JD Edwards L BASE Procurement User Guide V1.7

BASE JD Edwards
Procurement User Guide

Document Owner
Owner
Name: Anne van den Broek
Function: Regional Functional Lead Procurement
E-mail: Anne.vandenbroek@heineken.com
Version Control
Version Date Author(s) Status Short description of modification
0.1 18-04-2016 Anne van den Broek Draft Initial version
0.2 24-10-2017 Anne van den Broek Draft Updated version
0.3 18-01-2018 Anne van den Broek Draft Updated version
0.4 24-02-2018 Anne van den Broek / Draft Updated version

Katherine Boon
0.5 09-03-2018 Anne van den Broek / Draft Updated version

Katherine Boon
0.6 26-04-2018 Anne van den Broek / Draft Updated version based on key-user training
Katherine Boon
0.7 30-04-2018 Anne van den Broek / Draft Updated version based on P&CI input
Katherine Boon
1.0 05-06-2018 Anne van den Broek / Final Final version

Katherine Boon
1.1 05-01-2019 Anne van den Broek / Revised Revised Final version
Katherine Boon
1.4 01-08-2019 Katherine Boon Final Final Version
1.5 30-10-2019 Katherine Boon Revised Updated version to add Procurement

Reports and Appendix XVI to XVII
1.6 11-11-2019 Katherine Boon Revised Updated version on ‘Change 1P/3P

Purchase Order’ and Change 1B Blanket
Order
1.7 01-04-2020 Anne van den Broek Revised Updated version on OI process
Support Documentation
Support documentation related to this document can be found on Sharepoint.
Related User Manuals

Please find below the instructor guides related to the processes described in this document:
Instructor Guide name Audience

BASE SRM Contract Management User Guide OpCo Procurement Team /
Procurement Service Manager
J_G_2_Procurement_SOP_ Goods Receipt at Warehouse Warehouse Employee / Storekeeper
BASE Procurement User Guide V1.7 2

Contents
1 Procurement Product Related – Stockable Materials .........................................................................13

1.1 Introduction .........................................................................................................................................13
1.1.1 Audience ..............................................................................................................................................13
1.1.2 Objectives ............................................................................................................................................13
1.1.3 Key Concepts .......................................................................................................................................13
1.1.4 Business Process (Level 3) ...................................................................................................................14
1.2 Purchase Order (Call-Off) process .......................................................................................................15
1.2.1 Objectives ............................................................................................................................................15
1.2.3 Create Planning Message / Purchase Order ........................................................................................16
1.2.4 Change Planning Message / Create Purchase Order ...........................................................................19
1.2.5 Complete Purchase Order (optional) ..................................................................................................21
1.2.6 Create Purchase Order (alternative for Planning Message – Purchase Order)...................................27
1.2.7 Copy Contract Conditions to Purchase Order (auto/manual) .............................................................32
1.2.8 Send Purchase Order to Supplier (auto/manual) ................................................................................33
1.2.9 Register Supplier Acknowledgement ..................................................................................................34
1.2.10 Change Purchase Order .......................................................................................................................35
1.2.11 Cancel Purchase Order ........................................................................................................................37
1.2.12 Send Purchase Order Cancellation to Supplier (auto/manual) ...........................................................38
1.2.13 Close Purchase Order (after Purchase Order Cancellation) ................................................................40
1.2.14 Key Learnings .......................................................................................................................................41
1.3 Blanket Order process .........................................................................................................................42
1.3.1 Objectives ............................................................................................................................................42
1.3.3 Create Manual Blanket Order .............................................................................................................43
1.3.4 Approve Blanket Order........................................................................................................................46
1.3.5 Copy Contract Conditions to Blanket Order (auto/manual) ...............................................................47
1.3.6 Send Blanket Order to Supplier (auto/manual) ..................................................................................48
1.3.7 Release Purchase Order from Blanket Order ......................................................................................49
1.3.11 Change Blanket Order .........................................................................................................................58
1.3.12 Copy Contract Conditions to Blanket Order (auto/manual) ...............................................................60
1.3.13 Cancel Blanket Order ...........................................................................................................................60

