SOP | Inbound Delivery (IBD) Creation

IBD Creation T-code – VL31N

1. Run VL31N, Enter Purchase Order or Scheduling Agreement No, from vendor invoice –

Enter Vendor Invoice No. -

Press Enter → All open Materials with proposed open quantity (yellow highlighted below)

2. Enter Quantity Received as mentioned in vendor invoice -

If you need to search any material, press ‘Control-F’ – You will get pop-up as below screen – Enter the Material code
System would take you to the search result as below:

3. Click Icon – ‘Select-All’ → All Material line items will be selected -

4. Delete all other entries for the material except for the PO/SA number received (follow the below steps)

Then un-select all materials received –

Press icon – ‘Delete Rows’ to delete other material line items -

A pop-up for confirmation to of line item deletion would appear -

Now, Only the actual received entry would be visible as below:

5. Press ‘Header’ icon as highlighted below -

Enter vendor Invoice No. in Bill of Lading -

6. Go to ‘Gate-In Details’ Tab to enter transporter & other details as below -

7. save IBD -

Inbound Delivery Change – VL32N –

Enter IBD No -

8. Go to Status Overview → You can view ‘In Plant Status’ – it will be shown as gate-in done –
SOP for Service Purchase Order
Create Service PO – Doc-Type 10VP
• Mention Account Assignment Category – K
• Mention Item Category – D
• Mention Material Group – Services
• Tick – S. Based IV option
• Tax Code – F0
Go to Tab – ‘Services’  Mention Service activities with rates & Quantity
Select Service Activity Line Item  Click on icon – ‘Details’ (highlighted)
A window will be opened – Mention Service HSN/SAC code as shown (highlighted)
If multiple service activities exist, then HSN/SAC to be mentioned for each activity line item
Come on Main Screen  Select Service Activity Line Item  Click on icon  ‘Full Scrn. Services’
Select Service Activity Line Item  Goto  Taxes  tax details on services will be shown
Save Service PO  Make Service Sheet as usual (No change in process)
Finance will pass bill thru MIRO, HSN/SAC code will be shown in MIRO screen as entered in PO
Accounting Entries will be shown as below -
Material
Management –
Domestic
Procurement
SAP Training Manual
 Materials Management – Domestic Procurement

Contents
Creation of Purchase requisition ................................................................................................................................................................................... 4

1.1 Purpose .......................................................................................................................................................................................................... 4

1.2 Business Procedure / Transaction Description .............................................................................................................................................. 4

1.3 Prerequisite .................................................................................................................................................................................................... 4

1.4 Menu Path...................................................................................................................................................................................................... 4

1.5 Transaction Code ........................................................................................................................................................................................... 4

1.6 Helpful Hints .................................................................................................................................................................................................. 5

1.7 Operation Steps ............................................................................................................................................................................................. 5

PR release..................................................................................................................................................................................................................... 10

2.1 Purpose ........................................................................................................................................................................................................ 10

2.2 Business Procedure / Transaction Description ............................................................................................................................................ 10

2.3 Prerequisite .................................................................................................................................................................................................. 10

2.4 Menu Path.................................................................................................................................................................................................... 10

2.5 Transaction Code ......................................................................................................................................................................................... 10

2.6 Helpful Hints ................................................................................................................................................................................................ 11

2.7 Operation Steps ........................................................................................................................................................................................... 11

Create Purchase order with reference to purchase requisition .................................................................................................................................. 15

 Materials Management – Domestic Procurement

3.1 Purpose ........................................................................................................................................................................................................ 15

3.2 Business Procedure / Transaction Description ............................................................................................................................................ 15

3.3 Prerequisite .................................................................................................................................................................................................. 15

3.4 Menu Path.................................................................................................................................................................................................... 15

3.5 Transaction Code ......................................................................................................................................................................................... 15

3.6 Helpful Hints ................................................................................................................................................................................................ 16

3.7 Operation Steps ........................................................................................................................................................................................... 16

Release the purchase order ......................................................................................................................................................................................... 26

4.1 Purpose ........................................................................................................................................................................................................ 26

4.2 Business Procedure / Transaction Description ............................................................................................................................................ 26

4.3 Prerequisite .................................................................................................................................................................................................. 26

4.4 Menu Path.................................................................................................................................................................................................... 26

4.5 Transaction Code ......................................................................................................................................................................................... 26

4.6 Helpful Hints ................................................................................................................................................................................................ 27

4.7 Operation Steps ........................................................................................................................................................................................... 27

 Materials Management – Domestic Procurement

Creation of Purchase requisition

1.1 Purpose
The objective of this section is to explain the process for generating manual purchase requisition

1.2 Business Procedure / Transaction Description

Perform this procedure when you need to create a manual purchase requisition to raise an order.

