MMBB001 - Purchasing

BUSINESS BLUEPRINT DOCUMENT MMBB001
Process Client Doc. Date
Purchasing
Makino Asia
01/08/2012
Project Phase System
Business Blueprint ECC 6.0
Document Control
Version Control Ver. Prepared by 1 Connie Phan 2 3 4 Dated 06/08/2012 Purpose/Project Phase Process Definition Effective Date
Approval Project Role Project Lead Project Manager Process Owner Process Champion Process Champion Process Champion Process Champion Process Champion Name / Designation Alvin Lee Ricky Lai Yap Wai Kuen Catherine Chang Catherine Fok Sean Sheu Prathap Bavi Srinivasa Toh Eng Toon Signature Date
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Purchasing
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1. Requirements / Expectations
1.1. Master Data 1.1.1. Procurement from a single vendor may be carried out in more than one currency. To be able to capture for the same vendor, different materials, the price in different currencies. 1.1.2.For one material, to be able to buy from different vendors in different currencies. 1.1.3.For common parts used in production as well as customer service, currently, PIC procures at a price which is different from that by customer service. If customer service is modelled under the same plant as production, to be able to capture for the same material, same vendor, different price. 1.1.4.For some materials, to be able to split requirement quantity to be procured from various sources of supply based on a predefined quota. 1.1.5.To be able to create material master records for commonly procured indirect materials, this is to avoid having to manually enter data in PR/PO, to eliminate typo errors. Prices for such materials are to be kept in Purchasing Info Records. Not all indirect materials need to have material master record created. 1.1.6.To be able to capture the vendors part number in Vendor Cross Reference (PIR). Purchase orders will be created using Makinos part number but the vendors part number must be captured and printed on the POs. 1.1.7.Periodically, a report is executed to show cost savings due to vendors price change, in some cases, price change may be due to change of source of supply. The basis of this comparison is the price captured in the vendor cross reference (VCR). 1.2. Request For Quotation (RFQ) 1.2.1.Quotation to be captured for SET as well as at its components level. The accepted quotation must be saved so that when Engineering makes changes, they are able to run cost evaluation to see the cost impact of their changes. 1.2.2.To be able to transmit RFQ & receive quotation electronically (e.g. using EDI or if vendor does not have EDI, using Adobe Interactive Forms). 1.2.3.RQF to be sent to vendor with attachments such as drawings. 1.2.4.To be able to use vendor evaluation information as decision support for selection of vendor after quotation has been received from vendors. 1.2.5.Selected quotation to be approved by purchasing manager before Vendor Cross Reference (Purchasing Info Record) can be updated and used in purchase orders. (<$1000 2 levels, >$1000 3 levels). 1.3. Purchase Requisition 1.3.1.To be able to update PR price from quotation and if required, subject to another round of approval based on the changed prices. Note: PR updating not required anymore, to solution using release strategy. 1.3.2.PRs created by MRP need may not be subjected to approval.
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1.3.3.PRs created manually for direct materials are to be approved at the document total level; maximum of 2 approval levels is required for direct material PRs & 4 levels for indirect materials. 1.3.4.Currently, there is a budget for each cost center for non-stock purchases. To be able to create budget by G/L account and at the point of PR creation, a year-todate budget statement will be captured in the PR. If budget is exceeded, the approval party will decide if the PR should be approved. 1.3.5. To control such that Purchase Requisitions can only be changed by requestors. Buyers must not change PRs, if any changes are required, should always revert to requestor to make the necessary changes and subject the changed PRs to another round of approval if required. 1.3.6.Multiple purchase requisitions are to be combined and converted into one purchase order to allow for volumetric discounts. 1.4. Purchase Orders (PO) 1.4.1.To be able to capture other than gross price other surcharges such as freight, discounts at PO item level. Discounts at PO header level are also required. 1.4.2.To be able to capture volumetric discounts as well as step discounts for use in purchase orders. 1.4.3.Purchase orders are to be approved at document total level; maximum of 3 approval levels for direct materials, 4 approval levels for indirect materials. 1.4.4.Two levels of PO acknowledgement is required per PO line item, 1st is purely acknowledgement of PO receipt (email); the 2nd is delivery date & quantity confirmation. 1.4.5.In the to-be system, to be able to define multiple delivery dates against 1 PO line item. 1.4.6.Goods receipt for indirect materials must be carried out as valuated GR. Invoice verification is always 3-way match. 1.4.7.To be able to purchase high value fixtures for asset account and depreciated over time. Multiple POs may be raised for one asset, to be able to capitalise into one asset number. Total amount to be depreciated over time. 1.4.8.For procurement of some direct & indirect materials, to be able to make advance payment as well as progressive payment reference to purchase order. 1.4.9.To be able to list all purchase orders that have been invoiced but goods receipt not carried out or not completely carried out. 1.4.10. The vendor might issue only a pro-forma invoice for advance payment. This number might be different when the final invoice is being issued by vendor. To be able to capture this invoice number instead of the pro-forma invoice number. 1.4.11. To be able to run a report on the number of payments made and the amount paid against purchase orders. 1.4.12. Come the stipulated date on the invoicing plan, to be able to change the amount of the progressive payment dependent on cash flow situation. In some cases, may choose not to pay at all. 1.4.13. In the case of foreign currency, if an invoice is entered upfront, exchange diff must be able to be cleared off by the system from the Accrual acct when goods receipt is being carried out.