1.3.14 Send Blanket Order Cancellation to Supplier ......................................................................................61
1.3.15 Close Blanket Order (after Blanket Order Cancellation) .....................................................................62
1.3.16 Key Learnings .......................................................................................................................................64
1.4 Return Order process ..........................................................................................................................65
1.4.1 Objectives ............................................................................................................................................65
1.4.3 Create Return Order ............................................................................................................................66
1.4.4 Send Return Order to Supplier (auto/manual)....................................................................................69
1.4.5 Confirm Return Order..........................................................................................................................70
1.4.6 Cancel Return Order ............................................................................................................................71
1.4.7 Close Return Order (after Return Order Cancellation)........................................................................72
1.4.8 Key Learnings .......................................................................................................................................73
1.5 Purchase Order (Spot) process ............................................................................................................74
1.5.1 Objectives ............................................................................................................................................74
1.5.3 Manage Spot price...............................................................................................................................75
1.5.4 Create Purchase Requisition (Spot) .....................................................................................................76
1.5.5 Approve Purchase Requisition (Spot) ..................................................................................................80
1.5.6 Change Purchase Requisition (Spot) ...................................................................................................81
1.5.7 Convert Purchase Requisition into Purchase Order (Spot) .................................................................81
1.5.11 Register Supplier Acknowledgement ..................................................................................................90
1.5.12 Change Purchase Order (Spot) ............................................................................................................91
1.5.13 Cancel Purchase Order (line) (Spot) ....................................................................................................93
1.5.14 Send Purchase Order (Spot) Cancellation to Supplier .........................................................................93
1.5.15 Close Cancelled Purchase Order (after Purchase Order Cancellation) ...............................................94
1.5.16 Key Learnings .......................................................................................................................................96
2 Procurement Non Product Related – Stockable Materials .................................................................97
2.1 Introduction .........................................................................................................................................97
2.1.1 Audience ..............................................................................................................................................97
2.1.2 Objectives ............................................................................................................................................97
2.1.3 Key Concepts .......................................................................................................................................97
2.2 Purchase Order process.......................................................................................................................99
2.2.1 Objectives ............................................................................................................................................99
2.2.2 Create Purchase Requisition .............................................................................................................100
2.2.3 Create Purchase Requisition (via PR generator / Reorder point)......................................................105
2.2.4 Approve Purchase Requisition ..........................................................................................................107
2.2.5 Change Purchase Requisition ............................................................................................................108
2.2.6 Convert Purchase Requisition into a Purchase Order .......................................................................108
2.2.7 Complete Purchase Order (optional) ................................................................................................111
2.2.8 Copy Contract Conditions to Purchase Order (auto/manual) ...........................................................115
2.2.9 Send Purchase Order to Supplier (auto/manual) ..............................................................................116
2.2.10 Register Supplier Acknowledgement ................................................................................................117
2.2.11 Change Purchase Order .....................................................................................................................118
2.2.12 Approve Purchase Order ...................................................................................................................120
2.2.13 Cancel Purchase Order (line) .............................................................................................................121
2.2.14 Send Purchase Order Cancellation to Supplier .................................................................................122
2.2.15 Close Cancelled Purchase Order (after Purchase Order Cancellation) .............................................123
2.2.16 Key Learnings .....................................................................................................................................124
2.3 Return Order process ........................................................................................................................125
2.3.1 Objectives ..........................................................................................................................................125
2.3.2 Business Process (Level 4) .................................................................................................................125
2.3.3 Create Return Order ..........................................................................................................................125
2.3.4 Send Return Order to Supplier ..........................................................................................................129
2.3.5 Confirm Return Order........................................................................................................................130
2.3.6 Key Learnings .....................................................................................................................................131
2.4 Purchase Order (Spot) process ..........................................................................................................132
2.4.1 Objectives ..........................................................................................................................................132
2.4.3 Manage Spot price.............................................................................................................................133
2.4.4 Create Purchase Requisition (Spot) ...................................................................................................134
2.4.5 Approve Purchase Requisition (Spot) ................................................................................................140
2.4.6 Change Purchase Requisition (Spot) .................................................................................................141
2.4.7 Convert Purchase Requisition into Purchase Order (Spot) ...............................................................141
2.4.12 Change Purchase Order (Spot) ..........................................................................................................151
2.4.13 Cancel Purchase Order (line) (Spot) ..................................................................................................153
2.4.14 Send Purchase Order (Spot) Cancellation to Supplier .......................................................................154
2.4.16 Key Learnings .....................................................................................................................................156
2.5 Return Order (Spot) process..............................................................................................................157
2.5.1 Objectives ..........................................................................................................................................157
2.5.3 Create Return Order (Spot) ...............................................................................................................157
2.5.6 Key Learnings .....................................................................................................................................163
3 Import-to-Order Export Sales / Direct Shipment 3rd Party supplier to Customer (S2-OD) ...............164
3.1 Introduction .......................................................................................................................................164
3.1.1 Audience ............................................................................................................................................164
3.1.2 Objectives ..........................................................................................................................................164
3.1.3 Key Concepts .....................................................................................................................................164
3.2 Purchase Order (Call-Off) process .....................................................................................................165
3.2.1 Objectives ..........................................................................................................................................165
3.2.2 Business Process ................................................................................................................................165
3.2.6 Create Goods Receipt ........................................................................................................................173
4 Import-to-Order Export Sales / Direct Shipment Intercompany to Customer (S2-OI) ......................175
4.1 Introduction .......................................................................................................................................175
4.1.1 Audience ............................................................................................................................................175
4.1.2 Objectives ..........................................................................................................................................175
4.1.3 Key Concepts .....................................................................................................................................175
4.2.1 Objectives ..........................................................................................................................................176
4.2.2 Business Process ................................................................................................................................176
4.2.4 Copy Contract Conditions to Purchase Order (auto).........................................................................183
4.2.5 Send Purchase Order to Supplier (auto)............................................................................................183
4.2.6 Create Goods Receipt ........................................................................................................................184
5 Import-to-Stock / 3rd Party Supplier (1P / 3P) ...................................................................................186
5.1 Introduction .......................................................................................................................................186
5.1.1 Audience ............................................................................................................................................186
5.1.2 Objectives ..........................................................................................................................................186
5.1.3 Key Concepts .....................................................................................................................................186
5.2.1 Objectives ..........................................................................................................................................187
5.2.3 Create Planning Message ..................................................................................................................187
5.2.4 Change Planning Message .................................................................................................................191
5.2.10 Cancel Purchase Order ......................................................................................................................204
5.2.11 Send Purchase Order Cancellation to Supplier (auto/manual) .........................................................205
5.2.12 Close Purchase Order (after Purchase Order Cancellation) ..............................................................206
5.3 Purchase Order (Spot) process ..........................................................................................................208
5.3.1 Objectives ..........................................................................................................................................208
5.3.3 Manage Spot price.............................................................................................................................209
5.3.4 Create Purchase Requisition (Spot) ...................................................................................................210
5.3.5 Approve Purchase Requisition (Spot) ................................................................................................214
5.3.6 Change Purchase Requisition (Spot) .................................................................................................215
5.3.7 Convert Purchase Requisition into Purchase Order (Spot) ...............................................................215
5.3.11 Change Purchase Order (Spot) ..........................................................................................................220
5.3.12 Cancel Purchase Order (line) (Spot) ..................................................................................................222
5.3.13 Send Purchase Order (Spot) Cancellation to Supplier .......................................................................223
5.3.15 Key Learnings .....................................................................................................................................225
6 Intercompany Order / BASE OpCos (SI-OI) ........................................................................................226
6.1 Introduction .......................................................................................................................................226
6.1.1 Audience ............................................................................................................................................226
6.1.2 Objectives ..........................................................................................................................................226
6.1.3 Key Concepts .....................................................................................................................................226
6.2.1 Objectives ..........................................................................................................................................226
6.2.3 Validate Purchase Order....................................................................................................................227
7 Intercompany Order / Non-BASE OpCos (OI) ....................................................................................229
7.1 Introduction .......................................................................................................................................229
