Procurement of Trading Materials (New)

MM Procurement of Trading Material
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
Typographic Conventions
Type Style Description
Example text 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
Emphasied words or phrases in body text, titles of !raphics and tables.
E"#$%&E TE"T Names of elements in the system. These include report names,
pro!ram names, transaction codes, table names, and indi'idual (ey
words of a pro!rammin! lan!ua!e, when surrounded by body text, for
example, SE&ECT and )NC&*+E.
Example text
Screen output. This includes file and directory names and their paths,
messa!es, source code, names of 'ariables and parameters as well as
names of installation, up!rade and database tools.
EXAMPLE TEXT
,eys on the (eyboard, for example, function (eys -such as F2. or the
ENTER (ey.
Example text
Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text>
/ariable user entry. %ointed brac(ets indicate that you replace these
words and characters with appropriate entries.
%a!e 0 of 12
Abbreviations
R Re3uired entry field
-used in the end-user procedures.
4 4ptional entry field
C Conditional field
%a!e 1 of 12
Contents
Sl No Description Page No
0 %urpose 5
1 %rere3uisites 5
6 Creatin! %urchase Re3uisition 5
5 Re3uest for 7uotation 2
5.0 $essa!e 4utput8 R97 00
5.1 $aintainin! 7uotation 01
5.6 %rice Comparison 0:
: %urchase 4rder 0;
2 $essa!e 4utput8 %4 1<
; =oods Receipt for %urchase 4rder 10
> &o!istics )n'oice /erification 16
%a!e 6 of 12
Procurement of Trading Material
! Purpose
)n )ndian scenario apart from own production and sales acti'ities, lots of tradin! acti'ities also ta(e
place. To fulfill that re3uirement in this ?est %ractices, we ha'e ta(en up this scenario. 9or such
tradin! scenario there will not be any Excise +uty related entries and also there will not be any
Excise re!isters.
"! Prere#uisites
The followin! scenario specific master data must be created for operation of this buildin! bloc( and
subse3uent dependent buildin! bloc(s.
$aterial $aster record
0<<<<<:
/endor $aster record
o 0<<<
$! Creating Purchase %e#uisition
&se
# %urchase Re3uisition is created to indicate purchase department to procure materials or ser'ices
with details li(e how much 3uantity is re3uired, when re3uired.
This transaction is optional for the process.
Procedure
0. #ccess the transaction by choosin! one of the followin! na'i!ation options8
SAP %'$ menu Logistics Materials Management Purchasing Purchase
Requisition Create
Transaction code M()N
1. 4n the Create Purchase Requisition screen* ma(e the followin! entries8
+ield name Description R/ O/ C &ser action and values Comment
Shoppin!
cart symbol
+ocument Type
R System defaults in
Standard Purchase
Requisition. *se pull
down to chan!e if
necessary

%urchase
re3uisition
Number that uni3uely
identifies a re3uisition
4 &ea'e blan(. Number
assi!ned by system.
Source 9la! that determines
4
%a!e 5 of 12
determi-
nation
whether automatic
sourcin! of materials
from a 'endor is to be
used
Choose on Item Over view Icon to see the full details of items
)tem Serialied item
numbers
R &ea'e blan(, system
defaulted.
#ccount
assi!nment
(ey specifyin! whether
accountin! for an item
is to be effected 'ia an
auxiliary #ccount
4 &ea'e blan( for
this process
)tem
Cate!ory
+enotes specific
features of an item
-example - material is
consi!nment.
4
$aterial Name or number that
uni3uely identifies a
material
R Enter material code
0<<<<<:
)nput 'alue
Short Text +escription of $aterial
4 Re3uired for materials with
no material master
+efaulted from
material
master
7uantity 7uantity re3uisitioned
R Enter number of units
re3uired
)nput 'alue
*nit *nit of measure in
which the re3uested
material is to be
ordered
R +efaults from material
master
C Cate!ory of deli'ery
date -indicates
whether the date
format is day, wee( or
month.
R Select from the drop-down
list
+efaulted by
the system
+eli'ery date +ate on which the
!oods are to be
deli'ered. )f deli'ery
date is sooner than the
system calculated lead
time, a warnin! will be
issued
R Enter date on which
material is re3uired
)nput 'alue
$aterial
!roup
=roupin! of se'eral
materials with similar
features
R Enter material !roup code
or system will pic( from
material master
+efaulted by
the system
%lant %lant re3uirin! material
R Enter plant where material
is to be shipped to
%$<0
Stora!e
location
,ey for determinin!
stora!e location for a
specific plant
4 )nput 'alue
9=%
%a!e : of 12
%urchasin!
=roup
The ?uyer responsible
for purchasin! the
specific
re3uisition@item
R )dentify the buyer who will
purchase
material
%$=
+efaulted from
material master
if entered.