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1.4.14. To be able to procure components of a SET individually through the normal procurement process and inventories them. 1.4.15. To be able to raise purchase orders to procure additional materials directly for a production order, by-passing warehouse. 1.4.16. There are cases where purchase orders are raised to buy certain products from a vendor but the vendor would deliver the ordered goods incomplete, with some additional work to be done. Makino would receive the goods and complete the work internally without raising any work orders to capture the work done and the cost incurred. To be able to capture cost incurred in such cases. 1.4.17. To be able to download approved purchase orders into CSV format and transmit to Makino Japan. 1.4.18. In the event of scraps due to vendor's fault, to be able to return defective parts to vendor using a Return PO as long as the original PO has already been invoiced. In such cases, since the demand is still valid, to be able to reflect that the quantity returned will still be supplied (replaced) by the vendor. 1.4.19. When procuring SETs, must be able to capture BOM details on purchase orders so that vendor can see the details of the SETs to be procured. To look into how standard revision can be used to avoid having to create a new item master and a new BOM every time a change affecting SET is made. Also, to look into how the revision numbers of the SET & its details can be captured in purchase orders, and also how existing open purchase orders can be traced and changed to buy the SET with the new component instead of the original component. Change of Requirement (27/7/12) No need to explode SET BOM on PO, BOM details sent as attachment is good enough. 1.4.20. To indicate in the PO line item that the item master is having a FAI (First Article Inspection) and to capture this information on PO output form so that vendor is informed of such requirement. QIR (Quality Information Record) to be updated by purchasing department based on the requirement 1.4.21. To have a report of all the PO which are overdue by 3 months to be send / forwarded to respective vendors/ departments for expediting. 1.4.22. For replenishment through external procurement, to look at how scheduling agreement can be used with Kanban to handle the supply of bulky materials directly to the shop floor by vendor, taking into consideration the shop floor space constraints (parking lots). 1.4.23. For bulky materials, to raise purchase orders without delivery dates, only trigger delivery when space is available in shop floor. 1.5. Sub-Contracting (From Inventory) 1.5.1.To be able to handle the procurement of MTCs from a supplier with components supplied by Makino. 1.5.2.For sub-contracting, system generated delivery note to be printed for the delivery of components to the vendors. 1.5.3.For the processing of MTCs, to be able to handle the process of MTC supplier buying one of the components from Makino.
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1.5.4.Besides components to be provided to sub-con vendor for services, to be able to capture other components which are provided by the sub-con vendor in the BOM, purely for information only. The PO price for sub-contracting will already include the price of the components provided by the sub-con vendor. 1.5.5.On the delivery note for component delivery, to print the BOM level below component provided to vendor. 1.5.6.Some components provided to sub-con vendors are serialised. To be able to capture the same serial number on the processed part (different part number from that of the component) so as to have serial number traceability (where-use, wherefrom). This scenario is applicable in Buy-to-Stock only. 1.6. External Service Procurement 1.6.1.To be able to model painting arrangement for machined parts as well as bought parts and to be able to charge cost of painting to the final produced machine. Painting is priced by machine by model. 1.6.2.To be able to capture the cost of painting at machine model level in some form of master data or document, to be used as a reference whenever painting services is incurred and payment has to be made. 1.6.3.To be able to capture procurement of painting services as a logistic process, with corresponding GR and IR processes. 1.6.4.Other than painting the standard parts of a machine, if special options are selected by customers, painting may also be required for the selected options. The standard rate per model for painting does not include the painting of special options. PIC to provide more details on how the vendor charges for the painting of special options, by surface area?
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2. Detailed Explanations
2.1. Overall Process Request For Quotation (RFQ) Reference 1.2
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Purchase Orders Reference 1.4
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Scheduling Agreement Without Kanban
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Scheduling Agreement without Kanban
Note
Scheduling Agreements created for Kanban must be assigned the Kanban storage location. JIT schedule is not required if Kanban is used. Kanban & MRP can be integrated, i.e. dont exclude kanban loc from MRP. But must make sure the schedule lines generated by MRP are only used as preview, not delivery. Delivery is only triggered by kanban container status.
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Sub-Contracting with Components supplied to Vendor Reference 1.5
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External Service Procurement Reference 1.6
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2.2.
Detail explanation
2.2.1. Reference 1.1 (Master Data) All purchasing master data are created for a specific purchasing organization. Purchasing info records are created for material/vendor/purchasing org/plant combination. For each vendor, a default currency code is defined in the vendor master record, but it is possible to create info records for the same vendor, different material using different currency. As such, it is possible to capture for different materials, from the same vendor, in different currencies and for one material, to be able to buy from different vendors in different currencies. In the event the same material from the same vendor is required for the same plant, but priced differently, a purchasing info record can be created using a different purchasing organisation.
To prevent over dependency on a single source of supply, quota arrangement can be used. The system will automatically determine the source of supply to award the request to base on quota rating calculated taking into consideration the cumulated allocated quantity to each source of supply. However, it is also possible for planning run to automatically split the requirement quantity across the several sources of supply based on a predefined quota.
Direct materials (inventoried) as well as indirect materials (non-inventoried) can be procured using the various purchasing document in SAP. For direct materials, material master records must be created with the relevant views. However, for indirect materials, it is possible to create purchasing document without material master records. In the purchasing document, the description, the unit of measure, material groups etc. info must be specified each time such materials are to be purchased. If such items are to be procured repeatedly, it is recommended that a material master record (with a non-stock material type) be created to capture all relevant info. Such materials will be not be inventoried even though the material master record exist.
2.2.2. Reference 1.2 (RFQ) RFQs can be created manually or created reference to PRs. Info captured in RFQ includes the materials/services required, quantity required and delivery dates. Additional information may be specified in the form of text or attachments. Selected vendors will be invited to participate in the bidding exercise and upon these vendors submitting their quotations with other relevant conditions; selection will be carried out, not just base on cost, but also taking into consideration other factors (vendor evaluation info). The selected quotation will be subjected to approval before the quoted price gets updated into purchasing info records and used in subsequent purchases. In SAP, approval of quotation can be defined using release strategy, up to maximum of 8 approval levels can be defined. Note: For attachments (linked documents) to be transmitted electronically to vendors, to consider the volume & size. The number of attachments & the size of file may be very big, thus, may not be practical to transmit electronically. To take this into consideration if electronic transmission is required.
