________________________________________________________________ 204

3.6 Printing of Subcontracting Challan ________________________________205

3.6.1 Use _____________________________________________________________________________ 205 3.6.2 Procedure _____________________________________________________________________ 205

3.7

Goods Receipt for Purchase Order________________________________208

3.7.1 Use __________________________________________________________________________ 208 3.7.2 Prerequisites ___________________________________________________________________ 208 3.7.3 Procedure _____________________________________________________________________ 208 3.7.4 Result ________________________________________________________________________ 217 3.7.5 Example_______________________________________________________________________ 217

3.8

Reconciling Subcontracting Challan ______________________________218

3.8.1 Use __________________________________________________________________________ 218 3.8.2 Procedure _____________________________________________________________________ 218 3.8.3 Result ________________________________________________________________________ 220 3.8.4 Example_______________________________________________________________________ 220

3.9

Completing/Reversal/Re-credit Subcontracting Challan ______________220

3.9.1 Use __________________________________________________________________________ 220 3.9.2 Procedure _____________________________________________________________________ 221 3.9.3 Result ________________________________________________________________________ 221 3.9.4 Example_______________________________________________________________________ 222

3.10

Logistics Invoice Verification for Subcontracting Material ____________222

3.10.1 Use __________________________________________________________________________ 222 3.10.2 Procedure _____________________________________________________________________ 222 3.10.3 Result ________________________________________________________________________ 226 3.10.4 Example_______________________________________________________________________ 226

5.

Procurement of External Services: Business Process Procedure ________________________ 227

5.1

Procurement of External Services – Procurement Process ____________227

5.1.1 Purpose _______________________________________________________________________ 227 5.1.2 Prerequisites ___________________________________________________________________ 227

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5.2.3 Result ________________________________________________________________________ 230

5.3

Creating Purchase Requisition ___________________________________231

5.3.1 Use __________________________________________________________________________ 231 5.3.2 Procedure _____________________________________________________________________ 231 5.3.3 Result ________________________________________________________________________ 235 5.3.4 Example_______________________________________________________________________ 235

5.4

Assign and Process Purchase Requisition _________________________236

5.4.1 Use __________________________________________________________________________ 236 5.4.2 Procedure _____________________________________________________________________ 236 5.4.3 Result ________________________________________________________________________ 239

5.6 Purchase Order__________________________________________________239

5.6.1 Use _____________________________________________________________________________ 239 5.6.2 Prerequisites ___________________________________________________________________ 240 5.6.3 Procedure _____________________________________________________________________ 240 5.6.4 Result ________________________________________________________________________ 242 5.6.5 Example_______________________________________________________________________ 243

5.7

For Releasing Purchase Order Refer User Manual of Stock Procurement 243

5.8

Message Output _______________________________________________243

5.8.1 Use __________________________________________________________________________ 243 5.8.2 Procedure _____________________________________________________________________ 243

5.9

Creation and Acceptance of Service Entry Sheet ____________________245

5.9.1 Use __________________________________________________________________________ 245 5.9.2 Procedure _____________________________________________________________________ 246 5.9.3 Result ________________________________________________________________________ 256 5.9.4 Example_______________________________________________________________________ 256

5.10

Logistics Invoice Verification ____________________________________257

5.10.1 Use __________________________________________________________________________ 257 5.10.2 Procedure _____________________________________________________________________ 257 5.10.3 Result ________________________________________________________________________ 261 5.10.4 Example_______________________________________________________________________ 261

6

Asset Procurement – Business Process Procedure. _____________________________________ 261

6.1

Purchase Order ________________________________________________261

6.1.1 Use __________________________________________________________________________ 261 6.1.2 Procedure _____________________________________________________________________ 262 6.1.3 Result ________________________________________________________________________ 266

6.2

Release of Purchase Order ______________________________________266

6.2.1 Procedure _____________________________________________________________________ 266

6.3

Goods Receipt for Purchase Order________________________________266

6.3.2 Use __________________________________________________________________________ 266 6.3.3 Prerequisites ___________________________________________________________________ 266 6.3.4 Procedure _____________________________________________________________________ 266 6.2.3 Result ________________________________________________________________________ 269