1.3 Prerequisite

a. Material master should be maintained for the plant and storage location.

b. Material must be maintained in the excise master for the input materials- plant combination

1.4 Menu Path

Use the following menu path to begin this transaction:

Materials Management -> Purchasing -> Purchase Requisition -> Create

1.5 Transaction Code

ME51N
 Materials Management – Domestic Procurement

1.6 Helpful Hints

1.7 Operation Steps

You are going to perform this transaction to create a purchase requisition.

Step 1: When you log onto SAP, the SAP Easy Access screen is displayed. Use the menu path or the TCode as provided
above.
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 2:
 Materials Management – Domestic Procurement

Field Name R/O/C Description

Document Type R 10NT

Material R 55325651

Quantity R Enter quantity

Plant R 1011

Storage Location R C021

Requistioner O Enter Requisitioner name

Purchase Group R T02

Click on save. Purchase requisition will be created.

 Materials Management – Domestic Procurement

Step 3: After entering the data, the purchase requisition has to be saved and purchase requisition number is generated.
 Materials Management – Domestic Procurement

PR release
2.1 Purpose
The objective of this activity is to release the purchase requisition.

2.2 Business Procedure / Transaction Description

This is to be performed by authorized personnel as per the release matrix defined for the plant .

2.3 Prerequisite

2.4 Menu Path

Use the following menu path to begin this transaction:

Purchasing -> Purchase Requisition -> Release -> Individual Release

2.5 Transaction Code

ME54N
 Materials Management – Domestic Procurement

2.6 Helpful Hints

2.7 Operation Steps

You are going to perform this transaction to release a purchase requisition.

Step 1: When you log onto SAP, the SAP Easy Access screen is displayed. You can release a purchase requisition using the
menu path or the transaction code (ME54N).
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 2: In the Purchase requisition screen, choose your purchase requisition as shown below
 Materials Management – Domestic Procurement

Step 3

On the purchase requisition screen, release the requisition as shown below.

Step 4

Click on save button to save the requisition.

 Materials Management – Domestic Procurement

Create Purchase order with reference to purchase requisition

3.1 Purpose
The objective of this section is to explain the process for generating a purchase order with reference to a purchase requisition

3.2 Business Procedure / Transaction Description

Perform this procedure when you need to create a purchase order with reference to the purchase requisition.

3.3 Prerequisite

a. Material master should be maintained for the plant and storage location.

b. Material must be maintained in the excise master for the input materials- plant combination.

c. A vendor must exist in the vendor master and associated info record must be maintained.

3.4 Menu Path

Use the following menu path to begin this transaction:

Purchasing -> Purchase Order -> Create -> Vendor/Supplying Plant Known

3.5 Transaction Code

ME21N
 Materials Management – Domestic Procurement

3.6 Helpful Hints

3.7 Operation Steps

You are going to perform this transaction to create a purchase order with ref. to a purchase requisition.

Step 1: When you log onto SAP, the SAP Easy Access screen is displayed. Use the menu path or the TCode as provided
above.
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 2 :

Select the document overview on

Step 2:
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 3

Put in selection criteria as per your purchase group and click on execute button.

Step 4

The system would show all purchase requisitions as per the categories selected. The purchaser has to pick the appropriate purchase
requisition and add to the shopping cart as shown below.
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

The system would copy the requirements from the purchase requisition. The purchaser has to make the following entries.

Field Name R/O/C Description

Document Type R 10ST or as applicable

Vendor R 34

Tax Code R As applicable (To be picked from purchase info record)

Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 5

Check for the completeness of the document.

 Materials Management – Domestic Procurement

Step 7

Save the document and a purchase order is generated.

 Materials Management – Domestic Procurement

Release the purchase order

4.1 Purpose
The objective of this activity is to release the purchase order.

4.2 Business Procedure / Transaction Description

This is to be performed by authorized personnel as per the release matrix defined for the plant .

4.3 Prerequisite

4.4 Menu Path

Use the following menu path to begin this transaction:

Purchasing -> Purchase Order -> Release -> Individual Release

4.5 Transaction Code

ME29N
 Materials Management – Domestic Procurement

4.6 Helpful Hints

4.7 Operation Steps

You are going to perform this transaction to release a purchase order.

Step 1: When you log onto SAP, the SAP Easy Access screen is displayed. You can release a purchase requisition using the
menu path or the transaction code (ME29N).
Materials Management – Domestic Procurement
 Materials Management – Domestic Procurement

Step 2

Click on release as shown below. Save the document after that.