In Makino, RFQs can be used for getting quotations from vendors for materials which may or may not be SETs. It is a requirement in Makino for SET components prices to be
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captured so as to allow R&D to carry out cost evaluation in the event engineering changes are to be made. If SET materials are to be quoted for, RFQs will be created for the SET as well as for the components of the SET. Exploding BOM for purchased parts is not a standard function in SAP, an enhancement is required. When the quotation is received from vendor, the selected quotation will be subjected to approval and the price for the SET as well as its components will then be updated into purchasing info record. For R&D to carry out cost evaluation, a special costing run will have to be carried out using a costing variant that reads the material price from purchasing info records. The result of this costing run will not affect the valuation of inventory; this is purely for evaluation purpose. Please refer to processes in Costing Module for more info.
Upon receiving quotations from vendors, if quoted price is less than PR price, the PRs can be converted to PO but if the quoted price is more than the PR price, the PRs will be returned to the requestors for amendments. This scenario of go-ahead for conversion of PRs or to reject PRs can be solutioned by defining a final release level in the release strategy. The buyers will set the final release codes for the PRs that are to be converted to PO or reject PRs if quoted price is higher than that in PRs. Requesters will amend the PRs and the changed PRs will then be subjected to another round of approval. Note: Makino to confirm if there is any audit violation for buyers to carry out final release of PR.
2.2.3. Reference 1.3 (Purchase Requisitions) Purchase Requisitions can either be created manually by users or automatically by MPS/MRP run or by production orders (for externally processed operation). PRs created by MRP need may not be subjected to approval but PRs created manually for direct materials are to be approved at the document total level; maximum of 2 approval levels is required & 4 levels for indirect materials. Release strategy can be set up to subject PRs to total release, number of approval levels depending on account assignment, if blank - 2 levels, else, 4 levels.
Currently, there is a budget for each cost center for non-stock purchases. In SAP, it is possible to define a budget by G/L account, however, at the point of PR creation, to carry out budget check and capture a year-to-date budget statement in the PR will only be possible through an enhancement. If budget is exceeded, the approval party will decide if the PR should be approved.
For direct materials, purchase requisitions created must not be changed by buyers, if any changes are required, the PRs should always be reverted to requestors to make the necessary changes. In the case of indirect materials, it is possible that buyers change the price captured in PRs since the original price may just be an estimated price. The changed PRs may be subjected to another round of approval if required. In SAP, authorisation can be set such that only requestor can amend the PR, additionally, buyers may be authorized to change the price for indirect materials PRs and set release code to carry out the final release of PRs.
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2.2.4. Reference 1.4 (Purchase Orders) Purchase Orders can be creating by converting purchase requisitions and in some cases, purchase orders may be created manually. Against each PO line item, there can be 1 or several delivery dates specified. Typically PRs are converted to POs on a 1-to-1 basis so that the link to the PR can be referenced. However, there may be cases that multiple PRs are created for the same material, may or may not be of the same delivery dates, and in order to benefit from volume discounts, the PRs are to be combined into 1 PO line item. In SAP, it is possible to achieve the many-to-1 conversion while keeping the PR reference using transaction ME59 (Create PO automatically via PR), with schedule line indicator marked. Other than volumetric discounts, it is also possible to capture step discounts. (Please refer to slides used in the process walk-thru for purchasing.) For each PO line item, other than capturing the gross price, it is also possible to capture other pricing elements such as freight, custom duty, discount etc. in percentage well as absolute amounts. It is also possible to capture discounts at PO header level if required. Purchase orders can be created to procure materials directly for consumption (e.g. for production orders). Account assignment category in PO line item determines if the item purchased is for inventory (blank acct assignment) or for consumption (specified account assignment). When procuring SETs, it is required that the SET BOM details be sent to the vendor along with the PO. This is so that vendor can see the details of the SETs to be procured. As BOM explosion for purchased items is non-standard in SAP plus the fact that some SETs may consist of hundreds of components, the BOM details can be sent as a purchase order attachment to the vendor. Normally, parts belonging to a SET are not purchased individually, the complete SETs are purchased. However, in special cases (e.g. damages of loose components), components of a SET may be purchased as loose items. As long as material master record is created with relevant purchasing data for the SET components, the normal purchasing process can be used. Purchase orders are to be approved at document total level; maximum of 3 approval levels for direct materials, 4 approval levels for indirect materials. Release strategy can be set up to subject POs to total release, based on account assignment, if blank - 3 approval levels, else, 4 approval levels. Once POs have been finally approved and sent to vendors, two levels of PO acknowledgement is required per PO line item, 1st is purely acknowledgement of PO receipt (email) by vendor; the 2nd is delivery date & quantity confirmation. In SAP, PO line items can be set with confirmation control to include 2 levels of confirmation, 1st being just an acknowledgement of PO receipt & 2nd being a shipping notification which is MRP & GR relevant. Goods receipt carried out for direct materials will always be valuated, in the case of indirect materials, it is possible to carry out GR non-valuated but in Makino, GR for indirect materials will always be carried out as valuated. One or several POs may be created to procure high value fixtures for asset account and, the total amount will be depreciated over time. In SAP, PRs/POs for assets will be raised with account assignment "A- Asset". The asset numbers must have already been created in Asset Management module. In some cases, at the point of PR creation, it is possible that the asset number has yet to be created, thus the PR can be created with Unknown account assignment. However, at the point of PO creation, the asset number must have already been created and used as account assignment. Makino
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team has been informed of this prerequisite. If asset number can only be assigned upon receipt, an alternative would be to buy & receive into inventory first and then issued to asset at a later point in time. For procurement of some direct & indirect materials, advance payment (certain % or even 100%), and in some cases, progressive payment may be required before vendors deliver the ordered goods. Advance payment & progressive payment, amount (absolute amount or %) & date can be captured in PO line item as invoicing plan. When request for payment is received (in the form of profoma invoice), the invoice should be entered into the system reference to purchase orders. Payment run can be carried out as per normal (Db GR/IR Vendor, Cr Bank), and when the goods are received eventually, the goods receipt will be carried out reference to the purchase order (Db Inventory, Cr GR/IR Accrual), Invoice receipt (Db GR/IR, Cr Vendor). The actual invoice number can be updated against the original invoice document in the system. For progressive payment, based on the dates captured on the invoicing plan, a settlement program can be executed to create the account payable item for payment; this can also be carried out using the standard IV transaction. Invoice plan amount can be changed during invoice verification (manual). If invoice amount is more, invoice will be blocked for payment, but at the time of payment after unblocking the total amount, Finance department (AP) can decide how much to pay. The remaining will be an open item for the vendor. If invoice amount is less then invoice amount will not be blocked. Report can be executed to display the number of payments made and the amount paid against purchase orders. There are cases where upon goods receipt of purchased parts from vendors, additional work need to be carried out on the parts before they can be used in production (could be due to minor quality issues that dont warrant a return to vendor). Rework orders can be created to track the process and cost of the rework can also be captured and expensed to cost center(s) or to a specific G/L account.