Re3uisitioner )ndicates for whom
the material is
ordered
R )nput 'alue Example8 Aour
name
Trac(in!
number
This number can be
used to facilitate the
monitorin! of material
procurement
4 )nput 'alue if
re3uired
+es. /endor +esired 'endor from
which material
re3uired
4 )nput 'alue if
re3uired
9ixed
/endor
9ixed 'endor is
maintained for this
material
4 )nput 'alue if
re3uired
S%lt Supplyin! plant 4 *sed incase of stoc(
transport order
%4r! %urchase
4r!aniation
4
#!reement #!reement number 4 &ea'e blan(
)tem #!reement item
number
4 &ea'e blan(
6. Choose to sa'e or choose Control B S.
%esult
%urchase Re3uisition is created.
(,ample
%urchase re3uisition number 00100000## created.
-! %e#uest for .uotation
&se
Re3uest for 7uotation is used to float en3uiries in mar(et to obtain 3uotations from prospecti'e
'endors.
Procedure
0. #ccess the transaction choosin! one of the followin! na'i!ation options8
SAP %'$ menu Logistics Material Management Purchasing
R!"quotation Request #or !uotation Create
Transaction code M(-
%a!e 2 of 12
1. 4n the Create R!$ Initial %creen* ma(e the followin! entries8
+ield name Description R/ O/
C
&ser action and
values
Comment
R97 Type +efault is C#ND - standard
R97
R Enter R97 type if
you want different
document type
R97 +ate +efault is creation date R $ay be chan!ed if
re3uired
The R97 can be
created for future
issuance. Note that
S#% will release it on
that date without
notification.
7uotation
+eadline
The due date for 'endor
3uotations
R Enter the due date
in the date format
assi!ned in the
system
)f the deadline is stated
as a date after the
re3uired deli'ery date,
the user will be !i'en
an error messa!e when
the deli'ery date is
entered.
R97 Externally numbered
R97 numbers
C )f allowed, user can
assi!n R97 number.
Note8 each 'endorDs
R97 is assi!ned a
separate number.
Not recommended.
ECollecti'e numberF of
subse3uent screen is
an effecti'e means to
capture and trac(
R97Ds.
%urchasin!
4r!.
%urchasin! 4r!aniation
responsible for R97
R Enter or select
%urchasin! 4r!.
from table
?%<0
%urchasin!
!roup
?uyer or ?uyin! !roup
)dentifier
R Enter or select
%urchasin! !roup
number from table
<<0
)tem
Cate!ory
,ey definin! how the
procurement of a
material or ser'ice item
is controlled.
R &ea'e it blan( for
this scenario
+eli'ery +ate +ate on which the !oods
are to be deli'ered or
the ser'ice is to be
performed.
4 Enter deli'ery date
%lant ,ey for a production
facility or branch office
within the company -that
is, company code..
4 Enter %lant
%$<0
Stora!e
&ocation
Number of the stora!e
location where the
material is stored. #
plant may contain one or
more stora!e locations.
4 Enter Stora!e
&ocation
9=%
$aterial
=roup
,ey that you use to
!roup to!ether se'eral
materials or ser'ices
4 Enter material !roup
or use match code
+efaulted from material
master record
%a!e ; of 12
with the same attributes,
and to assi!n them to a
particular material !roup.
Re3uirement
Trac(in!
number
Number that facilitates
monitorin! of the
procurement process for
re3uired materials or
ser'ices. This number
can relate to an external
Gneed noteG -notice of
re3uirements. that was
not !enerated in the
system.
4 Enter re3uirement
trac(in! number if
re3uired
6. )f you want create R97 with reference to purchase re3uisition, choose push button Re#erence to
PReq or choose Control B 96. ?y this system will copy most of the data from purchase
re3uisition.
5. Enter the purchase re3uisition number 00100000## in this filed and choose Enter to continue.
:. Then system will show new screen with purchase re3uisition line item, select that line item and
choose on &'opt ( 'etails icon to copy data. System will !o into Create R!$ Item 00010
screen choose enter to continue)
2. ?y this process most of the data is already copied from purchase re3uisition. Howe'er, this is
not mandatory process for creatin! R97.
;. 4n screen Create R!$ Item Overview, enter information in the fields as specified in the table
)tem Number that uni3uely
identifies an item
within the R97
R +efaults - &ine items are
defined by the system in
increments of 0<.
No *ser #ction
) )tem Cate!ory -
determines if
standard
purchase or other
such as 6rd party
order, etc.
R Enter or select from table.
