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SAP R/3 4.

7 March 2004 English

Procurement of Stock Material DE


Business Process Procedure

SAP AG Neurottstr. 16 69190 Walldorf Germany

SAP Best Practices

Procurement of Stock Material DE: BPP

Copyright
Copyright 2004 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix and Informix Dynamic Server are trademarks of IBM Corporation in USA and/or other countries. ORACLE is a registered trademark of ORACLE Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, the Citrix logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One. SAP, R/3, mySAP, mySAP.com, xApps, xApp, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves information purposes only. National product specifications may vary.

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Icons
Icon Meaning Caution Example Note Recommendation Syntax

Typographic Conventions
Type Style Example text Description Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Example text EXAMPLE TEXT Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

Example text

EXAMPLE TEXT

Example text <Example text>

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Abbreviations
R O C Required entry field (used in the end-user procedures) Optional entry field (used in the end-user procedures) Conditional field (used in the end-user procedures)

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Contents
Procurement of Stock Material............................................................................................................6 Overview........................................................................................................................................6 Determination of Supplier and Creation of Agreement...................................................................6 Create Request for Quotation........................................................................................................6 Create Quotation............................................................................................................................8 Price Comparison...........................................................................................................................8 Create Contract..............................................................................................................................9 Procurement of Packaging Material ............................................................................................10 Create Purchase Request............................................................................................................10 Create Purchase Order................................................................................................................12 Post Goods Receipt.....................................................................................................................13 Procurement of Raw Materials or Trading Goods for Stock with QM...........................................13 Create Purchase Order................................................................................................................14 Post Goods Receipt.....................................................................................................................15 Quality Management in Procurement ..........................................................................................15 Goods Receipt Inspection............................................................................................................15 Recording Results........................................................................................................................16 Usage Decision............................................................................................................................17 Display QM Info Record for Supply Relationship Status..............................................................18

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Procurement of Stock Material


Overview
Stock materials are placed in storage following a goods receipt. When you order a material for stock, the system does not require an account assignment. This is because the posting to the appropriate stock and consumption accounts occur automatically after each goods movement. Furthermore, the value and the quantity of the stocked material are updated in the material master record. The first half of the business process procedure walks you through the steps required to create an agreement for a packing from a vendor. Furthermore the material is then procured based on this agreement and a goods receipt is booked. In the second half of the business process procedure, raw material or trading goods can be procured. After goods receipt, a quality management check is performed before the goods can be booked to unrestricted stock.

Determination of Supplier and Creation of Agreement


In the MM Purchasing component, a contract is a type of outline purchase agreement against which release orders (releases) can be issued for agreed materials or services when required during a given overall time period. Contracts can be designed as quantity contracts or value contracts. In this example a value contract is created. This type of contract is used if the total value of all release orders issued against the contract is not to exceed a certain predefined value. The contract is regarded as fulfilled when release orders totaling a given value have been issued.

Create Request for Quotation


Purpose/Use
Typical to purchasing, inquiries are sent to possible vendors, who submit an offer/quotation, which is then stored in the system.

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Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing RFQ/quotation Request for Quotation Create ME41

2. On the Create RFQ: Initial Screen screen, enter the necessary data, then choose Enter. Field name RFQ Type Quotation Deadline Purch. Organization Purchasing Group Plant Storage Location Description User action and values AN Today + 20 Days BP01 001 BP01 0001 Comment

3. On the Create RFQ: Item Overview screen, enter the following data, then choose Enter. Field name Material RFQ Quantity Delivery Date Description User action and values C50010 (packing material) 20000 Today + 30 Days Comment

4. On the screen, select item position 10, then choose Item details. 5. In the Administrative fields section, in Coll. no., enter ANG01 (for tracking number) and choose Enter.

To administer several requests for quotations, a tracking number can be assigned to each request. This makes it possible to list and monitor the requests for quotations. Furthermore, the quotations can be compared and further processed according to the tracking number. The following steps create the tracking number. 6. Choose the Vendor address button.