6.4

Post Excise Invoice ____________________________________________269

6.4.1 Procedure ________________________________________________________________________ 269 6.4.2 Result ___________________________________________________________________________ 271

6.5

Logistics Invoice Verification ____________________________________272

6.5.1 Use __________________________________________________________________________ 272 6.5.2 Procedure _____________________________________________________________________ 272

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7.3

Excise Register Updation________________________________________________________ 280

7.3Updation of RG1 Register __________________________________________280

7.3.1 Use __________________________________________________________________________ 280 7.3.2 Prerequisites ___________________________________________________________________ 280 7.3.3 Procedure _____________________________________________________________________ 280 7.3.4 Result ________________________________________________________________________ 287

7.4

RG1 Register Extraction_________________________________________288

7.4.1 Use __________________________________________________________________________ 288 7.4.2 Prerequisites ___________________________________________________________________ 288 7.4.3 Procedure _____________________________________________________________________ 288 7.4.4 Result ________________________________________________________________________ 291

7.5

RG1 Register Print Utility ________________________________________292

7.5.1 Use __________________________________________________________________________ 292 7.5.2 Prerequisites ___________________________________________________________________ 292 7.5.3 Procedure _____________________________________________________________________ 292 7.5.4 Result ________________________________________________________________________ 295

8.

PLA Register Extraction ________________________________________________________ 295

8.1

PLA Register Extraction_________________________________________295

8.1.1 Use __________________________________________________________________________ 295 8.1.2 Prerequisites ___________________________________________________________________ 295 8.1.3 Procedure _____________________________________________________________________ 295 8.1.4 Result ________________________________________________________________________ 298

8.2

PLA Register Print Utility ________________________________________298

8.2.1 Use __________________________________________________________________________ 298 8.2.2 Prerequisites ___________________________________________________________________ 298 8.2.3 Procedure _____________________________________________________________________ 298 8.2.4 Result ________________________________________________________________________ 300

9. Reports _________________________________________________________________________ 300

7.1

Purchasing ___________________________________________________300

7.1.1 Purchasing Documents per Vendor (ME2L) ___________________________________________ 300 7.1.2 Purchasing Documents per Material (ME2M) __________________________________________ 302 7.1.3 Source List for Material (ME0M) ____________________________________________________ 303 7.1.4 Purchase Info Record per Material (ME1M) ___________________________________________ 303 7.1.5 Purchasing Values(MC$G) ________________________________________________________ 304

9.2

Inventory _____________________________________________________307

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9.3.3 Stock on Posting Date (MB5B) ________________________________________________________ 310 9.3.4 Stock Overview (MMBE)_____________________________________________________________ 313 9.3.5 Stock in Transit (MB5T) _____________________________________________________________ 314 9.3.6 Slow Moving Items (MC46)___________________________________________________________ 315

Icons Icon Meaning Caution Example Note Recommendation Syntax Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field

(used in the end-user procedures)

C Conditional field

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1. Material Master Record 2. Vendor Master Record

3. Purchase Info Record (Optional) 4. Source List (Optional)

5. CIN Master Data

6. Excise Condition Record (if Tax applicable for the Vendor-Material Combination)

1.1.3 Material Master Record

Menu Path Logistics  Materials Management  Material Master  Material  Create (General) T Code

MM01 – Create MM02 – Change MM03 – Display

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Press Enter to see the pop-up window.

Enter the Industry Sector Enter the Material Type Internal Number

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Press Enter to input the details of the Material.