+efault is
blan( - standard purchase
No *ser #ction
$aterial $aterial Number R Enter material number or
use match code to select
0<<<<<:
#ll stoc(
material must
ha'e material
numbers
Short Text Short +escription of
$aterial
N@# +efaulted in from material
master
R97 7uantity 7uantity of $aterial
re3uested for
3uotation
R $ust be numeric
*
)nput 'alue or
+efaulted from
purchase
re3uisition
C
Cate!ory of deli'ery
date -indicates
whether the date
R Select from the drop-down
list
%a!e > of 12
format is day, wee( or
month.
+eli'ery +ate +ate re3uired if
ordered
R $ust be in correct date
format
)nput 'alue
$aterial
=roup
=roup of material
which this material
belon!s
N@# +efaulted in from material
master
%lant %lant where material
is re3uired
4 Enter or select %lant from
table.
Note8 the material master
must exist for that plant.
%$<0
Sloc Stora!e &ocation
where material will
be deli'ered and
stored if ordered
4 Enter or select Stora!e
&ocation from
Table
9=%
Strictly optional.
Stora!e
&ocation may
be entered later
at the time of
%.4. creation
>. Choose the Eheader detail F on the toolbar, then on screen Create R!$ +ea'er ,ata, enter
information in the fields as specified in the table below8
R97 R97 number R System will display sa'ed
document number unless
externally assi!ned
=rayed out
Company
code
Company code R Supplied from initial screen =rayed out
%urchasin!
!roup
%urchasin! !roup R Supplied from initial screen =rayed out
R97 type R97 type R Supplied from initial screen =rayed out
%urch. 4r! %urchase
or!aniation
R Supplied from initial screen =rayed out
/endor /endor number C Will be displayed if 'endor
number was added before
this step.
=rayed out
R97 date R97 date R Supplied from initial screen =rayed out
)tem inter'al )tem inter'al R Supplied by system
Coll. No. Collecti'e number 4 Enter a number to trac(
'endors of the same R97
&an!ua!e &an!ua!e R Supplied from initial screen
7out. +ead. 7uotation deadline R Supplied from initial screen
/alidity start /alidity start 4 Enter date 3uotation will
start
/alidity end /alidity end 4 Enter date 3uotation will
end.
#pplic. ?y #pplication date 4 Enter closin! date of ?ids
Warranty Warranty 4 Enter warranty information
?ind!. %er. ?indin! period 4 Enter date period is
bindin!
Tar!et 'al Tar!et /alue 4 Enter total 'alue of all
materials that can be
%a!e I of 12
released.
Aour
reference
Aour reference 4 Enter /endors reference
number@name
Salesperson Salesperson 4 Enter Salesperson name
4ur
reference
4ur reference 4 Enter your reference
number@name
Telephone Telephone 4 Enter telephone J
I. Choose the E'endor addressF on the toolbar, then on screen Create R!$ -en'or &''ress, enter
information in the fields as specified in the table below8
+ield name Description %' /' C &ser action and values Comment
/endor /endor code R Enter 'alid 'endor code
I./01-01
Title %ossible titles are
stored in a chec( table.
They are lan!ua!e
dependent.
4 Enter title or use match
code
+efaulted from
'endor master
record
Name /endor Name C *p to 5 lines a'ailable +efaulted from
'endor master
Search Term
0 K 1
This field contains only
upper-case letters. #ll
entries are
automatically con'erted
to upper-case letters.
There are two of these
fields for search terms.
4 Enter search terms +efaulted from
'endor master
Street K
House J
Street address and@or
House J
C +efaulted from
'endor master
%ostal Code
K City
%ostal code and city @ town @
'illa!e
C +efaulted from
'endor master
Country Name of country C Table 'alidated @ selection +efaulted from
'endor master
Re!ion )n some countries, the
re!ion forms part of the
address. The meanin!
depends on the
country.
C Table 'alidated @ selection +efaulted from
'endor master
%4 ?ox %ost 4ffice ?ox Number C +efaulted from
'endor master
%ostal Code Lip Code @ %ostal Code C +efaulted from
'endor master
Company
%ostal Code
%ostal code which is
assi!ned directly to a
company. This field is
used in countries in
which lar!e companies
can ha'e their own
postal code.
C +efaulted from
'endor master
&an!ua!e &an!ua!e C +efaulted from
'endor master
Telephone Telephone J C +efaulted from
'endor master
%a!e 0< of 12
9ax 9ax J C +efaulted from
'endor master
0<. Sa'e the R97. This will refresh the Create R978 /endor #ddress screen to allow creation of the
same R97 data to a new 'endor by followin! the steps outlined abo'e.
%esult
The system will display the messa!e R97 Created under the number.
(,ample
R97 created under the number 10000000#J
-! Message /utput0 %+.