7.1.1 Audience ............................................................................................................................................229
7.1.2 Objectives ..........................................................................................................................................229
7.1.3 Key Concepts .....................................................................................................................................229
7.2 Purchase Order (Call-Off) process (OI) ..............................................................................................229
7.2.1 Objectives ..........................................................................................................................................229
7.2.3 Create Purchase Order ......................................................................................................................230
7.2.4 Copy Contract Conditions to Purchase Order (auto).........................................................................236
7.2.6 Register Supplier Acknowledgement (Optional) ...............................................................................238
7.2.9 Send Purchase Order Cancellation to Supplier (auto/manual) .........................................................241
8 Cross Functional Procurement Processes .........................................................................................245
8.1 Subcontracting...................................................................................................................................245
8.1.1 Objectives ..........................................................................................................................................245
8.1.3 Create (Automatic) Purchase Order ..................................................................................................245
8.1.7 Key Learnings .....................................................................................................................................251
8.2 Outbound Transportation .................................................................................................................252
8.2.1 Objectives ..........................................................................................................................................252
8.2.3 Display Purchase Order .....................................................................................................................253
8.2.4 Approve Purchase Order ...................................................................................................................254
8.2.5 Copy contract conditions to Purchase Order (auto) .........................................................................255
8.2.7 Goods Receipt (auto) .........................................................................................................................256
8.2.10 Send Purchase Order Cancellation to Supplier (manual) ..................................................................258
8.2.12 Create Return Order ..........................................................................................................................260
8.2.15 Key Learnings .....................................................................................................................................266
8.3 Procurement Non-Product Related – Materials / Services in Maximo .............................................267
8.3.1 Objectives ..........................................................................................................................................267
8.3.3 Transfer Purchase Order from Maximo ............................................................................................268
8.3.4 Validate Purchase Order....................................................................................................................269
8.3.5 Copy contract conditions to Purchase Order (auto/manual) ............................................................269
8.3.8 Send Purchase Order Cancellation to Supplier .................................................................................272
8.3.10 Transfer Material / Service Receipt from Maximo ............................................................................274
8.3.11 Reverse Material Receipt of Purchase Order ....................................................................................275
8.3.12 Transfer Material Issue / Return from Maximo ................................................................................277
8.3.13 Transfer Vendor from JD Edwards to Maximo ..................................................................................277
8.3.14 Key Learnings .....................................................................................................................................278
9 System Configurations.......................................................................................................................279
9.1 Re-Order point functionality .............................................................................................................279
9.1.1 Objectives ..........................................................................................................................................279
9.1.2 Contract creation to setup relation Item Branch – Supplier Number ...............................................279
9.1.3 Setup Order policy for material / item ..............................................................................................279
9.1.4 Setup Re-Order point quantities for material / item ........................................................................280
9.1.5 Suggested Order Quantity Calculation ..............................................................................................282
9.2 Landed Cost functionality ..................................................................................................................287
9.2.1 Objectives ..........................................................................................................................................287
9.2.2 Landed Cost Set up ............................................................................................................................288
9.2.3 Assign Landed Cost (Planned) ...........................................................................................................289
9.2.4 Assign Landed Cost (Unplanned) .......................................................................................................290
9.3 Receipt Routing functionality ............................................................................................................292
9.3.1 Objectives ..........................................................................................................................................292
9.3.2 Receipt Routing Setup .......................................................................................................................292
9.3.3 Item Branch – Supplier Number Relation Setup (With Contract) .....................................................293
9.3.4 Assign Route Code to Item/Supplier (With Contract) .......................................................................293
9.3.5 Item Branch – Supplier Number Relation Setup / Assignment of Route Code (Without Contract) .294
9.4 Supplier Production Location ............................................................................................................296
9.4.1 Objectives ..........................................................................................................................................296
9.4.2 Supplier Production Location Data....................................................................................................296
9.4.3 Manage Supplier Production Location Relation ................................................................................297
9.5 Keg Deposit for Imported Finished Products ....................................................................................298
9.5.1 Objectives ..........................................................................................................................................298
9.5.2 Set up of Keg Deposit Price ...............................................................................................................299
10 Procurement Specific Activities .........................................................................................................301
10.1 Perform Routing Operation for Receipt Routing...............................................................................301
10.1.1 Objectives ..........................................................................................................................................301
10.1.2 Goods Receipt Routing – Goods in Transit ........................................................................................301
10.1.3 Validate Routing Operation ...............................................................................................................302
10.1.4 Perform Subsequent Routing Operation ...........................................................................................303
10.2 Retrieve Purchase Order (PDF copy) .................................................................................................304
10.2.1 Objectives ..........................................................................................................................................304
10.2.2 Print Purchase Order .........................................................................................................................304
10.3 Master Data Validation......................................................................................................................307
10.3.1 Objectives ..........................................................................................................................................307
10.3.2 Vendor Master Data ..........................................................................................................................307
10.3.3 Item Master Data ..............................................................................................................................309
10.4 Display Inquiries ................................................................................................................................313
10.4.1 Objectives ..........................................................................................................................................313
10.4.2 Display Purchase Requisition.............................................................................................................313
10.4.3 Display Purchase Order .....................................................................................................................314
10.4.4 Display One View Purchase Order .....................................................................................................316
10.4.5 Display Blanket Order ........................................................................................................................316
10.4.6 Display Goods Receipt .......................................................................................................................318
11 Procurement Reporting .....................................................................................................................319
11.1 Reporting ...........................................................................................................................................319
11.1.1 Objectives ..........................................................................................................................................319
11.1.2 Report Overview................................................................................................................................319
11.2 Run Report.........................................................................................................................................321
11.2.1 Material Availability...........................................................................................................................321
11.2.2 Open Purchase Order (All).................................................................................................................322
Open Purchase Order (Custom Clearance) .......................................................................................................322
Open Purchase Requisitions (All)......................................................................................................................322
11.2.3 Open Purchase Order (Past Due) ......................................................................................................325
Open Purchase Order (Return) .............................................................................................................................325
Open Purchase Order (Not Acknowledged) .........................................................................................................325
Purchase Order Listing (All) ..................................................................................................................................325
11.2.4 Open Purchase Order (Forex) ............................................................................................................327
11.2.5 Purchase Order Receipt (All) .............................................................................................................329
11.2.6 Purchase Order Revision History ......................................................................................................332
Purchase Ledger ...................................................................................................................................................332
11.2.7 Vendor Master Overview ..................................................................................................................335
12 Frequently Asked Questions (FAQ) ...................................................................................................338
13 Glossary .............................................................................................................................................339
14 Controls .............................................................................................................................................340
Appendix I Mass upload template Planning Messages ............................................................................................341
Appendix II Purchase Order layouts .........................................................................................................................342
Appendix III Spot Price Request form .......................................................................................................................351
Appendix IV JD Edwards E-mail notifications ...........................................................................................................352
Appendix V JD Edwards / Maximo Overview automatic jobs ..................................................................................354
Appendix VI JD Edwards Procurement menu ...........................................................................................................355
Appendix VII Maximo Flat File Schedule ..................................................................................................................357
Appendix VIII Freight Audit History Report ..............................................................................................................358
Appendix X JD Edwards – Status Codes of Purchase Order......................................................................................359
Appendix XI Incoterms.................................................................................................................................................. 2
Appendix XII Display Contract Number ........................................................................................................................ 3
Appendix XIII Outbound Transportation (Automatic Jobs) .......................................................................................... 5
Appendix XIV Approval Delegations ...........................................................................................................................13
Appendix XV Purchase Order Types ...........................................................................................................................15
Appendix XVI Data Selection Filters ...........................................................................................................................16
Appendix XVII Typology ..............................................................................................................................................17
Appendix XVIII SNOW Service Catalogue ...................................................................................................................18

