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MM03 - Master Data in Purchasing & Contract

November , 2000

 Andersen Consulting 2000

Schedule

• Topic One: Master Data in Purchasing
• Purchasing Information Records
• Conditions • Source List

• Topic Two: Contract

 Andersen Consulting 2000

Master Data in Purchasing
Material master Vendor master Purchasing info records Conditions Source List Quota Arrangement

 Andersen Consulting 2000

Schedule • Topic : Master Data in Purchasing • Purchasing Information Records • Conditions • Source List  Andersen Consulting 2000 .

. delivery lead time.g. contracts) during creation. freight.. tolerance limits) Vendor data Text l Data maintained in info records appears as default values in purchasing documents (e. purchase orders.g.General Concepts l The Purchasing Info Record belongs to the master data for purchasing. It holds information for a specific .  Andersen Consulting 2000 . material and vendor combination Info records allow the definition and maintenance of: n n n n l Current and future prices and conditions (e. discounts) Delivery data (e..g.

Purchasing Info Records Piece % Conditions USD Info record Vendor A Info record Material Stock material M1 Info record Consumable material M2 Info record Vendor B Info record Service S1  Andersen Consulting 2000 .

etc.Data in the Purchasing Info Record General data Vendor data Origin data Order unit Prices and Conditions Gross price Discount Freight Duty. Control data Delivery time Minimum quantity Tolerances Texts Purchase order text Info record note Statistics Price history Ordering statistics Change history  Andersen Consulting 2000 .

25/Box Freight 2% Discount 4% Last PO #4500006398 Pricing Conditions Unit Price $6.  Andersen Consulting 2000 . it will look for an info record for a purchasing organization only.Organizational Elements of Info Record Info records can exist for: Info Record #5300000816 Vendor: 1234 Material: Bolt A21 Purch Org: 3000 l Purchasing Organizations Purchasing Organization and Plant (if allowed) Info Record #5300000816 Vendor: 1234 Material: Bolt A21 Purch Org: Plant: 3000 3001 l Pricing Conditions Unit Price $6. If one does not exist.00/Box Freight 2% Discount 5% Last PO #4500019324 The R/3 System will search for an info record for a purchasing organization and plant combination first.

purchase order. or outline agreement.  Andersen Consulting 2000 .25/Box Freight 2% Discount 4% Last PO #4500006398 Material Bolt A21 Info records can be automatically created or updated from a quotation. They can also be manually created and maintained.Maintaining an Info Record Quotation 10 Purchase Order or 10 20 30 or Outline Agreement 10 20 30 Manual or 20 30 Vendor #1234 Info record Vendor: 1234 Material: Bolt A21 Purch Org: 3000 Pricing Conditions Unit Price $6.

Purchase orders and contracts update the last purchasing document number.Automatic Update of Info Record Info records are updated differently. depending on the update source: l l Quotations update info record pricing conditions.  Andersen Consulting 2000 .

 Andersen Consulting 2000 .Info Records and Pricing Purchasing documents will automatically retrieve pricing from info records in one of two ways: Pricing conditions will be used if they were l Conditions: created for an info record either manually or through quotation maintenance. If an info record does not contain l Last purchase order: pricing conditions. the system reads the last purchasing document number from the info record and obtains the price from the last purchasing document.

is marked in the info record • On the other hand . rather than conditions .the price of the purchase order item is determined from the previous purchase order • Data maintained in info records is displayed as default values when you create purchasing documents • An info record can be valid for only one plant or for all plants belonging to a purchasing organization  Andersen Consulting 2000 .Purchasing Info Records Summary • The purchasing info record contains information on a special vendor relationship • Info records can be created or updated manually or automatically when you maintain purchasing documents • When info records are updated by purchase orders the last purchase order .if the info record does not contain conditions that have been entered manually .

Exercise 7 40 minutes  Andersen Consulting 2000 .Exercise for Purchasing Information Records Now it’s time for you to do: MM03 .

Schedule • Topic One: Master Data in Purchasing • Purchasing Information Records • Conditions • Source List • Topic Two: Contract  Andersen Consulting 2000 .

If an info record does not contain l Last purchase order: pricing conditions.Info Records and Pricing Purchasing documents will automatically retrieve pricing from info records in one of two ways: Pricing conditions will be used if they were l Conditions: created for an info record either manually or through quotation maintenance.  Andersen Consulting 2000 . the system reads the last purchasing document number from the info record and obtains the price from the last purchasing document.

0% $3.00 n n n Purchase orders  Andersen Consulting 2000 . including unit price.0% 8.00 5. freight. and customs fees. discounts.Pricing Conditions in Procurement Pricing Conditions: l Determine the effective price of a material in a purchase order. surcharges. l Can be maintained in: n Info records Contracts Quotations Conditions Code Description PB00 FRA1 RA00 ZOB1 Gross Price Freight Discount on Net Customs $/Unit Amount $10.

Conditions Conditions Prices Discounts/ surcharges Freight Discount Customs Duty 2% 4% 5% Price/Uom UNI 6.25/ST PBXX Condition Type  Andersen Consulting 2000 .