&se
# R97 needs to be printed for transmittin! to 'endor.
Procedure
SAP %'$ menu Logistics Materials Management Purchasing Request #or
!uotation Messages Print"2ransmit
Transaction code M(1A
1. 4n the Message Output screen* ma(e the followin! entries8
Purch! Doc!
Data
+ocument
Number
R97 J 4 Choose from drop down
menu
/endor /endor J 4 Choose from drop down
menu
%urchasin!
4r!aniation
%urchasin! 4r!aniation J 4 Choose from drop down
menu
?%<0
%urchasin!
=roup
%urchasin! =roup J 4 Choose from drop down
menu
<<0
+ocument
Type
)dentifier allowin!
differentiation between the
'arious (inds of purchasin!
document in the S#% system
4 Choose from drop down
menu
&.
+ocument
+ate
+ate on which the
purchasin! document was
created.
4 Enter +ocument date or
choose from drop down
menu
Message
%a!e 00 of 12
Data
#pplication Subdi'ides the usa!e of a
condition for the use in
different application areas
R E# defaults for R97
$essa!e
type
Specifies the (ind of output 4 Choose from drop down
menu
NE*
Transmissio
n time-spot
Aou can process the
messa!e immediately or at a
later time. )f processin! later
you must use report pro!ram
RSN#SST<<
menu
%rocessin!
status
)ndicates the status-
0 indicates the process was
successful.
1 indicates an error
< indicates the process has
not yet started
C +efault is <
Creation
date
+ate the messa!e is create 4 Enter date or choose the
drop down menu
Time
created
+isplays the time the
messa!e was created
C +efaults to time started
6. Choose on the Execute
5. 4n screen Message Output select the appropriate +ocument number and perform the followin!8
Choose Output Message and@or
Choose ,ispla3 Message and@or
Choose Message ,etail and@or
Choose 2rial Printout
-!" Maintaining .uotation
&se
This transaction is used to maintain the 3uotation, which is submitted by 'endors. /endor
communicates price for material and as a result the R97 -Re3uest for 7uotation. needs to be
updated.
Procedure
SAP %'$ menu Logistics Materials Management Purchasing
R!"quotation !uotation Maintain
Transaction code M(-2
1. 4n the Maintain !uotation$ Initial %creen, ma(e the followin! entries8
%a!e 01 of 12
R97 R97 Number R Enter R97 Number for
which price entries are to
be made.
$atch code -95. search
help can be used to
locate the appropriate
'alue.
6. Choose the Enter (ey, or choose on the !reen Enter icon to proceed.
5. /iew the screen Maintain !uotation$ +ea'er ,ata by choosin! on the Header data icon in the
toolbar.
:. Enter information in the fields as specified in the table below. Some fields will not be a'ailable for
input, as they are reference fields only.
Administrati
ve +ields8
)tem inter'al )tem inter'al R Supplied by system
Coll. No. Collecti'e number 4 Enter a number to trac(
'endors of the same R97
&an!ua!e &an!ua!e R Supplied from initial screen
7out. +ead. 7uotation deadline R Supplied from initial screen
/alidity start /alidity start 4 Enter date 3uotation will
start
/alidity end /alidity end 4 Enter date 3uotation will
end.
#pplic. ?y #pplication date 4 Enter closin! date of ?ids
Warranty Warranty 4 Enter warranty information
?ind!. %er. ?indin! period 4 Enter date period is bindin!
Terms of
Payment 3
Delivery0
%ayment
terms
,ey for definin!
payment terms
composed of cash
discount percenta!es
and payment periods.
4 Enter appropriate 'alue if
necessary.
$atchcode -95.
search help can
be used to
locate the
appropriate
'alue.
Currency Currency (ey for
amounts in the
system.
necessary
)NR
+efaulted from
'endor master
%ayment in @
+ays
Number of days. )n
conMunction with the
baseline date for
payment, this number
represents a payment
period or period of
3ualification for
discount.
necessary
Exchan!e
Rate
+etermines that the
exchan!e rate used
for currency translation
necessary
%a!e 06 of 12
purposes calculated or
entered in the
purchasin! document
is fixed.
Exchan!e
Rate 9ix
)ndicator8 if you fix the
exchan!e rate, the %4
currency and
exchan!e rate cannot
be chan!ed durin!
)n'oice /erification.
4 Chec( to fix exchan!e rate
if appropriate.
)ncoterms Commonly-used
tradin! terms that
comply with the
standards established
by the )nternational
Chamber of
Commerce -)CC..
necessary.
$atch code -95.
search help can
be used to
locate the
appropriate
'alue.
Tar!et /alue Total 'alue of all
materials to be
released a!ainst the
contract.
necessary.
)f the 'alue
entered is
exceeded, the
user will recei'e
a system
messa!e when
creatin! a
contract release
order.