Scheduling Agreement Other than using purchase orders to procure materials/services, Scheduling Agreements can also be used. Scheduling Agreements are especially useful in cases where the total quantity required over a period of time & price can be determined ahead but delivery dates are to be determined later based on demands that will arise over time. Base on demands along the timeline, planning run can create schedule lines and with that, a forecast schedule can be generated and provided to vendors as a preview, not relevant to delivery. For a shorter interval closer to current date, a JIT schedule, which is delivery relevant can be generated and provided to vendor to trigger delivery. Scheduling agreement can also be used in conjunction with Kanban, and in such cases, delivery will be triggered by kanban status, JIT schedule will not be required.
2.2.5.Reference 1.5 (Sub-Contracting From Inventory) The process of subcontracting can be used for the procurement of parts such as MTCs where components are provided by Makino to vendors for the processing of a higher BOM Level. The vendor may also provide additional components to assemble the material ordered. The price charged by the vendor includes the price of materials the vendor provides and the value-adding services, it does not include the cost of parts provided by Makino. Sub-con purchase orders are created just like normal POs, with item category L. System will either explode BOM of the purchased part if BOM is available or components to be provided may also be specified against the PO line item manually.
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The PO will be sent to the vendor, and meanwhile, the components provided to vendor will be physically picked & delivered to the vendor. Logically, these components delivered to the vendor will be transferred into Sub-con stock. Upon goods receipt of the purchased part (higher level of BOM), the sub-con stock will be drawn down automatically. Procurement of MTCs in Makino will be processed using sub-contracting purchase orders. A BOM will be created to capture the components provided to the vendor for the assembly of MTCs. Besides that, it is also required to capture parts provided by the vendor in the BOM. In SAP, parts provided by vendors can be defined just like any BOM components but the Material Provision indicator must be set for such items indicating that they are provided by vendor. This is required so that MPS/MRP will exclude such items in planning run. For the delivery of components to vendor, outbound delivery will be created for issuing components to vendors. Delivery note can be printed against the outbound delivery. For the processing of MTCs, the vendor also purchases components from Makino; these will be handled as normal sales process in Makino. Some components provided to sub-con vendors are serialised. In order for the serial number of the component to be reflected as the serial number of the assembled part, serial number profile (mandatory serial number for inventory management) is assigned to both the component & the processed part. When the component is received into inventory, serial number will be captured. At the point of transferring the component to the sub-con vendor, serial numbers will be specified for the quantities physically issued to the vendor. When the components have been processed and returned to Makino, at the point of receiving, the processed part will be received with serial numbers (assign manually), the serial number is the same as the serial number of the component. Upon completing the sub-con processes, vendor will invoice Makino; invoice verification will be carried out as per normal (3-way match).
2.2.6.Reference 1.6 (External Service Procurement) Painting for machine parts is done by vendor on an on-going basis but painting services is not priced for individual parts painted, rather it is priced at machine level by model. Currently, no purchasing document is created for painting as it is operationally not feasible. For scheduling purpose, painting operations will be modeled as internal operations in routings of individual parts, to be carried out in a work center SUBP, which is defined as relevant to scheduling but not relevant to costing. Cost for painting will not be captured at the parts level, but added into the final assembly by means of an operation with a unit rate equivalent to that of painting the machine model, thus capturing painting cost into the cost of goods manufactured. The procurement of painting services will be modeled using External Service Procurement in MM. A Service PO (item category D) with account assignment (netting off the amounts charged into production orders of machines) can be created for the whole year capturing the agreed rate for painting per machine model. Based on the number of machines completed, service entry (GR) can be made. When the vendor invoice is received, 3-way invoice match can be carried out, thus invoices verification is linked to logistic processes, not a direct entry in AP. Other than painting the standard parts of a machine, if special options are selected by customers, painting may also be required for the selected options. The standard rate
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per model for painting does not include the painting of special options. Such services may be modeled as a misc. service with an agreed rate by surface area, captured in the service PO along with the normal painting rates per machine model. External service procurement can also be used for procurement of general services, as long as there is a need to receive the services rendered for the purpose of subsequent invoice verification. Service master records can be created to represent type of services to procure. Create service purchase orders, subject to approval and when the services have been carried out, process service entry (GR) and subsequently, carry out invoice verification (3-way match).
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3. System Processes/Functionalities
3.1. Organizational Levels
The structure of an enterprise is represented in the SAP System by the following organizational levels: Client A grouping or combination of legal, organizational, business and/or administrative units with a common purpose. Example: a corporate group. Company code This level represents an independent accounting unit within a client. Each company code has its own balance sheet and its own profit and loss statement. Example: a subsidiary company, member of a corporate group. Plant This represents the operational unit within a company code where buying, selling, production and inventory control is carried out. Example: production facility, branch office . Purchasing organization An organizational unit responsible for procuring materials or services for one or more plants and for negotiating general conditions of purchase with vendors. The purchasing organization assumes legal responsibility for all external purchase transactions. Purchasing group Purchasing organization is further subdivided into purchasing groups (buyer groups), which are responsible for day-to-day buying activities. A purchasing group can also act for several purchasing organizations.
