STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR WAREHOUSING OPERATIONS TITLE : STO CREATION Reference No:.

Revision No : WH/SOP/SAP/05 00 Issue No:. Effective Date: 00 01/01/2006 Page 1 of 5

Overview Trigger:
A purchase order needs to be created, and the Supplying Plant is known.
Business Process Procedure Overview A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the Supplying Plant or arrange for a delivery based on prior agreement. It also provides the Supplying Plant with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a Supplying Plant for a given material, in a specified quantity at a predetermined price and delivery date. Input - Required Fields Supplying Plant Purchasing Organization Purchasing Group Date Account assignment category Material Delivery Date Plant Material Group Order Type Purchase Order Date Field Value / Comments Supplying Plant number Purchasing Organization code Purchasing Group code Purchase order date Where costs will be allocated Material which is being purchased Anticipated Delivery Date Company facility Grouping materials with similar attributes NB Standard Purchase Order System Date will default

Output - Results Purchase order document

Comments Can be changed, displayed or printed which can then be mailed, faxed or sent via EDI to Supplying Plant

Tips and Tricks

The steps you must perform to copy a document or convert it into a purchase order are identical. To create a requisition or purchase order by adopting an existing document, you can either select the desired document in the document overview and adopt it in the current purchase order in the right-hand area of the screen using the ADOPT button. In addition you can drag it onto the shopping basket symbol with the left-hand mouse button. A prerequisite is that the relevant documents can be displayed in the document overview. How to set up the document overview display is described in How do you create a variant within the Help files. Click the Personal Settings button on the tool bar, this function is for default information for purchase order header data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant, company code. One Purchase Order may be created for several purchase requisitions.

STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR WAREHOUSING OPERATIONS TITLE : STO CREATION Reference No:. Revision No : WH/SOP/SAP/05 00 Issue No:. Effective Date: 00 01/01/2006 Page 2 of 5

Procedural Steps
1.1.
Via Menus Via Transaction Code a)

Access transaction by:

Logistics>Materials Management>Purchasing>Purchase Order> Create>Supplying Plant/Supplying Plant Known ME21N

1.2.

On screen Create Purchase Order, enter information in the fields as specified in the table below:

Field Name Shopping Cart Symbol Purchasing document number Supplying Plant Doc. date Header Purchasing Organization Purchasing Group Company Code Item Overview Item number Acct. assignment category

Description Order type

R/O/C R

Number can be internally or externally O assigned Supplying Plant number Purchase order date Section Header Purchasing organization code Purchasing group code Company code for purchase Item Overview Item number within document Account where costs are allocated For a consumable material. For a stock material it is not required R C R R

User Action and Values System defaults in Standard PO. Use pull down to change if necessary Leave blank if internally assigned; fill in if external assignment Supplying Plant number known or via match code search Date PO created (defaults to todays date) Purchasing Organization known or via match code search

Comments Enter UB for stock Transport Order

R R R

Enter if not defaulted in from purchasing org or group

Will default by system Leave blank for stock item, enter if a consumable material

Choose either Project (P), Order (F), or Cost Center (K) to charge costs Projects, orders and cost centers will have assigned numbers

STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR WAREHOUSING OPERATIONS TITLE : STO CREATION Reference No:. Revision No :
Item category Material Short text PO Quantity Unit of measure Category of delivery date

WH/SOP/SAP/05 00
Type of purchase Material number

Issue No:. Effective Date:

C R R R R R

00 01/01/2006

Page 3 of 5

Leave blank for standard purchase Use match code search if needed Default from master record Enter quantity Enter unit of measure default

External numbering may be used.

Text from the material master record Required units / quantity Unit that good or service is purchased

Indicates whether the delivery date is to be entered and displayed as a calendar day, week or month.
Date material is required Supplying Plant selling price for good or service Currency used for plant Price per unit The unit of measure for which material is purchased Grouping together of materials by characteristics Facility where goods or services are produced or sold. Location where stock is stored Number that facilitates monitoring of the procurement of required materials

Delivery Date Net Price Currency Per Order unit Material group Plant Storage Location tracking number

R R R R R R R R O

Enter delivery date Enter price Default Default Default Enter material group Enter plant Enter storage location Enter if known Required for stock item Can be used in List display to list all POs created by a certain buyer. Potential entry is employee number.

Requisitioner Info Record

To whom material or service is ordered Purchasing information record informal price agreement that may be updated with each purchase Specifies if good or service are returns Free goods Texts exist if checked Reference document number

O O Default if good or service was purchase from Supplying Plant previously or info record created manually

Returns Item Free Texts Purchase req

C C C C

Outline Agreement Agreement Item RFQ

Reference document number

Item number Reference document number

C C

RFQ item Purchasing doc

Item number Reference document number

C C

item Higher level item

Item number

C C

Use tool bar button to reference other purchasing documents Use tool bar button to reference other purchasing documents Item number within purchasing document Use tool bar button to reference other purchasing documents Item number within purchasing document Use tool bar button to reference other purchasing documents Item number within purchasing document

Item number of higher-level item to which this item belongs (in a hierarchical arrangement). Indicates the nature of the subitem (for example, discount in

Sub-item category

STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR WAREHOUSING OPERATIONS TITLE : STO CREATION Reference No:. Revision No : WH/SOP/SAP/05 00 kind). (Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional) 1.3. Click on the Enter button. 1.4. On the Item Details screen, click the Account Assignment tab for Item. Enter information in table below: Issue No:. Effective Date: 00 01/01/2006 Page 4 of 5

Field Name Quantity Unloading point G/L Account Business area

Description Enter quantity that will be expensed to cost center Location for delivery General Ledger Account

R/O/C C C C C

User Action and Values

Comments

A business area is an organizational unit that represents a separate area of operations.

May include one or more company codes

Controlling area WBS Element / Cost Center

C C Enter the WBS Element / Cost center for operational items, the check is done at this level

Represents a separate location of cost incidence. The definition can be based on functional requirements, allocation criteria, activities or services provided, physical location, and/or area of responsibility.

STANDARD OPERATING PROCEDURE (SOP) MANUAL FOR WAREHOUSING OPERATIONS TITLE : STO CREATION Reference No:. Revision No :
Recipient

WH/SOP/SAP/05 00

Issue No:. Effective Date:

00 01/01/2006

Page 5 of 5

C Individual to receive delivery (Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional) 1.5. Click on the Enter button. 1.6. Check the Purchase Order by using check button and Save the Transport Order. 1.7. A message will be displayed stating that the purchase order was saved, with the purchase order number.

STO - Change
The changes may required for the STO, this can be done thru the transaction code ME22N ( STO- Change)

STO- Display
Transaction Code ME23N (STO Display) used to view the STO