%eference
Data0
7uotation
+ate
+ate 3uotation
submitted
4 Enter date if desired.
7uotation Number of 'endorDs
3uotation
4 Enter number if desired.
Aour
reference
Aour reference 4 Enter /endors reference
number@name
Salesperson Salesperson 4 Enter Salesperson name
4ur
reference
4ur reference 4 Enter your reference
number@name
Telephone Telephone 4 Enter telephone J
2. 4nce all necessary header data has been maintained, the user can then enter the price
information in one of two fashions8
a. Enter the price in the ENet %riceF field on the E$aintain 7uotation8 )tem 4'er'iewF
screen.
b. To enter more detailed information in addition to the net price, select the line item
and choose on the )tem +etails icon. Choose on the !reen ?ac( arrow to return to
the C4'er'iewD screen once data has been maintained.
i. # 'endorDs 3uoted price can be entered in one of two ways.
ii. Enter the net price per unit in the Net price field. This price includes the
'endorNs normal discounts and surchar!es only. Cash discounts -for prompt
payment. and taxes are calculated separately.
%a!e 05 of 12
iii. Enter the !ross price in the Net price field, and maintain the conditions for
the item. Then the system automatically replaces the entered !ross price
with the calculated net price. )f the net price for an item is entered for which
pricin! conditions ha'e been maintained, the system always replaces the
price entered with the calculated net price.
i'. Enter the Tax Code for any rele'ant taxes -for example, Excise +uty, Sales
Taxes etc.. in the Tax code field. )f a purchase order is created by
referencin! an R97, this code facilitates the determination of the tax
amount when the in'oice is entered in the system.
'. #fter enterin! tax code, you need to enter Ourisdiction code to enter
Murisdiction code select menu path, E)tem $ore functions TaxesF after
choosin! this system may !i'e an information messa!e showin! the
effecti'e price, choose Enter to continue.
'i. Aou will !et a new popup screen displayin! Murisdiction code, system will
display Murisdiction code as a default from plant, choose enter to continue or
2ax ,etails icon to see the tax details.
;. 4nce all 3uotation information has been successfully entered, sa'e the data by choosin! on the
%ave, or choose the PCtrl ( %Q (eys. # messa!e will be displayed that the data has been sa'ed.
%esult
7uotation is maintained.
(,ample
7uotation for R97 10000000JJmaintaine')
-!$ Price Comparison
&se
Re3uired to compare prices from all 3uotations recei'ed as a result of a competiti'e biddin! process.
Procedure
SAP %'$ menu Logistics Materials Management Purchasing R!
"!uotation !uotation Price Comparison
Transaction code M(-1
1. 4n the Price Comparison List screen* ma(e the followin! entries8
%urch 4r!. 4r!aniation unit that
ne!otiates the !eneral
R Enter %urchasin! 4r!
?%<0
%a!e 0: of 12
conditions of purchase
for se'eral plants or a
sin!le plant
7uotation %urchasin! document
number
R Choose either 3uotation or
collecti'e R97 number in
combination with
%urchasin! 4r!
Coll.R97 Call for bid number or
bid in'itation number
R Choose either 3uotation or
collecti'e R97 number in
combination with
%urchasin! 4r!
Number which
you mi!ht ha'e
maintained in
R97
/endor /endor Number 4 Enter 'endor number if
applicable
$aterial $aterial Number 4 Enter material J if
applicable
$aximum J
of 7uotations
per pa!e
Shows the maximum
amount of 3uotations
that are displayed next
to each other.
R +efaults to C01D, chan!e if
necessary.
a. Choose the comparison 'alues to be used8
i. Reference 3uotation8 Aou can compare the 3uotations within the list with a
sample 3uotation. The system displays the percenta!e de'iation between each
3uotation in the list and the sample 3uotation.
ii. $ean@minimum 'alue 3uotation8 The price comparison list can also display a
GfictitiousG 3uotation reflectin! the a'era!e or minimum 'alue of all 3uotations.
Select either the G$ean 'alueG or G$inimum 'alueG 3uotation field to choose the
type of fictitious 3uotation.
iii. %ercenta!e basis8 The price comparison list displays the percenta!e of each
item in relation to the maximum, minimum, or a'era!e price. To determine the
display type, enter one of the followin!8
B8 The hi!hest 'alue for each item is the 0<<R 'alue
-8 The lowest 'alue for each item is the 0<<R 'alue
-8 The mean 'alue for each item is the 0<<R 'alue
b. Select the desired price computations8
i. Select the appropriate field to determine which of the followin! should be
included in the determination of the comparison price8
i. Cash discount
ii. +eli'ery costs
iii. Effecti'e price
6. 4nce all entries ha'e been made, choose on the Execute button.