Assignments of Organizational Levels "Plant", "Purchasing Organization", and "Company Code"

Plant - purchasing organization/company code In the SAP system, a plant must be assigned to one or more purchasing organizations. Furthermore, a plant must always be assigned to a company code. Purchasing organization company code A purchasing organization can (but need not) be assigned to a company code. If you do not assign a company code to a purchasing organization, the latter can engage in procurement operations for every company code. A prerequisite for this is that the plant for which procurement is carried out is assigned to the purchasing organization.
3.2. Master Data for Purchasing

MM Purchasing processes the following types of data: Material Master Data
The material master database (often referred to simply as the "material master", comprising all the individual material master records stored in the system) contains descriptions of all materials that an enterprise procures, produces, and keeps in stock. It is the central repository of information on materials (such as inventory levels) for the enterprise.
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Vendor Master Data The vendor master contains information about the vendors that supply goods and/or
services to an enterprise. Vendor master record contains the vendors name and address, as well as data such as currency used for ordering, payment terms, names of important contact persons (sales staff). Since, to the accounts department, vendors are generally creditors (accounts payable), the vendor master record also contains accounting information, such as the relevant control account (reconciliation account) in the general ledger. As such, vendor master records are maintained by both Accounting and Purchasing.
Purchasing Info Record Equivalent to Vendor Cross Reference in Makino. . An info record thus represents a
material-vendor relationship. Captures information such as unit of order, price, vendors part number, discounts, surcharges, maximum order quantity etc. for a specific vendor, specific material at purchasing organization and/or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment).
Source List The source list specifies the possible sources of supply for a material. It shows the time period during which a material may be ordered from a given vendor. Quota Arrangement Quota arrangement specifies which portion of the total requirement of a material over a
certain period is to be assigned to particular vendors on the basis of quotas. 3.3. Purchasing Processes 3.3.1.Purchase Requisition (PR) A purchase requisition is a request or instruction to Purchasing to procure a certain quantity of a material or a service so that it is available at a certain point in time.
A purchase requisition consists of a number of items, for each of which a procurement type is defined. The following procurement types exist:
Standard Subcontracting Consignment Stock transfer External service
An item of a requisition contains the quantity and delivery date of the material to be supplied or the quantity of the service to be performed. For items to be supplied by subcontractors, you can specify the necessary input materials or components that are to be provided to the subcontractor for assembly or processing in respect of each delivery date stipulated.
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3.3.2.Request For Quotation (RFQ) A Request For Quotation (RFQ) is an invitation extended to a vendor by a purchasing organization to submit a quotation (bid) for the supply of materials or performance of services. An RFQ consists of the RFQ header and the items RFQ header - Contains general information on the RFQ, such as the vendors address RFQ Items - Contain the total quantities and delivery dates for the materials or services specified in the RFQ. A Quotation is the vendors response to a RFQ issued by a purchasing organization for the supply of materials or performance of services subject to specified conditions. It is legally binding on the vendor for a certain period. An item of a quotation may contain a delivery schedule made up of a number of schedule lines in which the total quantity is broken down into smaller quantities to be delivered on the specified dates over a certain period. 3.3.3.Purchase Orders (PO) Purchase Orders are the buying entitys formal request or instruction to a vendor (external supplier) to supply certain quantity of materials services at or by a certain point in time.
A purchase order consists of a document header and a number of items. The information shown in the header relates to the entire purchase order For example, the terms of payment and the delivery terms are defined in the header. A procurement type is defined for each of the document items. The following procurement types exist: Standard Subcontracting Consignment Stock transfer External service The total quantity of materials to be delivered or services to be performed that is defined in the purchase order item can be subdivided in the schedule lines into various partial quantities with the relevant delivery dates. Pricing Conditions can apply at various levels: to the entire purchase order At item level, to the material to be supplied or to the set of service specifications in the case of services At service line level for individual services (tasks or activities) For each PO line item, costs can be apportioned among various Controlling objects via the account ssignment. Vendors can issue confirmations to the relevant purchasing organization indicating their compliance or non-compliance with scheduled delivery dates
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Purchasing
Makino Asia
01/08/2012
Scheduling Agreement (SA) Scheduling Agreements is a form of outline purchase agreement under which materials are procured on predetermined dates within a certain time period. A scheduling agreement consists of a number of items, for each of which a procurement type is defined. The following procurement types exist: Standard Subcontracting Consignment Stock transfer
Delivery of the total quantity of material specified in a scheduling agreement item is spread over a certain period in a delivery schedule, consisting of lines indicating the individual quantities with their corresponding planned delivery dates. These schedule lines may be manually created or created automatically by planning run based on actual demands. Scheduling agreements, you can work with or without release documentation. If used with release documentation, schedule lines stored in the system are not transmitted to the vendor until you explicitly create a scheduling agreement release (which may take one of two forms: a forecast delivery schedule or a JIT delivery schedule). Forecast (FRC) delivery schedule - Provides the vendor with longer-term data regarding the quantities needed of a material and when delivery is required, the timing of delivery is usually expressed in terms of calendar months or weeks. Forecast schedules are not delivery relevant. Just-in-Time (JIT) delivery schedule - Provides the vendor with data on required quantities and desired delivery dates/times covering the near future, the timing of delivery is usually expressed in terms of specific days or even times of the day. JIT Schedules are delivery relevant.
Scheduling Agreement can be assigned to Kanban Control cycle for Kanban replenishment. 3.3.4.External Service Procurement
External Services Management is an application component within the Materials Management (MM) module. It provides a basic process for the procurement of externally performed services, supporting the complete cycle of bid invitation (RFQ), order placement phase, and acceptance of services, as well as the invoice verification process. MM External Services Management offers two basic ways of specifying services: 1. As planned services with description, quantity, and price. By planned services we mean services whose nature and scope is known to you at the start of a procurement project or transaction. At the time the services are requested, the individual specifications are entered either with the aid of a service master record or directly as short and long texts. Price and quantity are specified in both cases. 2. As unplanned services with the setting of a value limit only. By unplanned services, we mean services that cannot be specified in detail because their precise nature and scope are not initially known, or services which - for various reasons - you do not wish to plan. Unplanned services therefore have no descriptions.