Foreword
This User Guide document has been setup to guide Key- and End-users of the JD Edwards system
through the different Procurement processes. For each Procurement process, the process overview with
a business process summary is given. In the detailed sections, you will be guided through the
transactions step by step.
The following overview will help you to find the chapters relevant for your role:
Main Process: Sub Process: Chapter:

Product Related – Purchase Order (Call-Off) process X
Stockable Materials Blanket Order process X
Return Order process X
Purchase Order Spot process X
Non-Product Purchase Order (Call-Off) process X
Related – Return Order process X
Stockable Materials Purchase Order Spot process X
Import-to-Order - Export Sales: 3rd Party Finished Products: Shipped to Customer (S2-OD) X
Finished Products Export Sales: 3rd Party Finished Products: Shipped to Singapore Port / YCH X
(S2-OD)
Import-to-Stock - Domestic / Export Sales – Import 3rd Party Finished Products (APBS / HAPE) X
Finished Products
OpCo Localized Subcontracting X
Processes Outbound Transportation X
Non Product Related – Materials / Services in Maximo X

1 Procurement Product Related – Stockable Materials
1.1 Introduction
1.1.1 Audience
 Planning department; responsible for the creation of Planning Messages and the conversion of
Planning Messages into Purchase Orders (Call-Offs) and/or the creation of Spot Purchase
Requisitions
 Buyer; responsible to manage spot prices
 Procurement Service Manager; responsible for the (paper based) approval of spot prices
 Planning department; responsible for the conversion of Spot Purchase Requisitions to Purchase
Orders
 Planning Manager; responsible for the approval of Blanket Orders
1.1.2 Objectives
By the end of this chapter you will be able to:
 Explain the End to End process for the Raw / Packaging Procurement process
 Explain the different roles of stakeholders within the process
 Execute the different transactions within the process
 Explain the difference between a Purchase Order (Call-Off), Purchase Order (Spot) and a Blanket
Order
 Understand the different types of communication towards the supplier
1.1.3 Key Concepts
The processes described in this chapter relates to the procurement process of Raw & Packaging
materials. A prerequisite for procuring these materials is to have a price x quantity agreement setup in
the SRM system1. Planning Messages are being generated by the Planning department (based on input
from FuturMaster) with a reference to the operational SRM contract. No approval is required as the price
has been negotiated by the (HGP) Buyer and approved by the Procurement Service Manager / HGP
Buyer through the legal agreement and operational contract in SRM.
The Blanket Order process supports the process where the supplier requires a commitment from
HEINEKEN on the material quantities to be produced. A Blanket Order requires approval by the Planning
Manager in the system, before it can be sent to the supplier. Planning Messages and Purchase Orders
(Call-Offs) must be created with reference to the SRM PxQ contract and Blanket Order to procure the
materials.
In exceptional cases, a spot Purchase Order can be generated for materials which are not covered by a
contract (for instance new product introductions or one-off purchases).
1 See ‘BASE SRM Contract Management User Guide V2.0’

1.1.4 Business Process (Level 3)
Find below the Procurement process for Product Related Materials (HEPM level 3):

1.2 Purchase Order (Call-Off) process
1.2.1 Objectives
By the end of this subchapter you will be able to:
 Create a Planning Message
 Convert a Planning Message into a Purchase Order (Call-Off)
 Register a Supplier Acknowledgement (optional)
 Change / Cancel a Purchase Order (Call-Off)
Below overview shows the business process for the Purchase Order (Call-Off) process for Product
Related Materials (Raw & Pack):
The procurement related process steps will be explained in further detail in the following subchapters.

1.2.3 Create Planning Message / Purchase Order
 Planner
 B A S E → Purchase to Pay → Manage Purchase Requisitions → Product Related - Stockable

Materials → 1P - Create Planning Message / Purchase Order
! Alternatively, the Planner can use transaction ‘1P Create Purchase Order’ to directly generate a
Purchase Order (see chapter 1.2.6)
Please perform the following actions to create a Planning Message:
1) Open transaction ‘1P - Create Planning Message / Purchase Order’ and enter the following data in the
header:
Business Unit: [Enter your Business unit number]
2) Click the ‘Add’ button to create a new Planning Message:
3) Enter the following data in the item line(s):
Item number: [Fill the item number]

MsgTyp: O (Order)
UM: [Fill in the Primary UOM]
[If Purchasing UOM is set up, fill in Purchasing UOM and it will be converted to
Primary UOM based on the conversion factor]
Required quantity: [Fill the quantity you would like to order, if Purchasing UOM is set up, it will be
converted to Primary UOM quantity based on the conversion factor
Start date: [Fill the start date on which the Planning Message should be taken into
consideration]
Requested date: [Fill the requested delivery date]
Supplier: [Fill the supplier number or search for the supplier based on available contracts
(see step 4)]
When planning message has been converted to 1P Purchase Order, Purchase order will always
! reflect Primary UOM. In the case if Purchasing UOM is used, the material planner should
manually change to Purchasing UOM before Purchase Order is sent to suppliers (see chapter
1.2.5).