5. 4n screen E%rice Comparison &ist in Currency )NRF, 'iew the %rice Comparison list.
:. To 'iew any of the followin! information for a particular 3uote included in the comparison,
choose on the R97 number with the mouse to select it, then choose on the appropriate
icon@button on the menu toolbar8
%a!e 02 of 12
2. $aintain 7uotation8 #llows the user to modify 3uotation information if necessary.
;. +isplay $aterial8 #llows the user to 'iew the purchasin! data in the material master record.
>. +isplay /endor8 #llows the user to 'iew the 'endor master record.
I. #dditional )nfo8 #llows the user to 'iew payment terms, bid dates, currency information for
all the 'endor 3uotations in the list.
0<. )f any information has been modified throu!h the comparison list, sa'e the R97 before exitin!. )f
chan!es ha'e been made and the user attempts to exit without sa'in!, the system will return a
messa!e to 'erify action.
00. To exit the transaction, choose on the !reen ?ac( arrow, the yellow Exit arrow, or choose the 96
button.
%esult
Price Comparison List in Currenc3 I.R is displayed on the screen.
)! Purchase /rder
&se
# purchase order is a le!al document used to record an indi'idual purchase with the 'endor. )t also
pro'ides the 'endor with a reference document to lin( to shippin! -!oods receipt. and in'oicin!
-in'oice 'erification. processes. The purchase order is a commitment to a 'endor for a !i'en
material, in a specified 3uantity at a predetermined price and deli'ery date.
Procedure
Or'er Create4-en'or"%uppl3ing Plant 5nown
Transaction code M("N
1. 4n the Create Purchase Or'er screen* ma(e the followin! entries8
Shoppin!
Cart Symbol
4rder type R System defaults in
Standard %4. *se pull
down to chan!e if
necessary
.6P
%urchasin!
document
number
Number can be internally or
assi!ned
4 &ea'e blan(
/endor /endor number R /endor number (nown
0<<<<
)nput 'alue
+oc. date %urchase order date R +ate %4 created -defaults
to todayDs date.
Header Section Header
%a!e 0; of 12
%urchasin!
4r!aniation
%urchasin!
or!aniation code
R %urchasin! 4r!aniation
(nown or 'ia match code
search
P&PO
%urchasin!
=roup
%urchasin! !roup
code
R PM7
Company
Code
Company code for
purchase
R Enter if not defaulted in
from purchasin! or! or
!roup
P&PL
Select ,eliver3 " Invoice tab on Header data.
%ayment
Terms
%ayment Terms of
/endor
4 0001 This field is
important to !et
base line date in
)n'oice
/erification.
)tem
4'er'iew
)tem 4'er'iew
)tem number )tem number within
document
R Will default by system
#cct.
assi!nment
cate!ory
#ccount where costs
are allocated
9or a consumable
material. 9or a stoc(
material it is not
re3uired
C &ea'e blan(
)tem cate!ory Type of purchase C &ea'e blan(
$aterial $aterial number R *se match code search if
needed
1000008
External
numberin! is
used.
Short text Text from the material
master record
R +efault from master record
%4 7uantity Re3uired units @
3uantity
R Enter 3uantity
9
+efaulted from
purchase
re3uisition or
3uotation
*nit of
measure
*nit that !ood or
ser'ice is purchased
R Enter unit of measure +efaulted from
material master
Cate!ory of
deli'ery date
)ndicates whether the
deli'ery date is to be
entered and displayed
as a calendar day,
wee( or month.
R default
+eli'ery +ate +ate material is re3uired R Enter deli'ery date
Net %rice /endor sellin! price
for !ood or ser'ice
R Enter price
:8;000)00
Currency Currency used for plant R I.R )nput the /alue
%er %rice per unit R +efault
4rder unit The unit of measure
for which material is
purchased
R +efault
%a!e 0> of 12
$aterial
!roup
=roupin! to!ether of
materials by
characteristics
R Enter material !roup +efaulted from
material master
%lant 9acility where !oods
or ser'ices are
produced or sold.
R Enter plant
PM01
Stora!e
&ocation
&ocation where stoc(
is stored
R Enter stora!e location9=% Re3uired for
stoc( item
trac(in!
number
Number that facilitates
monitorin! of the
procurement of
re3uired materials
4 Enter if (nown Can be used in
&ist display to
list all %4Ds
created by a
certain buyer.
%otential entry is
employee
number.
Re3uisitioner To whom material or
ser'ice is ordered
4 )nput 'alue if re3uired
)nfo Record %urchasin!
information record
informal price
a!reement that may
be updated with each
purchase
4 +efault if !oods was
purchase from 'endor
pre'iously or info record
created by system
%urchase re3 Reference document
number
C *se tool bar
button to
reference other
purchasin!
documents
4utline
#!reement
Reference document
number
C Enter contract number if
you want create Release
4rder.