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Purchasing
Makino Asia
01/08/2012
They are entered in the form of maximum values in the relevant currency. Services may be performed up to a value not exceeding these value limits. This ensures an element of cost control. You can also carry out a bid invitation process (RFQ) and evaluate the quotations submitted in response using the price comparison list function. You can then place an order with the desired vendor. Services rendered can be recorded using service entry sheets and subjected to service acceptance (equivalent to GR). Following acceptance, the vendors invoice can be verified and released for payment.
4. RICEFW Considerations S/N 1 Title/ Description

Explode SET BOM of a certain revision level (if assigned) & captured in RFQ to be sent to vendors. When quotation is received, the selected quote will be updated at both the SET level as well as its component level. (this part should be standard) Transmit RFQ to vendors using Adobe Interactive Forms. Transmit documents such as specs & drawings attached to RFQ electronically to vendors Checking of budget at time of PR creation and capturing budget statement in PR. PR rejection, in the form of email (e.g. MS outlook), is to be sent to requesters using workflow. Generate the equivalent of the current cost saving report, logics and format of reports will be discussed in a separate session. Quality Information Record to be copied to the PO output form. (Please see QMR BBP doc). Forwarding report on overdue POs to vendor in a specified format via email, to be done via enhancement/Form Transmit PO, PO receive PO acknowledgement & Advance Shipping Notification
Type
E
Solution
3 4 5 6 7
E E E E E
8 9 10
R E+F E
To implement EDI for sending initial PO (via output message), receiving PO Acknowledgement, & receiving ASN.
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Purchasing Project Phase System Business Blueprint ECC 6.0
Makino Asia
01/08/2012
Annexure A: Fit/Gap Analysis To-Be (SAP)

Purchasing Info Record is material & vendor specific; thus, it is possible to capture for different materials, from the same vendor, in different currencies. Purchase price can be captured in purchasing info record (material & vendor specific) in the currency defined for the vendor. Purchasing Info Records are created for Vendor/Material/Plant/Pur. Organisation combination. If Cs is modeled under the same plant as production, can create a different purchasing organisation to CS procurement, thus, can purchase at a different price. Use Quota Arrangement with splitting only for some materials. Create such materials with Non-stock (NLAG) material type. Standard.
Makino Requirement
Fit/Gap Analysis
Procurement from a single vendor may be carried out in more than one currency. To be able to capture for the same vendor, different materials, the price in different currencies.
For one material, to be able to buy from different vendors in different currencies.
Standard
For common parts used in production as well as customer service, currently, PIC procures at a price which is different from that by customer service. If customer service is modeled under the same plant as production, to be able to capture for the same material, same vendor, different price.
Standard
For some materials, to be able to split requirement quantity to be procured from various sources of supply based on a predefined quota.
Standard
To be able to create material master records for commonly procured indirect materials, this is to avoid having to manually enter data in PR/PO, to eliminate typo errors. Prices for such materials are to be kept in Purchasing Info Records. Not all indirect materials need to have material master record created.
Standard
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Makino Asia
01/08/2012
To be able to capture the vendors part number in Vendor Cross Reference (PIR). Purchase orders will be created using Makinos part number but the vendors part number must be captured and printed on the POs. The price captured in the purchasing info record is tagged to a validity period. Any price changes will be captured as change history, and as such, it will be possible to generate the equivalent of the current cost saving report. Cost saving report logics and format of will be discussed in a separate session. Using the standard RFQ function in SAP, quotation prices can be updated into purchasing Info Records. For the selected vendor, update the quoted price for both the SET level and the components below the SETs. In order to carry out costing for the purpose of cost evaluation for engineering change, a special costing run (using a different costing variant) can be carried out to use price from purchasing Info Record if available, else pick from valuation price. However, for SET BOM to be exploded & captured in RFQ, enhancement will be required. EDI transmission is available as long as both Makino & vendor have EDI setups. Else Adobe Interactive Forms. Standard
Field in purchasing Info Record : EINA-IDNLF
Standard
Periodically, a report is executed to show cost savings due to vendors price change, in some cases, price change may be due to change of source of supply. The basis of this comparison is the price captured in the vendor cross reference (VCR).
Report Standard
Quotation to be captured for SET as well as at its components level. The accepted quotation must be saved so that when Engineering makes changes, they are able to run cost evaluation to see the cost impact of their changes.
Enhancement Standard
To be able to transmit RFQ & receive quotation electronically (e.g. using EDI or if vendor does not have EDI, using Adobe Interactive Forms).
Enhancement
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Makino Asia
01/08/2012
RQF to be sent to vendor with attachments such as drawings.
Document links can be created for RFQ items to link documents such as drawings which are checked into central document repository. The doc link is printed on RFQ & transmitted to vendor. As for linked documents to also be transmitted electronically, to consider the volume & size. The number of attachments & the size of file may be very big, thus, may not be practical to transmit electronically. To take this into consideration if electronic transmission is required. Standard SAP function. Vendor Evaluation can be called at the point of comparing quotations entered to aid decision support. Release Strategies can be set up to subject RFQs to total release, number of approval levels depending on amount, if <$1000 - 2 levels, >$1000 - 3 levels. Enhancement
Standard
To be able to use vendor evaluation information as decision support for selection of vendor after quotation has been received from vendors.
Standard
Selected quotation to be approved by purchasing manager before Vendor Cross Reference (Purchasing Info Record) can be updated and used in purchase orders. (<$1000 2 levels, >$1000 3 levels).
Standard
To be able to update PR price from quotation and if required, subject to another round of approval based on the changed prices.
PR updating not Required anymore, to solution using release strategy. Buyer will carry out final release if PR price < PIR price (quotation price), If PR price > PIR price (quotation price), reject (workflow). Requestor change PR, re-approval, then buyer will convert PR to PO. If PR rejection is to be sent as email (e.g. outlook), minor enhancement is required. To set authorisation PRs can only be changed by requestor. Buyers will be authorised to set the final release code.