In the next step, you enter the vendors from whom you would like to receive a quotation. Here you request quotations from two vendors. 7. In the Vendor field, enter C7000 and choose Enter. 8. Choose Save. Note the RFQ number at the bottom of the screen.

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9. In the Vendor field, enter C7110 and choose Enter. 10. If warnings about texts occur, continue as normal. 11. Choose Save. Note the RFQ number at the bottom of the screen 12. Choose Exit.

Create Quotation
Purpose/Use
In this section the quotations from the vendors are entered into the system. These quotations reference the request for quotations created in the previous section.

Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing RFQ/quotation Quotation Maintain ME47

2. On the Maintain Quotation: Initial Screen, enter the first RFQ number from the Create Request for Quotation step above. 3. Choose Overview. 4. Select item 10 then choose Item Detail. 5. On the screen, enter the necessary data and choose Enter: Field name Net Order Price Info Update Tax code A/P Sales tax, taxable, distributed to line items Description In the Quotation Data Section User action and values 0,99 A V1 Comment 0,99 EUR/ 1 PC Prices will be tracked to the info record

6. Choose Save. Repeat steps 2 through 5, using the RFQ Number from the second request from the previous task, and a net order price of 0,70 EUR.

Price Comparison
Purpose/Use
You can compare the prices among the quotations received as a result of a competitive bidding process using the price comparison list. The comparison list ranks the quotations by item from lowest to highest price.

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Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing RFQ/quotation Quotation price comparison ME49

2. On the Price Comparison List screen, enter the necessary data, then choose Execute. Field name Purchase Organization Collective RFQ 3. Choose Back. Tracking Number Description User action and values BP01 Ang01 Assigned to the RFQ in the first section Comment

Result
You can compare the material prices quoted by different vendors. This comparison enables you to purchase materials from the vendor offering the lowest prices.

Create Contract
Purpose/Use
In reference to the request of quotation, a value contract is now created.

Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing Outline agreement Contract Create ME31K

2. On the Create Contract: Initial Screen screen, enter the necessary data. Field name Agreement Type Purchase Organization Purchasing Group Description Value Contract User action and values WK BP01 001 Comment

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Plant Storage Location 3. Choose Reference to RFQ.

BP01 0001

4. On the Reference to RFQ dialog box, in the RFQ field, enter the RFQ number with vendor C7110 then choose Enter. 5. Enter the required data then choose Enter. Field name Validity End Target Value 6. Select item 10, then choose Adopt + Details. 7. Choose Enter. 8. Choose Save. Note the value contract number. Description User action and values Today + 1 year 1.000,000 Comment

Procurement of Packaging Material


This process describes how to order and store stock material in the production plant.

Create Purchase Request


Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing Purchase Requisition Create ME51N

2. On the Create Purchase Requisition screen, expand Item overview. 3. Enter the necessary data, then choose Enter. Field name Material Qty. Requested Delivery Date Plant Description User action and values C50010 (packing material) 1.000 Today + 30 Days BP01 No Quality Management for trading goods in BP01; QM will be shown in a following section. Comment

Storage Location

0001

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4. Choose Save. Note the purchase request number.

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Create Purchase Order


Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing Purchase order Create Vendor unknown ME25

2. On the Create Purchase Order: Initial Screen, choose the Copy Requisition button. 3. On the Copy Reference dialog box, in the Purchase Req field, enter the requisition number from the previous task and choose Enter. 4. On the Create Purchase Order: Overview Reference Requisition screen, select item position 10, then choose the Adopt + Details button. 5. Choose Assign Supply Source. 6. On the Source Overview dialog box, select vender C7110 and choose Enter. (Vendor C7110 is blue because there is an existing contract.) If the list contains multiple entries for vendor C7110, ensure that you select the entry that corresponds with your info agreement. 7. Choose Enter. 8. Select item position 10, then choose the Generate purchase order button. 9. On the Create Purchase Order screen, in the left frame, select the item position (<INTERN>) under Open Requisitions, then choose the Adopt button. The details from the purchase requisition created in the previous section are copied to the purchase order in the right side. 10. In the Invoice tab folder, in Tax code, enter V1 and choose Enter. 11. Choose save. Note the purchase order number.