4) Select an item and click on ‘Row’ – ‘Supplier Selection’
The Supplier Selection form displays all available contracts for the selected planning message:
If a valid agreement has not been found, the system will issue an error message. In this case, the
! planning message cannot be created. In this case the material planner should contact the
responsible Buyer to ensure availability of the item in the PxQ contract or to setup a Spot Price
(see chapter 1.5.3).
5) Select / validate the supplier from the list and press ‘Select’ button to assign the supplier to the
planning message
It is also possible to directly fill the supplier number in the planning message line (if known):

Once all data has been filled in the planning message line(s), the following steps must be performed to
create the Purchase Order:
6) Press the ‘Select’ button to create the Planning Message
7) Click on ‘Close’ button to close the detail message revision screen
You will be directed back to the main screen of the Planning Message transaction:
8) Find your generated Planning Message by filling the current date in the ‘Start date’ field and click on
the ‘Find’ button to show the Planning Messages (or use any other selection criteria)
9) Select the ‘Planning Messages’ you want to process via the selection button(s)
10) Click on ‘Row’ – ‘Process Message(s)’
The Planning Messages are shown and the message status changes to ‘Firm Order’ (please note the
Planning Message is not yet converted into a Purchase Order):
11) Click on ‘Close’ button to move to the purchase order generation screen
12) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of the Purchase Order(s)

The system will generate the Purchase Order(s) and shows the Purchase Order number:
13) Click on ‘Close’ to close the transaction
The Purchase Order can be amended by adding additional information like header- and/or item texts or
landed costs / deposit (see chapter 1.2.5) or can be sent directly to the supplier. Purchase Orders can be
sent out manually by the Planner in (see chapter 1.2.6 / 1.2.7) in sequence or automatically by the
system (see appendix V). The system will send the Purchase Order layout by e-mail to the suppliers e-
mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV).
It is possible to perform a mass creation of Planning Messages by copy-pasting from the mass
! creation excel (see appendix I for a template)
1.2.4 Change Planning Message / Create Purchase Order
 Planner

Please perform the following actions to change a Planning Message which has not yet been converted
into a Purchase Order (Call-Off):
1) Open transaction ‘1P - Create Planning Message / Purchase Order’
2) Fill the relevant fields in the header data to filter on the planning messages you would like to process
and press the ‘Find’ button:
3) Select the item you want to revise via the selection button(s)
4) In the header menu, click on ‘Row’ – ‘Message Revision’

5) Change the following (or any other) data:
Required quantity: [Change the quantity]

Request date: [Change the delivery date]
6) Press ‘Select’ button to confirm your changes
7) Select the Planning Message(s) you want to process
8) Click on ‘Row’ – ‘Process Message(s)’ to process the Planning Message(s)
The system will change the message field into ‘Firm Order’:
10) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of Purchase Orders
The system shows the Purchase Order (Call-Off) number:

sent out manually by the Planner (see chapter 1.2.6 / 1.2.7) in sequence or automatically by the system
(see appendix V). The system will send the Purchase Order layout by e-mail to the supplier e-mail
address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV)2.
Depending on the inco-terms of the Purchase Order, routing operation is to be performed to

! register the goods as ‘in transit’ and this will transfer the ownership of the goods to Heineken.
This activity is to be performed once suppliers has confirmed that the goods have left their
premises. Please see chapter 10.1 on the steps to perform routing operation and 9.3 on the
one-time set up to assign the route code to the materials and suppliers.
1.2.5 Complete Purchase Order (optional)
 Planner
 B A S E → Purchase to Pay → Manage Purchase Orders → Product Related - Stockable

Materials → 1P - Manage Purchase Orders → 1P - Complete Purchase Order
In certain cases, the Planner might want to add additional information to the Purchase Order. As the
Planning Message cannot support all scenario’s, the following activities must be performed through the
‘Complete Purchase Order’ transaction:
1.2.5.1) Add Header Text

1.2.5.2) Add Item Text
1.2.5.3) Add Landed Cost Rule (Planned)
1.2.5.4) Add Incoterms Date3
1.2.5.5) Update Purchasing UOM
1.2.5.1 Add Header text
Please perform the following actions to add a header text to the Purchase Order. The header text will be
printed on the PO layout (see appendix II):
1.1) Open transaction ‘1P - Complete Purchase Order’
1.2) Fill the Purchase Order number in the ‘Order Number’ field and click on ‘Find’ button
1.3) Click on ‘Row’ – ‘Header Revision’
2The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande Brasserie
de Nouvelle-Caledonia / SIEM.
3 The functionality to add Incoterms Date is specific for OpCo Grande Brasserie de Nouvelle-Caledonia and SIEM.

1.4) Click on ‘Form’ – ‘Attachments’
1.5) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed
by ‘Find’ button to select a template/standard text:
1.6) Select a template and click on ‘Select’ to copy the standard text to the Header text
1.7) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order

1.8) Click on ‘OK’ button to save the changes to the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.6 / 1.2.7) in sequence or
automatically by the system (see appendix V)4.
1.2.5.2 Add Item text
Please perform the following actions to add an item text to the Purchase Order. The item text will be
2.3) Click on ‘Row’ – ‘Detail Revision’
2.4) Select the relevant line item and click on ‘Row’ – ‘Line attachments’
2.5) Click on ‘Text’ and add item text for the line item

2.6) Click on ‘Save’ button to save the item text
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.6 /1.2.7 ) in sequence or
1.2.5.3 Add Landed Cost Rule (Planned)
Planned landed costs (like freight costs, customs clearing or local handling costs) can be added to the
Purchase Order by adding a landed cost rule on item level. A prerequisite is that the landed cost rules
must be maintained in the landed cost table (see chapter 8.2).
Please perform the following actions to add a landed cost rule to the Purchase Order:

3.4) Fill the ‘Cost Rule’ related to the material in the ‘Cost Rule’ field
3.5) Click on ‘OK’ button to store the Purchase Order
1.2.5.4 Add Incoterms Date
Please perform the following actions to add incoterms date to the Purchase Order. The incoterms date7
will be printed on the PO layout (see appendix II):

4.4) Go to ‘Additional Properties’ tab and update ‘Load on Ship by this date’
1.2.5.4 Update Purchasing UOM
Please perform the following actions to update Purchasing UOM to the Purchase Order so that it will be
shown on the PO layout:
5.4) Go to ‘TR UOM” and update the value with Purchasing UOM

1.2.6 Create Purchase Order (alternative for Planning Message – Purchase
Order)
 Planner

Materials → 1P - Create Purchase Order
! This process (direct 1P Purchase Order creation) can be used as alternative for the creation of a
Planning Message
Please perform the following actions to create a manual Purchase Order (1P):
1) Open transaction ‘1P - Create Purchase Order’
2) Click on the ‘Add’ button to go to the header screen
3) Fill the following header data:
Supplier: [Fill the supplier number]
Branch/Plant: [Fill the Branch/Plant:
Requested: [Fill the requested delivery date]