1.1.3.1 Basic Data Views

Enter the Material Description

Enter the Unit of Measure and material Group Enter the division if Stock Transfer will happen for this material

Blocking for Procurement or BOM enter here

Enter the Gross and Net Weight for the Finished Goods

Enter here if the material is returnable packing as VERP and non returnable packing as LEIH

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Press Additional Data to maintain the Alternate Unit of Measures (for e.g. 1000G= 20Nos for the Semi finished goods)

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1.1.3.2 Purchasing Views

If the Ordering Unit is other than the Base UoM, enter the Unit and make VAR. OUn as 1

Enter the Purchasing Value Key as G1 (5% Delivery Tolerance) or G2 (10% Delivery Tolerance)

Enter the Purchasing Group – Person/Group responsible to procure this material

Select if QM is not active and want to post to Inspection Stock (Mainly used for Spares)

Source list should be maintained for this material select the box.

Enter the No. of Days required for GR Processing once the material is arrived at factory.

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Enter the PO Text normally specification is maintained

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Enter the appropriate MRP Type)

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Enter the appropriate Valuation Class (Various Valuation Classes given below)

If Price Control is V enter the Moving Average price, S enter the Standard Price

Enter the Price Control as V-Moving Average and S-Standard

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1.1.3.6 Costing Views

After entering all the details, press to save the Material.

Enter Respective Profit Centre of Plant/Depot

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Press Enter to input the details of the vendor. Vendor Account Groups:

VDOM Domestic Vendors VIMP Import Vendors VSRV Service Vendors

Vendor Number to be put manually Enter Company Code

Enter Account Group (Various Group given below)

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Enter all the details in the respective fields

Excise Indicator for Vendor as 1 – 100% Taxable

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Enter whether this vendor is approved or on Probation

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Reconciliation Accounts:

Enter the appropriate Reconciliation Accounts (Various Accounts given below)

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1.1.4.3 Purchasing Data

Schema group, Vendor: DM Domestic Schema IM Import Schema

Enter the Order Currency, Terms of Payment and Incoterms

Enter the appropriate Schema group, Vendor (Various groups given below)

1. Select GR-based Inv. Verf if Invoice verification is done after GR

2.. Select the Srv-based Inv. Verf if Invoice Verification is done after Service Entry sheet.

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Press to save the Vendor master and the no is generated automatically.

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Menu Path SAP Easy Access  Logistics  Materials Management  Purchasing  Master Data  Info Record  Create

T Code

ME11 – Create ME12 – Change ME13 - Display

You use this component if you wish to store information on a vendor and a material as master data at purchasing organization or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment).

Press enter the details in the Purchasing Info Record. Enter the Info Category as

1. Standard – For normal Procurement (Domestic, Import, etc) 2. Sub-Contracting – For Sub-Contracting

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If the message is displayed like this, intimate the Quality Person to maintain the QM Info Record (TCode: QI01)

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It is defaulted from the Material Master but change for this Vendor-Material combination if different.

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It is defaulted from the Material Master but change for this Vendor-Material combination if different.

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1.1.5.1 Result

Purchasing Info Record is created

1.1.5.2 Example

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1.1.6 Source List

Menu Path SAP Easy Access  Logistics  Materials Management  Purchasing  Master Data  Source List  Maintain

T Code

ME01 – Maintain ME03 – Display ME04 - Changes

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Result: Source List changed. Maintain the Validity Period till until which you will procure this material from this vendor

Enter the Vendor and Purchasing Organisation

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1.1.7 CIN Master Data

Menu Path J1ILN  SAP Menu  Indirect Taxes  Master Data  Excise Rate Maintenance

T Code J1ID

1.1.7.1 Chapter IDs

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Press to save the data.

Enter the Chapter ID

Enter the Description as per law

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Select Material and Chapter ID Combination and Press

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Press to save the data.

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Either you can maintain here or else in Vendor Master.

Select the Vendor Excise Details

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Press to save the data.

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Select Excise Indicator for Plant and Press

Select the Excise Indicator for Plant

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Press to save the data.

1.1.8 Excise Condition Record

1.1.8.1 Use

When you enter a purchasing document, for example, a purchase order, the R/3 System automatically calculates the applicable excise duties using the condition technique.

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1.1.8.2 Procedure

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

SAP R/3 menu No Menu path available for this transaction

Transaction code FV11

2. Enter the appropriate Condition type (various condition types given in next page) and maintain the respective values.

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For Raw Material / Packing Material maintain the Plant/Vendor/Material Combination. For Service Tax /Assets maintain the Plant/Material Group Combination.

