24/12/2019

PO to GRN Phase
SAP Integration with Portal

User Requirements / Expectations Document

1. Purchase Order (Materials) Components
2. Advance Shipment Notice (ASN)
3. Gate Entry - Inward
4. Goods Receipt Entry (GRN)
5. Service Order Components
6. Service Acceptance Sheet
7. Service Entry

1. Purchase Order
Components in Purchase Order (Header Data):
Sr. No Fields Name Field Type
1 Document Type
2 PO No
3 PO Date
4 Vendor Code
All fields from Purchase Order
5 Vendor Name
6 Incoterms
7 Purch. Group
8 Version No
9 Status will be “In Process” in case order
amendment in process & vendor will
not allowed to do any activity
against order

Components in Purchase Order (Item Data):

Sr. No Fields Name Field Type
1 Line Item No
2 Item Code
3 Material Description
4 PO Quantity
5 Rate
6 Currency
7 UOM
8 Delivery Date
9 Plant
10 Delivery Status (Open / Closed) All fields from Purchase Order
11 Basic Price (ZPB0,
12 Packing / Forwarding Condition (Qty, % of Basic, Fix
Value or At Actual)
13 Freight Condition (Qty, % of Basic, Fix Value or At
Actual)
14 Loading / Unloading Charges (Qty, Fix Value or At
Actual)
15 Tax Conditions (GST & Cess)
16 Control code
17 Tracking No (Internal)
18 These fields will be picked up from
Overdeliv. Tol. (Internal) PO but will not be visible to Vendor
19 Underdel. Tol. (Internal)
20 Delivery Schedule for Annual Orders (Plant will
request for qty & Purchase will confirm & vendor will
get notification), Delivery date will be last date of
financial year
21 Delivered Qty
Calculated fields
22 Balance Qty

2. Advance Shipment Notice (Header Data):

Sr. No Fields Name Field Type

1 ASN No Auto
2 PO Status release & PO Acceptance checked Check
3 Plant From PO
4 Against Invoice
 Invoice No (Mandatory)
 Invoice Date (Mandatory)
 Invoice Amount (Mandatory)
 Mismatch Amount
Vendor Selection
5 Against Delivery Note
 Delivery Note No (Mandatory)
 Delivery Note Date (Mandatory)
 Invoice No & Date will be updated by Accounts at
the time Invoice Booking
6 LR No.
7 LR Date
8 Transporter Name
9 Vehicle No
10 E-Way Bill No
11 Gross Weight
Manual Entry
12 Tare Weight
13 No of Packages
14 COA (Check box)
15 Packing List (Check box)
16 Type of Packing Bulk / Non Bulk (Only for RM)
17 Remarks (120 char)

Advance Shipment Notice (Item Data):

Sr. No Fields Name Field Type
1 Line Item No
2 Item Code
3 Material Description From PO
4 PO Quantity
5 Balance Quantity
6 Delivery/Invoice Quantity Manual Entry
7 Rate
8 Currency From PO
9 UOM
10 Basic Value Calculated Field
11 Packing / Forwarding Condition
12 Freight Condition “At Actual” – Manual Entry
13 Loading / Unloading Charges
14 Tax Conditions (GST & Cess) Calculated Field
15 Gross Total
16 Mismatch Amount
3. Gate Entry and GRN
Gate Entry - Inward (In Transit):

Sr. No Fields Name

1 ASN No
2 Purchase Order
3 Vendor Code
4 Vendor Name
5 Invoice No
6 Invoice Date
7 Status

Gate Entry - Inward (Reported):

Sr. No Fields Name
1 ASN No
2 Purchase Order
3 Vendor Code
4 Vendor Name
5 Invoice No
6 Invoice Date
7 LR No.
8 LR Date
9 Transporter Name
10 Vehicle No
11 E-Way Bill No
12 Gross Weight
13 Tare Weight
14 No of Packages
15 COA (Check box)
16 Packing List (Check box)
17 Type of Packing Bulk / Non Bulk (Only for RM)
18 Remarks (120 char)

Security will update following fields:

 Name of Driver
 Mobile No
 Valid Photo ID Proof (Manual Entry)
 Security will change status to “Reported” & Gate Entry No will be generated
Gate Entry - Inward (Safety Check):
Sr. No Fields Name
1
2
3
4
5
6
7
8
9

 Only “Reported” status ASN will appear.