4) Click on ‘Ok’ button to move to the Order Detail screen
5) Fill the following item data:

Quantity Ordered: [Any quantity]
In certain cases, the business user Planner might want to add additional information to the Purchase
Order (please move to step 8) in case you don’t require to add text to your Purchase Order:

1.2.6.3) Update Contract Number

1.2.6.5) Add Incoterms Date 9

Order
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 7.2.4
and 7.2.5 – to be performed in sequence if Purchase Order is sent manually to the supplier).

and 7.2.5– to be performed in sequence if Purchase Order is sent manually to the supplier).
1.2.6.2 Update Contract number
In the case if there is more than 1 contract with the same supplier and material and with different inco-
term, the business user (administrator) can update the right contract to the Purchase Order. The
following activities must be performed through the ‘Complete Purchase Order’ transaction with the
following actions:
Please perform the following actions to update the contract number to the Purchase Order.
4.2) Go to ‘Agreement Number’ field and update with the correct contract number (see Appendix XII on
how to check contract number)

8) Click on the ‘Ok’ button (twice) to create the Purchase Order
Purchase Orders can be sent out manually by the Planner (see chapter 1.2.7 & 1.2.8) in sequence or
automatically by the system (see appendix V). The system will send the Purchase Order layout by e-mail
to the suppliers e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV).

1.2.7 Copy Contract Conditions to Purchase Order (auto/manual)
 JD Edwards system (auto) / Planner (manual)

Materials → 1P - Manage Purchase Orders → 1P - Copy Contract Conditions to Purchase Order
The copy contract conditions action is automatically scheduled by the JD Edwards system (see appendix
V). This transaction will copy the payment term, incoterm and other contract related data from the PxQ
contract to the Purchase Order. The user can also decide to run the transaction manually via the menu.

Please perform the following actions if you want to manually copy contract conditions to the Purchase
Order.
1) Open transaction ‘1P - Copy Contract Conditions to Purchase Order’
2) Click on ‘OK’ button to run the transaction
In the left (Recent Reports) column, the ‘Restore Original Order No. process will run to copy contract
data (payment term / incoterm) to the Purchase Order. You can click on refresh button to update the
status.
1.2.8 Send Purchase Order to Supplier (auto/manual)

Materials → 1P - Manage Purchase Orders → 1P - Send Purchase Order to Supplier
The ‘Send Purchase Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Purchase Order layout (pdf) by e-mail to the supplier’s e-
mailadres + a copy of the e-mail to the JD Edwards user who has created the Purchase Order11. The
user can also decide to run the transaction manually via the menu.
Please perform the following actions if you want to manually send the Purchase Order to the Supplier:
1) Open transaction ‘1P - Send Purchase Order to Supplier’
2) Select ‘Data Selection’ and click on ‘Submit’:
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Purchase Order number
11The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited / Grande
Brasserie de Nouvelle-Caledonia / SIEM.

4) Click on ‘OK’ button to confirm and send the Purchase Order to the supplier
5) Click on ‘OK’ button again to run the transaction
The system will run the transaction and send the Purchase Order by e-mail to the supplier (you can click
on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-mail to
the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF) by
clicking on ‘Purchase Order PO Print’ job:
1.2.9 Register Supplier Acknowledgement
 Planner
 B A S E → Purchase to Pay → Product Related - Stockable Materials → 1P - Manage Purchase

Orders → 1P - Register Supplier Acknowledgement
The supplier may – or may not – acknowledge the receipt of the purchase order and either acknowledge
the requested date, or confirm the delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory, so the next step,
goods receipt, can be performed with or without processing supplier acknowledgement.
Please perform the following actions to register the supplier acknowledgement:
1) Open transaction ‘1P - Register Supplier Acknowledgement’
2) Search for the Purchase Order for which you want to register a supplier acknowledgement
3) Click on ‘Row’ – ‘Detail Revision’

4) Change the ‘Promised delivery’ field with the delivery date confirmed by the supplier
5) Press ‘OK’ button to confirm/save the promised delivery date
The supplier acknowledgement has successfully been stored in the JD Edwards.
1.2.10 Change Purchase Order
 Planner

Orders → 1P - Revise Purchase Order
Different changes can be required, after the Purchase Order has been sent to the supplier.
Please perform the following actions to change the Purchase Order:
1) Open transaction ‘1P - Revise Purchase Order’
2) Enter the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on the ‘Select’ button to move to the ‘Header’ data of the Purchase
Order

4) Change the required header data and click on ‘OK’ button to move to the ‘Item’ data
5) Change the required item data and click on ‘OK’ button to save the change to the Purchase Order
In the case if there is change in contract prices and Planner wants to change Purchase Order price,
please execute the following steps.
6) Select the Purchase Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail

7) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the
change to the Purchase Order
(The previous line is deleted with the strikethrough in the line detail)
8) Purchase Order line detail has been updated with new contract price
Changed Purchase Orders can be sent out manually by the Planner (see chapter 1.2.7) or automatically
by the system (see appendix V)12. The system will send the Purchase Order layout by e-mail to the
supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).
1.2.11 Cancel Purchase Order
 Planner

Orders → 1P - Cancel Purchase Order
Purchase Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Purchase Order consists of three steps in sequence:
a) Cancellation of Purchase Order (see below activities)

b) Send Purchase Order cancellation (pdf) to supplier (see chapter 1.2.11)

c) Closure of Purchase Order (see chapter 1.2.12)
Please perform the following actions to cancel the Purchase Order (a):
1) Open transaction ‘1P - Cancel Purchase Order’
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item:
4) Fill the current date in the ‘Cancel date’ field (for the line items you want to cancel):
5) Click on ‘OK’ button to confirm the changes
The Purchase Order Cancellation can now be communicated to the supplier.
1.2.12 Send Purchase Order Cancellation to Supplier (auto/manual)
 JD Edwards system (auto) / Planning Department (manual)