.

Various combinations to maintain the condition record

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3. Press Ctrl+S or 4.

1.1.8.3 Result

Condition records saved.

1.2 Request for Quotation (RFQ)

Enter the Plant and Vendor

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2. RFQ can be created with reference to Purchase Requisition, Outline Agreement (Contract) and another RFQ. 3. On the Create RFQ: Initial Screen, make the following entries:

1. Enter the RFQ type as “AN” 2. Enter the Quotation Deadline 3. Enter Purch. Organisation as 1101 4. Enter the respective Purchasing group

Press this button to enter the Collective No and Vendor Reference

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4. Choose (header details icon) on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below:

Enter the Submission date

Enter the appropriate Item category for Sub-Contracting & Service

1. Enter the Material No 2. Enter the RFQ Quantity 3. Enter the Deliv. Date

4. Enter the Plant if it is Plant specific

Press this button to enter the vendor code for which it has to be sent?

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5. Choose (vendor address button) on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified below:

Enter the Your Reference if any reference given by the vendor

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6. Press to Save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined above.

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1.2.3 Result

RFQ created

Similarly create for other vendor in the same screen and various RFQ Nos will be generated

1.2.4 Example

RFQ created under the number 6000000000.

1.3 Message output: RFQ

1.3.1 Use

A RFQ needs to be printed for transmitting to vendor. This transaction is optional for the process.

1.3.2 Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing 

RFQ/Quotation  Request for Quotation  Messages 

Print/Transmit

Transaction code ME9A

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Select the check box For Printout click this button which will create Spool Request.

For Direct Printout click this button For Print Preview

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

SAP R/3 menu Logistics  Materials Management  Purchasing 

RFQ/quotation  Quotation  Maintain

Transaction code ME47

2. On the Maintain Quotation: Initial Screen, make the following entries:

3. Choose the Enter key, or choose green Enter icon to proceed.

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6. Once all necessary header data has been maintained, the user can then enter the price information in one of two fashions:

a. Enter the price in the Net Price field on the Maintain Quotation: Item Overview screen by Choosing overview icon on toolbar.

b. To enter more detailed information in addition to the net price, select the line item and choose the Item Details icon. Choose the green Back arrow to return to the ‘Overview’ screen once data has been maintained.

i. A vendor’s quoted price can be entered in one of two ways. 1. Press to select the line

2. Press to enter the conditions

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7. Once all quotation information has been successfully entered, save the data by Choosing on the Save button, or Choose the <Ctrl + S> keys. A message will be displayed that the data has been saved.

1.4.3 Result

Quotation is maintained.

Maintain the same for other RFQs.

1.4.4 Example

Quotation for RFQ 6000000000 maintained.

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1.5.1 Use

Required to compare prices from all quotations received as a result of a competitive bidding process. This transaction is optional for the process.

1.5.2 Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing 

RFQ/Quotation  Quotation  Price Comparison

Transaction code ME49

2. On the Price Comparison List screen, make the following entries:

a. Choose the comparison values to be used:

i. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation.

ii. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation.

iii. Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following:

+: The highest value for each item is the 100% value -: The lowest value for each item is the 100% value _: The mean value for each item is the 100% value b. Select the desired price computations:

Parameters included for Comparison Enter the Purchasing Organisation

Enter the Quotations to be compared or the Collective RFQ

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5. To view any of the following information for a particular quote included in the comparison, Choose the RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar:

6. Display Material: Allows the user to view the purchasing data in the material master record. 7. Display Vendor: Allows the user to view the vendor master record.

8. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list.

9. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action. 10. To exit the transaction, choose the green Back arrow, the yellow Exit arrow, or Choose the F3 button.

1.5.3 Result

Rank is generated automatically Mean and Effective Price is highlighted

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1.6 Creating Purchase Requisition

1.6.1 Use

A Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required. Generally it is created automatically for Raw materials and Packing Materials through MRP Run and Spares and Service related to Plant

Maintenance Purchase Requisition is generated automatically from Plant maintenance Order. This transaction is optional for the process.