*se tool bar
button to
reference other
purchasin!
documents
#!reement
)tem
)tem number C Enter contract line item
number for Release 4rder
)tem number
within
purchasin!
document
)tem +etails )tem +etails
Select
)n'oice tab
Tax code Enter Tax code R Select -9
=R-based )/ =oods receipt based
in'oice 'erification
4 Tic( this chec( box
6. The %urchase 4rder may be posted by choosin! on the %ave icon.
%esult
# messa!e will be displayed statin! that the purchase order was sa'ed, with the purchase order
number.
%a!e 0I of 12
(,ample
Standard %4 created under the number *8000000##
4! Message /utput0 P/
&se
# %urchase 4rder needs to be printed for transmittin! to 'endor.
Procedure
Or'er Messages Print"2ransmit
Transaction code M(1+
1. 4n the Message Output screen* ma(e the followin! entries8
Purch! Doc!
Data
+ocument
Number
%urchase 4rder J 4 Choose from drop down
menu
/endor /endor J 4 Choose from drop down
menu
%urchasin!
4r!aniation
%urchasin!
4r!aniation J
menu
?%<0
%urchasin!
=roup
%urchasin! =roup J 4 Choose from drop down
menu
<<0
+ocument
Type
)dentifier allowin!
differentiation between
the 'arious (inds of
purchasin! document
in the S#% system
menu
N?
+ocument
+ate
+ate on which the
purchasin! document
was created.
4 Enter +ocument date or
choose from drop down
menu
Message
Data
#pplication Subdi'ides the usa!e
of a condition for the
use in different
application areas
R E9 defaults for %urchase
4rder
$essa!e
type
Specifies the (ind of
output
menu
NE*
Transmission Aou can process the 4 Choose from drop down
%a!e 1< of 12
time-spot messa!e immediately
or at a later time. )f
processin! later you
must use report
pro!ram RSN#SST<<
menu
%rocessin!
status
)ndicates the status-
0 indicates the
process was
successful.
1 indicates an error
< indicates the
process has not yet
started
C +efault is <
Creation date +ate the messa!e is
create
4 Enter date or choose the
drop down menu
Time created +isplays the time the
messa!e was created
C +efaults to time started
6. Choose on the Execute.
5. 4n screen Message Output select the appropriate +ocument number and perform the followin!8
Choose Output Message and@or
Choose ,ispla3 Message and@or
Choose Message ,etail and@or
Choose 2rial Printout
2! 5oods %eceipt for Purchase /rder
&se
=oods are recei'ed from the /endor as a result of a %urchase 4rder at the recei'in! plant. # !oods
mo'ement is entered into the system referencin! this %4 and a !oods receipt material document is
posted. #ppropriate !eneral led!er accounts are also posted and stoc(s are updated.
Procedure
0. #ccess the transaction choosin! one of the followin! na'i!ation
options8
SAP %'$ menu Logistics Materials Management Inventor3 Management
7oo's Movement 7oo's Receipt or Purchase Or'er
PO .um<er 5nown
Transaction code MI5/
1. 4n the 7oo's Receipt Purchase Or'er screen* ma(e the followin!
entries8
%a!e 10 of 12
=oods
Receipt
=oods Receipt R Select from drop down list for
action
%urchase
4rder
%urchase 4rder R Select from drop down list for
reference
*8000000##
)nput %4
number
$o'ement
Type
0<0
(nter
+ocument
+ate
+ocument +ate % Enter document date
+eli'ery Note in Header 4 +eli'ery Number from /endor
/endor /endor R +efaulted from purchase order =rayed
out
%ostin! +ate %ostin! date R Enter postin! date
?ill of ladin! ?ill of ladin! 4 Enter bill of ladin!
Header text Header text 4 Enter header text
Close Header +etail data to enlar!e the +etail data.
Select Material ta< at +etailed +ata.
$aterial $aterial tab R +efaulted from %urchase 4rder =rayed
out
Select !uantit3 tab in +etail data.
7ty in unit of
entry
7uantity in unit of
entry
R Enter the 3uantity you ha'e
recei'ed from 'endor. #s a
default system will !i'e open
purchase order 3uantity
9
7uantity
defaulted
from
%urchase
4rder
7ty in
deli'ery note
7uantity in deli'ery
note
4 Enter the 3uantity as per 'endor
deli'ery challan
*
Select =here tab in +etail data.