Handling of Warnings: If warnings appear, please follow the instructions you receive after double clicking the red or yellow symbol in the item position line. Verify the yellow warnings with Enter. You can save the Purchase Requisition with yellow warnings. It is not possible to save with red symbols.

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Post Goods Receipt


Procedure
1. Access the transaction using: Menu Logistics Materials management Inventory management Goods movement Goods receipt For purchase order PO number known MIGO

Transaction code

2. On the Goods receipt Purchase order - <username> screen, enter the necessary data then choose Enter. Field name Reference Document Type PO Number GR Goods Receipt Description User action and values R01 Purchase Order PO Number from Above 101 The value 101 defaults Comment

3. In Deliver note, enter xyz-note, then choose Enter. 4. Select Item OK, then choose the Check button. 5. Choose the Post button. Note the material document number.

Invoice Verification is done automatically. You check the Evaluated Receipt Management (ERS) for Invoice Verification with Transaction MRRL.

Procurement of Raw Materials or Trading Goods for Stock with QM


Stock materials are placed in storage following a goods receipt. When you order a material for stock, the system does not require an account assignment. This is because the posting to the appropriate stock and consumption accounts occur automatically after each goods movement. Furthermore, the value and the quantity of the stocked material are updated in the material master record. When you procure for direct consumption, you specify the consumption purpose by entering an account assignment (for example, a cost center). On goods receipt, the material or service counts as having been consumed. If a material is procured for direct consumption, the consumption accounts in Financial Accounting are posted when the goods receipt is entered. The total quantity and value of existing stocks of the material are not affected. This section explains how to procure raw materials or trading goods, including a quality management check upon goods receipt.

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Create Purchase Order


Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing Purchase order Create Vendor Supplying Plant known ME21N

2. On the Create Purchase Order screen, enter the necessary data, then choose Enter. Field name Vendor Document Type 3. Choose the Expand Header button. 4. Choose the Org Data tab. 5. Enter the following data: Field name Purch. Organization Purch. Group Company Code Description User action and values BP01 001 BP01 Comment Description User action and values C7110 Standard PO The system defaults to this entry. Comment

6. Under Item Overview, enter the following data, then choose Enter. If any warnings occur, continue through them by choosing Enter. Field name Description Material Item positions Delivery Date 8. Choose Check. 9. Choose Save. C40050 C20010 User action and values PO Quantity 1000 kg 1000 PC Today + 30 Days Comment Plnt BP01 BP02 Storage location 0004 0001

For all item positions.

7. On the Folder Invoice tab, in Item Detail, enter tax code VO if required.

Note the purchase order number: _______.

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Post Goods Receipt


Procedure
1. Access the transaction using: Menu Transaction code Logistics Materials management Purchasing Purchase order Follow-on functions Goods receipt MIGO

2. On the Goods Receipt for Purchase Order: Initial Screen, enter the necessary data then choose Enter. Field name Purchase Order GR Goods Receipt Description User action and values PO No from Above 101 The value 101 defaults in Comment

3. In the Header section, in Delivery Note, enter the delivery number from the vendor (for example, XYZ). 4. Under the Batch tab folder, in the Production Date field, the production data must be inserted for each material. Use a date of today minus 4 days. 5. Push Classification button and then go back. ( batch will be classified by expiration date) 6. Select Item OK, then choose the Check button. 7. Repeat steps 3 to 5 for material C20010. 8. Choose the Post button.

Invoice Verification is done automatically. You check the Evaluated Receipt Management (ERS) for Invoice Verification with Transaction MRRL.

Quality Management in Procurement Goods Receipt Inspection


Prerequisites
Look at the storage using transaction MMBE. The batch with the amount of the purchased material is in the Q- stock.

A quality inspection can be conducted for the materials from the purchase order you created.