1.6.2 Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Requisition  Create

Transaction code ME51N

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Press or Ctrl+S to Save the Purchase Requisition.

1.6.3 Result

1.6.4 Example

Purchase requisition number 0010000000 created.

1.7 Release Purchase Requisition

1.7.1 Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Enter Material No. Enter required Quantity

Enter the Desired Vendor if Vendor is known to the person who is creating PR

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Transaction code ME51N

Click Other Purchase Requisition

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Click This Icon to Release PR

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schedules under scheduling agreements.

Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Requisition  Follow-On Functions Assign and Process

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3. The assignment of sources to and further processing of purchase requisitions are two distinct functions. You can choose whether you wish to perform the functions in two separate steps or in just one.

4. Below are the Selection Parameters to restrict the process of PO from PR

5. Press or F8 to enter into the next screen.

1. Enter the appropriate Purchasing Group

2. Enter the Scope of List as B1 for PR generated through MRP Run and A for remaining PR

3. Enter the appropriate Plant

1. Select the Assigned Purchase Requisition (For Spares PR normally the End User may have entered the Vendor in the PR) 2. Select the appropriate Check boxes for Processing the PR

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6. O is explained in next chapter.

1.8.3 Result

The source is assigned to PR and can be processed for PO. 1. Select the check boxes

required PR which are to be converted in to Pos.

1. Since only one source is assigned in Source list system assigns the source automatically or else if more than one source available a Pop-up window will be coming where one vendor has to be selected.

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1.9 Purchase Order

1.9.1 Use

A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.

This transaction is mandatory for the process.

Please ensure that Purchase Order Value does not exceed specified value and if the purchase order value crosses this limit a release procedure is applied on this purchase order. To release the Purchase Order go to ME28 for collective release and ME29N for individual release.

1.9.2 Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Order  CreateVendor/Supplying Plant Known

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Click the Purchasing Requisitions and Press Adopt

Press this button to view the Tax Calculation

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Check the PO before Saving

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1.9.3 Result

Purchase Order is created.

1.9.4 Example

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1.10. Release Purchase Order

1.10.1. Procedure

Access the transaction choosing one of the following navigation options:

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Order Release Individual Release

Transaction code ME29N

Click Other Purchase Order

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Click This Icon to Release

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1.11Message Output

1.11.1 Use

A Purchase Order needs to be printed for transmitting to vendor.

Procedure

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

SAP R/3 menu Logistics  Materials Management  Purchasing  Purchase

Order  Messages  Print/Transmit

Transaction code ME9F

3. On the Message Output screen, make the following entries

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Choose Output Message and/or Choose Display Message and/or Choose Message Detail and/or Choose Trial Printout.

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1.12 Goods Receipt for Purchase Order

1.12.1 Use

Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.

1.12.2 Prerequisites

Purchase Order

1.12.3 Procedure

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

SAP R/3 menu Logistics  Materials Management  Inventory Management 

Goods Movement  Goods Receipt  For Purchase Order 

PO Number Known

Transaction code MIGO

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

Enter the Purchase Order No and Press Enter

Check for correct movement type whenever doing goods movement

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Whichever material is in Blue those detail will be seen in the Item detail

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Enter the Storage Location in which the material to be placed.

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Select Item Ok and Press Enter and the Excise tab will appear both in Header and Item Level

Enter the Delivery Note details of the vendor

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Document Date

Document Date R Enter document date

Delivery Note in Header O Delivery Number from Vendor

Vendor Vendor R Defaulted from purchase

order

Grayed out

Posting Date Posting date R Enter posting date Bill of lading Bill of lading O Enter bill of lading Header text Header text O Enter header text

Close Header Detail data to enlarge the Detail data. Select Material tab at Detailed Data.