$o'ement
type
$o'ement type R +efaulted from header screen
Stoc( type Stoc( type R +efaulted from material master or
purchase order
%lant %lant R +efaulted from purchase order
?%<1
Stora!e
location
Stora!e location R +efaulted from purchase order if
entered
%a!e 11 of 12
+%<0
=oods
Recipient
=oods Recipient 4 Enter the name of person who
recei'ed !oods
*nloadin!
point
*nloadin! point 4
Text Text 4 Enter the text if re3uired
Select Purchase Or'er tab in +etail data.
%urchase
4rder
%urchase 4rder R +efaulted from header data =rayed
out
+el.
completed
ind.
+eli'ery completion
indicator
4 +efaulted by system if %4 7ty S
=R 7ty
Select Partner tab in +etail data.
/endor /endor name 4 =rayed out
Select 6atch tab in +etail data.
This tab will come only if material is mana!ed in batches.
%roceed with the followin! steps if material is batch mana!ed only.
?atch ?atch number R Enter batch number if
externally maintained by
you or system will allocate
batch number
/endor batch /endor batch 4 Enter 'endor batch number
for reference
6. Select the Chec( box Item O5; after enterin! all the data.
5. Choose Chec> at the top of screen.
:. Choose on Post to post the document.
%esult
$aterial document posted
(,ample
$aterial document :<<<<<<<## poste'
%a!e 16 of 12
6! 7ogistics Invoice 8erification
&se
)n this process of &o!istics )n'oice /erification all the )ncomin! )n'oices are 'erified in terms of their
content, prices and arithmetic. When the in'oice is posted, the in'oice data is sa'ed in the system.
The system updates the data sa'ed in the in'oice documents in $aterials $ana!ement and
9inancial #ccountin!.
Procedure
SAP %'$ menu Logistics Materials Management Logistics invoice
-eri#ication ,ocument Entr3 Enter Invoice
Transaction code MI%/
1. )f you are openin! for the first time this transaction, system will as( for Compan3 Co'e; please
!i'e 6P01 to !o in side the transaction.
6. 4n the Enter Incoming Invoice$ Compan3 Co'e P&PL screen* ma(e the followin! entries8
Transaction Invoice R Select Invoice from drop
do9n list
Header +ata Header data of )n'oice R +efaulted by system
?asic tab ?asic information tab R Select basic information tab
to !i'e initial information
)n'oice +ate )n'oice +ate R Enter the /endor in'oice
date
Reference )n'oice reference 4 Enter the 'endor in'oice
reference
%ostin! date %ostin! +ate R Enter the postin! date of
document
System will !i'e
current date as
default
#mount )n'oice #mount R Enter in'oice !ross amount
as per /endor )n'oice
?8;000)00
Currency R I.R
Calculate tax Chec( box calculate
tax
4 +o not select
Tax code R -0
?us.place@se
ctn
?usiness place or
section code
R Enter section code if Tax
deduction for source is
acti'e for this 'endor
&ea'e blan( for
this process
%a!e 15 of 12
Text Text 4 Enter text if re3uired for
reference
Payment tab %ayment tab R Select payment details tab
?aseline+t ?ase line date for
payment
R Enter the base line date for
payment
Will be defaulted
if payment terms
entered in %4
%mnt terms %ayment terms 4 %ayment terms of
document, if entered will be
defaulted from purchase
order
+ue on %ayment due on 4 Will be calculated by
system
=rayed out
+iscount Cash discount 4 Enter if cash discount is
offered by 'endor
Hide Header data for !ettin! full screen of items if re3uired after the purchase order number
has been maintained.
%urchase order @
Schedule #!reement
R Select %urchase order @
Schedule #!reement in the
reference document
cate!ory from drop down
list
+efaulted for
user
%urchase order
number
R Enter the purchase order
number
*8000000##
=oods @ ser'ice items R Select =oods @ Ser'ice
items in indicator from drop
down list
+efaulted
&ayout &ayout of in'oice
'erification
R Select #ll information from
drop down list
Choose (nter
5. Choose Enter to complete the document feedin! part.
:. To chec( the document credit and debit is balanced on the top ri!ht corner of your screen a
traffic li!ht is displayed. ?eside that 6alance of the document is displayed.

Ensure that the Balance is LER4 before postin! the document and the traffic li!ht is !reen
or yellow color.
2. )f you want to see the accountin! postin!s in simulation mode, choose %imulation on middle of
fourth row of your screen.
%a!e 1: of 12
;. Since this scenario does not in'ol'e any Excise +uty, there is no %art ) and %art )) entries are
made and there are not excise re!ister entries. +ue to this system may !i'e some messa!es
-warnin! or information. sayin! Part II is not 3et ma'e please i!nore them for this scenario.
>. Choose %ave postin! the document.
%esult
&o!istics )n'oice 'erification document is posted.
(,ample
+ocument no. 8108100### created
%a!e 12 of 12

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