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Standard
Enhancement
Standard
Makino Asia
01/08/2012
For indirect materials, PRs price can also be changed by buyers. Note : Makino to confirm if there is any audit violation for buyers to carry out final release of PR. Release strategy can be set up to subject PRs to total release, number of approval levels depending on account assignment, if blank - 2 levels, else, 4 levels. Standard
PRs created by MRP need may not be subjected to approval.
PRs created manually for direct materials are to be approved at the document total level; maximum of 2 approval levels is required for direct material PRs & 4 levels for indirect materials. Budget can be defined for G/L acct (cost center). However, checking of budget at time of PR creation and printing of budget statement on PR is non-standard.
Standard Enhancement
Currently, there is a budget for each cost center for non-stock purchases. To be able to create budget by G/L account and at the point of PR creation, a year-to-date budget statement will be captured in the PR. If budget is exceeded, the approval party will decide if the PR should be approved.
Authorisation can be set such as only requestor can amend the PR. As long as the Purchase Requisition is changed, it will be subjected to re-approval.
Standard
To control such that Purchase Requisitions can only be changed by requestors. Buyers must not change PRs, if any changes are required, should always revert to requestor to make the necessary changes and subject the changed PRs to another round of approval if required.
Standard
Multiple purchase requisitions are to be combined and converted into one purchase order to allow for volumetric discounts.
Using transaction ME59 (Create PO automatically via PR), with schedule line indicator, can combine several PRs into one PO line item with several schedule lines, each capturing its PR reference. Must set auto PO for materials in material master.
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Standard
Makino Asia
01/08/2012
To be able to capture other than gross price other surcharges such as freight, discounts at PO item level. Discounts at PO header level are also required. Scales (quantity as well as intervals) can be defined for condition types. Release strategy can be set up to subject POs to total release, based on account assignment, if blank - 3 approval levels, else, 4 approval levels. PO Confirmation can set up confirmation control to st include 2 levels of confirmation, 1 being just an nd acknowledgement of PO receipt & 2 being a shipping notification which is MRP & GR relevant. Multiple delivery schedules can be defined per PO line. Can be set in purchasing info record & defaulted into purchase orders that GR must be valuated. Raise PRs/POs with account assignment "A- Asset". The asset numbers must have already been created in Asset Management module. In SAP, at the point of PR creation, it is possible that the asset number has yet to be created, thus the PR can be created with Unknown account assignment. However, at the point of PO creation, the asset number must have already been created and used as account assignment. Makino team has been informed of this prerequisite. If asset number can only be assigned upon receipt, an
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Freight, discounts etc. can be defined as condition types in % or in absolute amounts, captured in purchasing info records and used when purchase orders are created. Standard Standard
Standard
To be able to capture volumetric discounts as well as step discounts for use in purchase orders.
Purchase orders are to be approved at document total level; maximum of 3 approval levels for direct materials, 4 approval levels for indirect materials.
Two levels of PO acknowledgement is required per PO line item, 1st is purely acknowledgement of PO receipt (email); the 2nd is delivery date & quantity confirmation.
Standard
In the to-be system, to be able to define multiple delivery dates against 1 PO line item.
Standard Standard
Goods receipt for indirect materials must be carried out as valuated GR. Invoice verification is always 3-way match.
To be able to purchase high value fixtures for asset account and depreciated over time.
Standard
Multiple POs may be raised for one asset, to be able to capitalise into one asset number. Total amount to be depreciated over time.
Makino Asia
01/08/2012
alternative would be to buy & receive into inventory first and then issued to asset at a later point in time. When request for payment is received (in the form of invoice), the invoice should be entered into the system reference to purchase orders. Payment run can be carried out as per normal (Db GR/IR Vendor, Cr Bank), and when the goods are received eventually, the goods receipt will be carried out reference to the purchase order (Db Inventory, Cr GR/IR Accrual), Invoice receipt (Db GR/IR, Cr Vendor). To capture down payment & progressive payment amount & date in the PO line item as invoicing plan. The amount can be defined as an absolute amount or as a percentage. Base on the dates captured on the invoicing plan, a settlement program can be executed to create the account payable item for payment; this can also be carried out using the standard IV transaction. Standard reports/list available. Standard Standard
For procurement of some direct & indirect materials, to be able to make advance payment as well as progressive payment reference to purchase order.
To be able to list all purchase orders that have been invoiced but goods receipt not carried out or not completely carried out.
The vendor might issue only a pro-forma invoice for advance payment. This number might be different when the final invoice is being issued by vendor. To be able to capture this invoice number instead of the pro-forma invoice number.
It is possible to override the pro-forma invoice number with the final invoice number even though the invoice has been posted
Standard
To be able to run a report on the number of payments made and the amount paid against purchase orders.
Standard reports/list available.
Standard
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Makino Asia
01/08/2012
Come the stipulated date on the invoicing plan, to be able to change the amount of the progressive payment dependent on cash flow situation. In some cases, may choose not to pay at all.
Invoice plan amount can be changed during invoice verification (manual). If invoice amount is more, invoice will be blocked for payment, but at the time of payment after unblocking the total amount, Finance department (AP) can decide how much to pay. The remaining will be an open item for the vendor. If invoice amount is less then invoice amount will not be blocked. As long as material master records of SET components have been maintained with the relevant views & data, they can be purchased individually, just like any other purchased parts using the normal procurement process. Purchase Orders will be created for account assignment other than blank. Standard SAP function. Define material as externally procured. Buy into inventory, use stock rework procedure to carry out the necessary processes to rectify the incompleteness, cost will be captured in the rework production order Standard
Standard
To be able to procure components of a SET individually through the normal procurement process and inventories them.
To be able to raise a purchase order to procure additional materials directly for a production order, by-passing warehouse.