Material Material tab R Defaulted from Purchase Order

Grayed out

Select Quantity tab in Detail data. Qty in unit of

entry

Quantity in unit of entry

R Enter the quantity you have received from vendor. As a default system will give purchase order quantity

Quantity defaulted from Purchase Order Qty in delivery note Quantity in delivery note

O Enter the quantity as per vendor delivery challan

Select Where tab in Detail data. Movement

type

Movement type R Defaulted from header screen

Stock type Stock type R Defaulted from material master or purchase order

Plant Plant R Defaulted from purchase

order 1000 Storage

location

Storage location R Defaulted from purchase order if entered

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Unloading point

Unloading point O

Text Text O Enter the text if required

Select Purchase Order tab in Detail data. Purchase

Order

Purchase Order R Defaulted from header data Grayed out

Del. completed ind. Delivery completion indicator O Defaulted by system if PO Qty = GR Qty

Select Partner tab in Detail data.

Vendor Vendor name O Grayed out

For this material batch management is not active. Just for reference purpose the following data is given.

Select Batch tab in Detail data.

This tab will come only if material is managed in batches.

Proceed with the following steps if material is batch managed only. Batch Batch number R Enter batch number as date

for batch managed materials

Vendor batch Vendor batch O Enter vendor batch number for reference

5. Select the Check box Item OK, after entering all the data.

You will get Excise Invoice tab at Header Data for capturing vendor excise invoice details and for posting Part I and Part II.

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Field name Description R/O/C User action and values Comment

Capture & Post Excise invoice

Capture & Post Excise Invoice on Excise Action

R Choose Capture & Post Excise Invoice from drop down list

Defaulted

Excise Group Excise Group R Defaulted by the system Excise

Invoice

Excise invoice R Enter the vendor Excise Invoice number

For example: D013

Excise Inv. Date

Excise Invoice Date R Enter the excise invoice date of vendor

BED Basic Excise Duty R Defaulted from purchase order

Grayed out

AED Additional Excise Duty R Defaulted form purchase order

Grayed out

SED Special Excise Duty R Defaulted from purchase order

Grayed out

NCCD NCCD R Defaulted from purchase

order

Grayed out

ECS Education Cess R Defaulted from purchase Grayed out System defaults the Excise Duty (BED & ECS) and in case

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MRP Indicator

MRP Indicator O Tick the check box

Note: If the Base Price in PO is the inclusive of both the Material Cost and Excise Value choose the check box

Close Header Detail data to enlarge the Detail data. Select Excise Item tab at Detailed Data (at the last).

Chapter ID Chapter ID of material R Defaulted by the system No action required EI Quantity Excise Invoice

Quantity

R Defaulted by the system from Goods Receipt quantity

Base Value Base value of material R Defaulted by the system BED Basic Excise Duty R Defaulted by the system AED Additional Excise Duty O Defaulted by the system

NCCD NCCD O Defaulted by the system

SED Special Excise Duty O Defaulted by the system

ECS Education Cess O Defaulted by the system

Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.

6. Choose Check at the top of screen. 7. Choose Post to post the document.

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1.12.4 Result

Material document 5000000009 posted

1.12.5 Example

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SAP R/3 menu Logistics  Materials Management  Logistics invoice

Verification  Document Entry  Enter Invoice

Transaction code MIRO

2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.

3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:

Enter Invoice Date

Change Defaulted V0 Tax code and tick Calculate tax tab

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If Part II entry is not done then system will not allow you to POST Invoice

Unless and until you post part2 system will not allow invoice verification

Field name Description R / O / C User action and values Comment

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USERMANUAL

Posting date Posting Date R Enter the posting date of document

System will give current date as default

Amount Invoice Amount R Enter invoice gross amount including taxes and duties 299,960.20

Amount mentioned is only an example Currency R Enter the currency in which

the bill is presented by vendor, if not entered by user system will default the document currency from purchase order

INR Calculate tax Check box calculate

tax

O Check this tick box, system will calculate tax amount

Tax code R Select the tax code from

drop down list V1

Bus.place/se ctn

Business place or section code

R Enter section code if Tax deduction for source is active for this vendor

Leave blank for this process

Text Text O Enter text if required for

reference

Payment tab Payment tab R Select payment details tab BaselineDt Base line date for

payment

R Enter the base line date for payment

Will be defaulted if payment terms entered in PO Pmnt terms Payment terms O Payment terms of

document, if entered will be defaulted from purchase order

Due on Payment due on O Will be calculated by system

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Discount Cash discount O Enter if cash discount is offered by vendor Hide Header data for getting full screen of items if required.