 Check list points will be submitted soon.
 Safety person will change status to “Safety Pass” / “Safety On Hold” / “Safety Failed” with
Reason in case of “Safety Failed”

Gate Entry - Inward (OHC Check):

Sr. No Fields Name
1
2
3
4
5
6
7
8
9

 Only “Safety Pass” status ASN will appear.

 Check list points will be submitted soon.
 OHC person will change status to “OHC Pass” / “OHC On Hold” / “OHC Failed” with Reason in
case of “OHC Failed”

Gate Entry - Inward (Gate In):

 Only “OHC Pass” status ASN will appear

 Details same as “Reported”
 Security person will change status to “Gate In”
 Data to be pushed to SAP for 103 movement type in case of RM Bulk

Quality Check (Only RM Bulk):

 This activity will be performed in SAP
 Status will be updated on portal as “QC Pass” / “QC Failed”
Gate Entry (Unload):
 “QC Pass” RM Bulk ASN & “Gate In” ASN of other materials will be appeared
 Store will change status to “Unload”
 Store will enter Rejected Qty / Shortage Qty / Confirm Qty
 Intimation to Vendor for Rejected or Shortage Qty
 Store will enter Storage Location

Gate Entry (Out):

 “Unload” ASN will be appeared
 Data to be pushed to SAP for 105 movement only for RM Bulk
 Security will change ASN status to “Closed” for RM Bulk material

Quality Check (Other than RM Bulk):

 “Unload” ASN will be appeared
 Status of ASN will be changed to “QC Pass” / “QC Failed” with reason
 Data to be pushed to SAP for 105 movement
 ASN status will be changed to “Closed”

ASN by Purchase Department (In case of late night loading or not possible at vendor’s end):
 Purchase Department will select PO No, Line Item No & enter expected delivery date
 Stores will update following details after Gate In
o Invoice No
o Invoice Date
o LR No.
o LR Date
o Transporter Name
o Vehicle No

4.
5. Service Order and Service Entry Sheet
Components in Service Order (Header Data):

Sr. No Fields Name Field Type

1 Document Type
2 Order No
3 Order Date
4 Vendor Code
All fields from Purchase Order
5 Vendor Name
6 Purch. Group
7 End User Employee Code
8 Version No
9 Status will be “In Process” in case order
amendment in process & vendor will
not allowed to do any activity
against order

Components in Service Order (Item Data):

Sr. No Fields Name Field Type
1 Line Item No
2 Service Text
3 Activity Code
4 Activity Description
5 Line Text
6 Quantity
7 Rate
All fields from Purchase Order
8 Currency
9 UOM
10 Delivery Date
11 Plant
12 Order Status (Open / Closed)
13 Basic Price (ZPB0,
14 Tax Conditions (GST & Cess)
15 Tracking No (Internal)
16 Overdeliv. Tol. (Internal) These fields will be picked up from
17 Underdel. Tol. (Internal) order but will not be visible to
18 Overall Limit (In case of Value Contract) Vendor
19 G/L No (Internal)
20 Billed / Service Entry Sheet Qty
Calculated fields
21 Balance Qty

Service Acceptance Sheet (SAS) Components:

 Vendor will create SAS with reference to Service Order & Line Item No
 Notification will be sent to End User Employee
 End User Employee will accept or reject SAS
 Vendor will enter Invoice No & Date against accepted SAS
 Accounts will check GL & TDS details
 Accounts will confirm the Same
 Data will be pushed to SAP for Service Entry creation & Bill booking