Standard
There were cases where purchase orders are raised to buy certain products from a vendor but the vendor would deliver the ordered goods incomplete, with some additional work to be done. Makino would receive the goods and complete the work internally without raising any work orders to capture the work done and the cost incurred.
Standard
To be able to capture cost incurred in such cases. This is an interface requirement and Makino MIS team is already looking into this. Quality Information Record (material vendor plant combination) can be created to capture the First Article information. QIR can be set with a FAI status for new
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To be able to download approved purchase orders into CSV format and transmit to Makino Japan.
Makino MIS
To indicate in the PO line item that the item master is having a FAI (First Article Inspection) and to capture this information on PO output form
Standard
Makino Asia
01/08/2012
so that vendor is informed of such requirement. QIR (Quality Information Record) to be updated by purchasing department based on the requirement. Enhancement
materials or new vendors. While this status is set to the QIR, when a PO is created, this FAI information can be copied to the PO output form.
Please refer to BBP document for QMR for mire info. Standard PO list reports are available based on the creation date / delivery date. Forwarding the report in a specified format to vendor/department via email. Advance Returns Management may be used to process returns & receive replacements. Please refer to MST document for Scrap management inclusive of returns to vendor. Standard
To have a report of all the PO which are overdue by 3 months to be send / forwarded to respective vendors/ departments for expediting.
Enhancement Standard
In the event of scraps due to vendor's fault, to be able to return defective parts to vendor using a Return PO as long as the original PO has already been invoiced. In such cases, since the demand is still valid, to be able to reflect that the quantity returned will still be supplied (replaced) by the vendor.
Please refer to MST document
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Makino Asia
01/08/2012
When procuring SETs, must be able to capture BOM details on purchase orders so that vendor can see the details of the SETs to be procured. Not Applicable
Not Applicable
To look into how standard revision can be used to avoid having to create a new item master and a new BOM every time a change affecting SET is made. Also, to look into how the revision numbers of the SET & its details can be captured in purchase orders, and also how existing open purchase orders can be traced and changed to buy the SET with the new component instead of the original component.
Change of Requirement (27/7/12) Attach BOM details using document link (DMS) Scheduling agreement (doc type: LPA) can be used with Kanban to replenish bulky materials directly to the shop floor. Standard Standard
No need to explode SET BOM on PO, BOM details sent as attachment is good enough.
For replenishment through external procurement, to look at how scheduling agreement can be used with Kanban to handle the supply of bulky materials directly to the shop floor by vendor, taking into consideration the shop floor space constraints (parking lots).
Standard
For bulky materials, to raise purchase orders without delivery dates, only trigger delivery when space is available in shop floor.
If Kanban is not used, schedule lines can be generated automatically by MRP. Forecast schedule which is not delivery relevant, can be generated for vendors info & JIT schedule which is delivery relevant, can be generated to trigger delivery. Intervals for forecast schedule & JIT Schedule can be defined in Creation Profile in customizing.
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Makino Asia
01/08/2012
To handle procurement of MTCs with components supplied by Makino
Use sub-contracting purchase orders with inventory tracking to procure MTCs. A BOM will be created to capture the components to be provided to the vendor for the assembly of MTCs. Outbound delivery to be created for issuing components to sub-contractor. Delivery note can be printed against the outbound delivery. Handled as a sales transaction in Makino Standard
Standard
System generated delivery note to be printed for the delivery of components to the vendor.
For the processing of MTCs, to be able to handle the process of MTC supplier buying one of the components from Makino. BOM can be defined even for purchased parts, however, must specify for the BOM components, the "Material Provision Indicator" as "L- material provided by vendor" so as to ensure MRP does not plan for these components.
Standard
Besides components to be provided to sub-con vendor for services, to be able to capture other components which are provided by the sub-con vendor in the BOM, purely for information only. The PO price for sub-contracting will already include the price of the components provided by the sub-con vendor.
Standard
Printing of the BOM below the purchased item is nonstandard, needs enhancement. Since PIC stated that BOM explosion for SET PO is not required anymore, will send BOM as attachment. Thus, for sub-contracting items, if BOM details are required, will send BOM details as attachments. Assign serial number profile (mandatory serial number for inventory management) to both the component & the processed part. Receive the component into inventory capturing the serial number. At the point of transferring the component to the sub-con vendor, specify the serial numbers to be issued. When the components have been processed and returned to Makino, at the point of receiving, the processed part will be received with serial numbers
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On the delivery note for component delivery, to print the BOM level below component provided to vendor.
Standard Standard
Some components provided to sub-con vendors are serialised. To be able to capture the same serial number on the processed part (different part number from that of the component) so as to have serial number traceability (where-use, wherefrom). This scenario is applicable in Buy-to-Stock only.
Makino Asia
01/08/2012
(assign manually), the serial number is the same as the serial number of the component. External Service Procurement in MM. A Service PO can be created for the whole year capturing the agreed rate for painting per machine model. Based on the number of machines completed, service entry (GR) can be made. When the vendor invoice is received, 3-way invoice match can be carried out, thus invoices verification is linked to logistic processes, not a direct entry in AP. Standard
Painting, to be able to model the painting arrangement for machined parts as well as bought parts and to be able to charge cost of painting to the final produced machine. Painting is priced by machine by model.
To be able to capture the cost of painting at machine model level in some form of master data or document, to be used as a reference whenever painting services is incurred and payment has to be made.
To be able to capture procurement of painting services as a logistic process, with corresponding GR and IR processes. May model a misc. service with an agreed rate along with the normal painting rates per model in the service PO. Standard
Other than painting the standard parts of a machine, if special options are selected by customers, painting may also be required for the selected options. The standard rate per model for painting does not include the painting of special options. PIC to provide more details on how the vendor charges for the painting of special options, by surface area?
External service procurement can also be used for procurement of general services, as long as there is a need to receive the services rendered for the purpose of subsequent invoice verification.
Create service master to represent type of services to procure. Create service purchase orders, carry out service entry (GR) and subsequently, carry out invoice verification (3-way match).
Standard
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