Orders → 1P - Send Purchase Order Cancellation to Supplier
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplier, by
sending them a Purchase Order cancellation form (see appendix II). If the communication has been
done by phone/e-mail and there is no need to send the Purchase Order Cancellation form to the
supplier, this activity can be skipped.
Please perform the following actions to send the Purchase Order Cancellation to the Supplier:
1) Open transaction ‘1P - Send Purchase Order Cancellation to Supplier’
4) Click on ‘OK’ button to confirm and send the Purchase Order Cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the
supplier13. (you can click on the refresh button to see if the job has ran)14. A copy of the PO layout e-
mail will be sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You
can also open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:

1.2.13 Close Purchase Order (after Purchase Order Cancellation)
 Planner

Please perform the following actions to close the Purchase Order after you have cancelled one or all
lines (b):
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Purchase Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Purchase Order
In case the full Purchase Order is cancelled, the system shows a message to confirm the cancellation of
the Purchase Order.
5) Click on ‘Yes’ to confirm the cancellation (in case of a line item cancellation, the line item will be
striked through)

The Purchase Order (line item(s)) has/have been closed.
1.2.14 Key Learnings
In this section you have learnt;
 Who is responsible for the creation of Planning Messages and Purchase Orders against an
operational PxQ contract
 How to create a Planning Message, Purchase Order and Supplier Acknowledgement
 How to change or cancel a Purchase Order
 How to send a Purchase Order (Change/Cancellation) form to the supplier by e-mail

1.3 Blanket Order process
1.3.1 Objectives
 Explain the concept of the Blanket Order process
 Create a Blanket Order
 Approve a Blanket Order
 Change / Cancel a Blanket Order
Below overview shows the business process for the Blanket Order process for Product Related Materials
(Raw & Pack):
For materials with considerable production lead times (e.g. packaging materials) and/or considerable
transit lead times (e.g. malts), long term commitments are agreed upfront with the suppliers to allow the
suppliers building stocks and guaranteeing just-in-time deliveries. This commitment is covered by the
Blanket Order process in the system:
 The Blanket Order is based on long term (between 6 and 12 weeks) material requirement
forecasts
 The Blanket Order must be related to a contract (agreement) and must adopt the contract
conditions
 The Blanket Order must be approved before submission to the supplier
 The Blanket Order will not consume the contract, only the Purchase Order will
 The Purchase Order consumes the Blanket Order
 The Blanket Order will no longer be valid once all quantity has been consumed
 The Purchase Order must be related to an agreement (except Spot purchasing, see chapter 1.5)
 If a Blanket Order exist for the corresponding item / supplier combination, the Purchase Order
must be related to the Blanket Order and must adopt the conditions of the agreement

The procurement related process steps will be explained in further detail in the following subchapters.
1.3.3 Create Manual Blanket Order
 Planner
 B A S E → Purchase to Pay → Product Related - Stockable Materials → 1B - Manage Blanket

Orders → 1B - Create Blanket Order
Please perform the following actions to create a manual Blanket Order:
1) Open transaction ‘1B - Create Blanket Order’
Branch/Plant: [Fill the Branch/Plant]

Requested: [Fill the start date of the blanket order]
Cancel Date: [Fill the end date of the blanket order]
! The ‘Requested’ date is the ‘valid from’ - and the ‘Cancel Date’ is the ‘valid to’ date of the Blanket
Order

Please perform the following actions to add header text to the Blanket Order (or continue with step 12 if
no header text is required):
4) Click on ‘Row’ – ‘Header Revision’
5) Click on ‘Form’ – ‘Attachments’
6) Click on ‘Text’ button to manually fill your text
7) Click on ‘Text’ button to manually fill your text or click on ‘Templates’ button followed by
‘Find’ button to select a template/standard text:
8) Select a template and click on ‘Select’ to copy the standard text to the Header text
9) Amend the text (if required) and click on ‘Save’ button to save the header text in the Purchase
Order
10) Click on ‘OK’ button to save the changes to the Blanket Order
11) Click on ‘Ok’ button again to move to the Order Detail screen

Quantity Ordered: [Quantity of the blanket order]
Please perform the following actions to item text to the Blanket Order (or continue with step 17 if no item
text is required):
13) Click on ‘Row’ – ‘Detail Revision’ (to make changes to item text)
14) Select the relevant line item and click on ‘Row’ – ‘Line attachments’

15) Click on ‘Text’ and fill the item text in the Media Object Viewer screen
16) Click on ‘Save’ button to save the item text
17) Click on the ‘Ok’ button (twice) to create the Blanket Order
When the Blanket Order is created, the system will automatically put the document on hold. An approval
message is sent to the approver (see appendix IV). After approval of the Blanket Order, the Blanket
Order can be sent out manually by the Planner (see chapter 1.3.5 / 1.3.6) in sequence or automatically
by the system (see appendix V)15. The system will send the Blanket Order layout by e-mail to the
IV).
1.3.4 Approve Blanket Order
 Planning Manager
 B A S E → Purchase to Pay → Manage Purchase Approvals → Product Related - Stockable

Materials → 1B - Approve Blanket Order
Please perform the following actions to approve the Blanket Order:

1) Open transaction ‘1B - Approve Blanket Order’
2) Select order selection ‘Queued for Approval’ and press the ‘Find’ button to open the Blanket Orders
for approval
3) Select the item you want to approve and click on ‘Select’ button to go into the details of the Blanket

Order
4) Select the line item(s) and click on ‘Form’ – ‘Approve’ to approve the Blanket Order
5) Click on the ‘Find’ button to refresh the list of Blanket Orders to be approved (the approved Blanket
Order will not be visible anymore)
When the Blanket Order has been approved, an e-mail is sent to the originator (see appendix IV). The
Blanket Order can be sent out manually by the Planner (see chapter 1.3.5 / 1.3.6) in sequence or
In the case the approver is out of office, he/she can delegate the approval to another person
! whom has the role of approver in JD Edwards (see Appendix XIV).
1.3.5 Copy Contract Conditions to Blanket Order (auto/manual)

Materials → 1B - Manage Blanket Orders → 1B - Copy Contract Conditions to Blanket Order
Please perform the following actions to copy contract conditions to the Purchase Order:
1) Open transaction ‘1B - Copy Contract Conditions to Blanket Order’

data (payment term/incoterm) to the Purchase Order. You can click on refresh button to update the
status.
1.3.6 Send Blanket Order to Supplier (auto/manual)