Purchase order / Schedule Agreement

R Select Purchase order / Schedule Agreement in the reference document category from drop down list

Defaulted for user

Purchase order number

R Enter the first purchase order number generated above

Goods / service items R Select Goods / Service items in indicator from drop down list

Defaulted

Layout Layout of invoice verification

R Select All information from drop down list

Choose Enter 4. Choose Enter to complete the document feeding part.

5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.

Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color. 6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of

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1.13.3 Result

Logistics Invoice verification document is posted.

1.13.4 Example

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used only without QM process materials.

This transaction is used basically when purchased material is needs to be sent back to vendor because of various reasons like poor quality, incomplete items, damaged etc.

b)

Bore proceeding with return delivery to vendor please ensure that sufficient stock is available in storage location and if batch managed in particular batch stocks also. Other wise system will give error message.

Before doing Return Delivery to vendor, check if you have already done Invoice Verification to that Goods Receipt. If you have already done invoice verification please raise Credit Memo to the extent of Returns quantity and then proceed with this process. Other wise system will give an error message.

How to create Credit Memo transaction is explained in the chapter mentioned 1.17 below.

1.14.2 Procedure

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

SAP R/3 menu Logistics  Materials Management  Inventory Management 

Goods Movement  Goods Receipt  For Purchase Order 

PO Number Known

Transaction code MIGO

2. Select Return Delivery from drop down list to make Return Delivery to vendor.

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Field name Description R / O / C User action and values Comment

Return Delivery

Return Delivery R You have already selected in above step 2

Material Document

Material Document number

R Select from drop down list 5000000189

Enter the material document number which you have made at the time of Goods Receipt for purchase order

Enter

Document Date

Document Date R Enter document date

Delivery Note in Header O Delivery Number. Will be defaulted if you have already entered in original document

Posting Date Posting date R Enter posting date Enter the appropriate Reason for Movement

Select Blocked Stock to Return the rejected Material

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Bill of lading Bill of lading O Enter bill of lading. Header text Header text O Enter header text

Via Delivery Via Delivery R Tick the check box

Close Header Detail data to enlarge the Detail data. Select Material tab at Detailed Data.

Material Material tab R Defaulted from Purchase Order Grayed out Select Quantity tab in Detail data. Qty in unit of entry Quantity in unit of entry

R Enter the quantity you want to return to vendor. As a default system will give original Goods Receipt quantity

5000

You can not return more than what you have in stock

Qty in delivery note

Quantity in delivery note

O Enter the quantity 100000 Select Where tab in Detail data. Movement type

Movement type R Defaulted by the system with 122 movement Stock type Stock type R Enter stock type from drop

down list

Plant Plant R Defaulted from original

Goods Receipt 1000

Grayed out

Storage location

Storage location R Enter the store location from which you want to return to vendor Goods

Recipient

Goods Recipient O Enter the name of person who received goods Unloading

point

Unloading point O

Reason for Movement

Reason for Movement R Select from the drop down list the reason for this movement of material 0001

Text Text O Enter the text if required

Select Purchase Order tab in Detail data. Purchase

Order

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Proceed with the following steps if material is batch managed only.

Batch Batch number R Enter batch number if

externally maintained by you or system will allocate batch number

Vendor batch Vendor batch O Enter vendor batch number for reference

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Field name Description R / O / C User action and values Comment

Select Create Excise Invoice

Select Create Excise Invoice

R Choose Create Excise Invoice from drop down list

Select from drop down list

Excise Group Excise Group R Defaulted by the system Series Group Excise Series group R Defaulted by the system Removal time Removal time of

goods

R System defaults current time, change if required BED Basic Excise Duty R Defaulted from purchase

order

Grayed out

AED Additional Excise Duty R Defaulted form purchase order

Grayed out

SED Special Excise Duty R Defaulted from purchase order

Grayed out

Close Header Detail data to enlarge the Detail data. Select Excise Item tab at Detailed Data (at the last).