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Recording Results
Procedure
1. Access the transaction using: Menu Transaction code Logistics Quality Management Quality Inspection Work list Result recording QE51N

2. On the Results Recording screen, enter the necessary data, then choose Execute. Field name Plant Inspection lot origin Material Description Register Material BP01 to BP02 01 C40050 (tested in BP01) to C20010 (tested in BP02) User action and values Comment

3. The tree on the left side shows all lots for this material. Choose the first material from the purchase order above. 4. Select the first characteristic (Identity test workcenter ), then choose Packaging. The inspection characteristics for this operation appear in the main frame. 5. In Code, choose F4, then double-click 1 okay from the tree view for codes. 6. Choose Enter. 7. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic was closed. Valuation Accepted is displayed. 8. Choose Save. 9. Select the next characteristic Sensoric test, then choose Odour. The inspection characteristics for this operation appear in the main frame. 10. In Code, choose F4, then double-click 1 - typical from the tree view for codes. 11. Choose Enter. 12. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic was closed. Valuation Accepted is displayed. 13. Choose Save. 14. Under Sensoric test, choose Colour. The inspection characteristics for this operation appear in the main frame.

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15. In Code, choose F4, then double-click 1 - typical from the tree view for codes. 16. Choose Enter. 17. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic was closed. Valuation Accepted is displayed. 18. Choose Save. 19. Under Sensoric test, choose Appearance. The inspection characteristics for this operation appear in the main frame. 20. In Code, choose F4, then double-click 1 typical from the tree view for codes. 21. Choose Enter. 22. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic was closed. Valuation Accepted is displayed. 23. Choose Save. 24. Under Analytic test work center, choose Drop number white meal. The inspection characteristics for this operation appear in the main frame. 25. In the Mean value field, enter a number between 70 and 80. 26. Choose Enter. 27. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic . was closed. Valuation Accepted is displayed. 28. Choose Save. 29. Choose the second material (C20010) from the tree. 30. Under Packaging, choose Packaging. The inspection characteristics for this operation appear in the main frame. 31. In Code, choose F4, then double-click 1 - okay from the tree view for codes. 32. Choose Enter. 33. Choose the Close button. You see status 5 completed. The gray button in the tree in front of the characteristic becomes green. The system message Characteristic was closed. Valuation Accepted is displayed. 34. Choose Save. 35. Choose Back. A blue picture displays on the right half of the screen. Stay on this screen.

Usage Decision
Stay in Transaction QE51N. If you do the usage decision directly after the record result, you still have the inspection lot in the tree view. Otherwise, search for the Inspection lot with the same criteria as for the recording results.

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1. Check if all characteristics are processed and closed (green and red sign in front of the characteristics instead of grey). 2. In Inspection Lot, right-click the inspection lot in the left screen area, then choose Usage decision. 3. In UD Code (at the bottom left of the screen), choose F4, then choose Code group 01 Code A then choose Enter. 4. Choose the Inspection lot stock tab. 5. Choose the Proposal button. The material in the quality inspection stock is posted to the unrestricted stock. 6. Choose Save. Transaction MMBE Enter material, a plant and storage from above. You see that the amount in the quality inspection stock has been moved to the unrestricted stock. 7. Repeat steps 2 through 6 for each inspection lot.

Display QM Info Record for Supply Relationship Status


Purpose
The purpose of this transaction is to display the current supply relationship status for vendor C7110. Material C20010 within plant BP02 is configured with a supply relationship profile for vendor C7110, which controls the relevant and current supplier statuses, such as qualification model or pilot series.

Procedure
1. Access the transaction using: Menu Transaction code Logistics Quality Management Quality Planning Logistics Master Data Quality Info Record: Procurement QI03

2. On the Display Q-Info Record screen, enter the necessary data then choose Execute. Field name Material Vendor Plant 3. Choose Enter. 4. Choose the Status tab page. 5. Check the following fields: Status reached, With insp. lot, and Desired. Description User action and values C20010 C7110 BP02 Comment

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Result
The supply relationship status within the Q-Info Record of vendor C7110, material C20010, will change after material C20010 is posted from quality inspection stock to unrestricted stock.

To check changes in status for vendor C7110, REPEAT all procedures starting with Procurement of Raw Materials or Trading Goods for Stock with QM (only for material number C20010) a number of times (after 4 inspections : vendor is valuated).

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