Common condition types include: n n n n l Freight Discounts Surcharges Customs l Companies can define their own condition types to satisfy business requirements.Condition Type l Condition types are pricing factors that are used to enter pricing in purchasing documents.  Andersen Consulting 2000 .

Pricing Pricing procedure Condition type Gross price Discount % Net price: Fixed freight charge + Effective price: PB00 RA01 FRA1 Calculation type Scale basis Price/quantity scale  Andersen Consulting 2000 .

n n Extended Conditions: : These master conditions apply when specific criteria are met in a purchase order. Info Record: Master conditions in an info record apply to all purchase orders for the specific material and vendor combination contained in the info record.Master Conditions l l Master conditions are a central repository of pricing for purchase orders. Master conditions can be used in three ways: n Master conditions in a contract (also known as blanket Contract: order or outline agreement) apply to all release orders issued against the contract.  Andersen Consulting 2000 .

0% $3.0% 8.Master Conditions Quotation Purchase Order Conditions Code Description PB00 FRA1 RA00 Gross Price Freight Discount on Net Amount $10.00 5.00 Info Records ZOB1 Customs $/Unit Outline Agreement  Andersen Consulting 2000 .

vendor sub-range. They will be included in the price calculation of a purchase order if the PO meets certain criteria. incoterms. n l Example: Vendor 123 offers a 10% discount for all materials purchased during the month of May.  Andersen Consulting 2000  SAP AG . material type. or invoicing party. Extended conditions are more flexible than master conditions in contracts or info records.Extended Conditions l Extended conditions are a flexible way of setting vendor pricing. because you can define the criteria that must be met before they are applied. condition group. l Extended conditions can be established for vendor.

Exercise 8 30 minutes  Andersen Consulting 2000 .Exercise for Conditions Now it’s time for you to do: MM03 .

Schedule • Topic Two: Master Data in Purchasing • Purchasing Information Records • Conditions • Source List • Topic Two: Outline Agreement  Andersen Consulting 2000 .

preferred. l Source lists can be maintained: n n n n n Manually From an existing source list From an outline agreement From a purchasing information record Automatically l Sources can be marked fixed.  Andersen Consulting 2000 .General Concept l Source lists specify the sources of supply for a material within a plant over set periods of time. or blocked (temporarily or permanently) during source list maintenance.

06/30/96 07/01/96 .Source List 01/01/96 .12/31/96 Source list Vendor 1 Vendor 2 Vendor 3 allowed allowed allowed Vendor 1 fixed Material M1 Plant 0001  Andersen Consulting 2000 .

Setting the Source list flag during configuration for an entire plant requires that source lists exist for all materials of that plant before purchasing can occur. u  Andersen Consulting 2000 .Mandatory Source List Source list Material Master Data Material WIRE-01 A1500-01 Purchase Requisition Material Vendor WIRE-01 A1500-01 Material Record Material Plant WIRE-01 3000 Vendor x Source list u If the Source list flag is set in the material master. purchasing cannot occur until a source list exists for the material.

Processing Source list Manual Source list Outline Agreement Info Record Automatic u u Source list u u Material M1 Plant 3000 u Source lists display: Material Plant Specific vendor. outline agreement. or plant Validity periods Default source of supply in requisition via source determination Check in purchase order + requisition for admissibility  Andersen Consulting 2000 .

 Andersen Consulting 2000 .Maintaining Source List Outline Agreement Material Vendor WIRE-01 A1500-01 Source list Info x Maintain source list Record Material Vendor WIRE-01 A1500-01 Material: Vendor: Valid from: Valid to: Outline Agreement WIRE-01 A1500-01 04/03/1995 09/30/1996 460000018 x Maintain source list Source lists can easily be maintained while maintaining info records and/or outline agreements.

 Andersen Consulting 2000 .Generating Source List Automatically Info Record Material Vendor WIRE-01 A1500-01 Source list Source List #3 Source List #1 Material Vendor Valid from: Valid to: Outline Agreement WIRE-01 A1500-01 04/03/1995 09/30/1996 460000018 Outline Agreement Material Vendor WIRE-01 A1500-01 u Source lists can be created or updated automatically by selecting specified ranges of info records and outline agreements. u Original source list statuses can be restored even after an update. u Running a simulation allows the user to review the expected results before making an actual update to source list records.

During this process .Source Determination Summary • Source of supply are administered using the source • Source lists is used in source determination. a source may be automatically assigned to an item of a purchase requisition • The source list is used not only for the purpose of source determination but also to check the admissibility of possible sources • A source determination process can also be carried out for materials that do not have a master record  Andersen Consulting 2000 .

Exercise for Source List Now it’s time for you to do: MM02 .Exercise 9 30 minutes  Andersen Consulting 2000 .

Schedule • Topic One: Master Data in Purchasing • Purchasing Information Records • Conditions • Source List • Topic Two: Contract  Andersen Consulting 2000 .

Congratulations !  Andersen Consulting 2000 .

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