Chapter ID Chapter ID of material R Defaulted by the system No action required

Enter the Sub type as PR for Vendor Returns

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Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.

4. Choose Check at the top of screen. 5. Choose Post to post the document.

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1.14.3 Result

Return Delivery document created

1.14.4 Example

Return Delivery Document No. 50000000011 created.

Note: Excise Invoice for Return delivery also will be generated in the back ground for this transaction

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3. Choose Display Excise Invoice icon to start the transaction Enter the Sub type as PR for Vendor Returns

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Field name Description R/O/C User action and values Comment Reference

Doc Number Document Number R Enter the return delivery document number which you have created in above step

0000000126

Doc Year Document year R Enter the year of document created

Example: 2006

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1.15.2 Result

Excise invoice generated is displayed.

1.15.3 Example

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1.16 Posting and Printing the Excise Invoice

1.16.1 Use

Excise Invoice has to be printed and sent along with the material. This is legal requirement in India.

1.16.2 Prerequisites

Excise Invoice Document is generated and posted.

1.16.3 Procedure

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

SAP CIN R/3 User menu

Indirect taxes  Sales / Outbound Movements  Excise Invoice

 For Other Movements  Post and Print

Transaction code J1IV

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

3. If the document is not posted in step mentioned above, Choose Release to Accounting to post Financial Accounting document.

This transaction is used to just printing of excise invoice.

4. Follow the steps mentioned below for taking print of Excise Invoice.

Field name Description R / O / C User action and values Comment

Excise internal reference

Select internal excise invoice number from drop down list, you can find it with reference to the Excise Invoice number generated in above step 1100400070 for example with the combination of Excise Group 10 and vendor code 10006.

Document No.

Document Number R Enter the Excise Invoice Document Number generated in above step For example: 127 Document

year

Document Year R Enter the document year 2006

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7. From the list select the excise invoice number by choosing the check box left side of number. 8. To take printout on printer Choose the Printer icon or Choose F8.

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1.16.4 Result

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1.17 Credit Memo

1.17.1 Use

In this process of Logistics Invoice Verification a credit memo is generated on vendor. Please be

careful that during the total process after making logistics invoice verification you have made return delivery to vendor. To recover that money you need to do this credit memo transaction.

1.17.2 Prerequisites

• Logistic Invoice Verification is already made

1.17.3 Procedure

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

SAP R/3 menu Logistics  Materials Management  Logistics invoice

Verification  Document Entry  Enter Invoice

Transaction code MIRO

2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.

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Put the Qty and Price to be returned

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Transaction Credit memo R Select Credit memo from drop down list

Header Data Header data of Invoice R Defaulted by system Basic tab Basic information tab R Select basic information tab

to give initial information Invoice Date Invoice Date R Enter the Vendor invoice

date

Reference Invoice reference O Enter the vendor invoice reference

Posting date Posting Date R Enter the posting date of document

System will give current date as default

Amount Credit memo Amount R Enter invoice (credit memo) gross amount including taxes and duties

Currency R Enter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order

Calculate tax Check box calculate tax

O Check this tick box, system will calculate tax amount

Tax code R Select the tax code from

drop down list Bus.place/se

ctn

Business place or section code

R Enter section code if Tax deduction for source is active for this vendor

Leave blank for this process

Text Text O Enter text if required for

reference

Payment tab Payment tab R Select payment details tab BaselineDt Base line date for

payment

R Enter the base line date for payment

Will be defaulted if payment terms entered in PO Pmnt terms Payment terms O Payment terms of

document, if entered will be defaulted from purchase order

Due on Payment due on O Will be calculated by system

Grayed out

Discount Cash discount O Enter if cash discount is offered by vendor Hide Header data for getting full screen of items if required.

Figure

Updating...

References