Materials → 1B - Manage Blanket Orders → 1B - Send Blanket Order to Supplier
Blanket Orders can be sent out manually by the Planner or automatically by the system (see appendix
V). The system will send the Purchase Order layout by e-mail to the supplier e-mail address and a copy
to the creator of the Purchase Order in JD Edwards (see appendix IV).
Please perform the following actions to send the Blanket Order to the Supplier:
1) Open transaction ‘1B - Send Blanket Order to Supplier’
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Blanket Order number

4) Click on ‘OK’ button to confirm and send the Blanket Order to the supplier
The system will run the transaction and send the Blanket Order by e-mail to the supplier17. (you can
click on the refresh button to see if the job has ran). A copy of the Blanket Order layout e-mail will be
sent by e-mail to the Blanket Order creator in JD Edwards. You can also open the Blanket Order layout
(PDF) by clicking on ‘Purchase Order PO Print’ job:
1.3.7 Release Purchase Order from Blanket Order
 Planner

Orders → 1P - Release Purchase Order from Blanket Order
Once the Blanket Order has been created and communicated to the supplier, Purchase Orders can be
created with a reference to the Blanket Order. Please perform the following actions to create a Purchase
Order with reference to a Blanket Order:
1) Open transaction ‘1P - Release Purchase Order from Blanket Order’
2) Enter the Blanket Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the line item(s) you want to call-off and click on ‘Row’ – ‘Order Release’ to move to the order
screen

4) Fill the required quantity in the ‘Release Qty’ field and press the ‘Ok’ button to confirm
5) Click on ‘Form’ - ‘ Generate Order(s)’ to create the Purchase Order
The system shows the Purchase Order(s) generated against the Blanket Order:

landed costs (see chapter 1.3.8) or can be sent directly to the supplier. Purchase Orders can be sent out
manually by the Planner (see chapter 1.3.9 / 1.3.10) in sequence or automatically by the system (see
appendix V). The system will send the Purchase Order layout by e-mail to the suppliers e-mail address
and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV)18.
The Purchase Order will be referenced to the Blanket Order and has a relation to the operational
agreement (contract):
 Planner

‘Complete Purchase Order’ transaction:



Order

1.3.8.3 Add Landed Cost (Planned)



Order.

status.

mail address + a copy of the e-mail to the JD Edwards user who has created the Purchase Order25. The
The system will run the transaction and send the Purchase Order by e-mail to the supplier26 (you can
click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be sent by e-
mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order layout (PDF)
by clicking on ‘Purchase Order PO Print’ job:

1.3.11 Change Blanket Order
 Planner

Materials → 1B - Manage Blanket Orders → 1B - Revise Blanket Order
Please perform the following actions to change the Blanket Order:

1) Open transaction ‘1B - Revise Blanket Order’
3) Select the document and click on the ‘Ok’ button to move to the ‘Header’ data of the Purchase
Order
5) Change the required item data and click on ‘OK’ button to save the change to the Blanket Order
6) Click on ‘OK’ button to save your entries
In the case if there is change in contract prices and Planner wants to change Blanket Order price, please
execute the following steps.
7) Select the Order line and go to ‘Row’, ‘Cancel Line’ to delete the old line detail

change to the Blanket Order

1.3.12 Copy Contract Conditions to Blanket Order (auto/manual)

Materials → 1B - Manage Blanket Orders → 1B - Copy Contract Conditions to Blanket Order
Order.
1) Open transaction ‘1B - Copy Contract Conditions to Blanket Order’
data (payment term/incoterm
Changed Blanket Orders can be sent out manually by the Planner (see chapter 1.3.10) or automatically
by the system (see appendix V). The system will send the Blanket Order layout by e-mail to the supplier
e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see appendix IV)27.
1.3.13 Cancel Blanket Order
 Planner

Materials → 1B - Manage Blanket Orders → 1B - Cancel Blanket Order
Please perform the following actions to cancel the Blanket Order:
1) Open transaction ‘1B - Cancel Blanket Order’

3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Blanket Order line item
4) Fill the current date in the ‘Cancel date’ field:
1.3.14 Send Blanket Order Cancellation to Supplier
 Planner

Orders → 1P - Send Blanket Order Cancellation to Supplier
Please perform the following actions to send the Blanket Order Cancellation to the Supplier:

1) Open transaction ‘1P - Send Blanket Order Cancellation to Supplier’
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Blanket Order number
4) Click on ‘OK’ button to confirm and send the Blanket Order cancellation to the supplier
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier
(you can click on the refresh button to see if the job has ran)28. A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order creator in JD Edwards. You can also open the Blanket Order
Cancellation layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
1.3.15 Close Blanket Order (after Blanket Order Cancellation)
 Planner

Orders → 1B - Cancel Blanket Order

Please perform the following actions to close the Blanket Order after you have cancelled one or all lines:
1) Open transaction ‘1B - Cancel Blanket Order’
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Blanket Order or select a line item and click on
‘Row’ – ‘Cancel line’ to cancel a line item of the Blanket Order
The system shows a message to confirm the cancellation of the Blanket Order.
striked through)

The Blanket Order (line item(s)) has/have been closed.
In this section you have learnt:
 Who is responsible for the creation of Blanket Orders and Purchase Orders against an operational
contract
 How to create a Blanket Order and Supplier Acknowledgement
 How to change / cancel a Blanket / Purchase Order

1.4 Return Order process
1.4.1 Objectives
 Create / Confirm a Return Order
 Send a Return Order to the supplier
 Confirm a Return Order
Below overview shows the business process for the Return Order process for Product Related Materials
(Raw & Pack):
When goods need to be returned to a supplier for specific reasons (e.g. not matching Heineken quality
standards), following options are possible:
 Reversing the goods receipt; will undo the original receipt. If the receipt has already been
matched to a voucher, the voucher needs to be reversed first. This option is only possible when
the voucher has not yet been paid to the supplier. In this case, no credit note is expected from
the supplier as the original supplier invoice will not be posted nor paid.
 Creation of Return Order; In case the voucher has already been paid, the return of goods must
be performed via a return order. A return order is a special type of purchase order where quantity
signs are reversed (negative).

1.4.3 Create Return Order
 Planner
 B A S E → Purchase to Pay → Manage Goods Returns → Product Related - Stockable Materials

→ 1N - Create Return Order
Please perform the following actions to create a Return Order:
1) Open transaction ‘1N - Create Return Order’
2) Click the ‘Add’ button to create a new entry and enter the following fields:
Branch/Plant: [Enter your Business unit number]
Supplier: [Fill the item number]
Order date: [Enter the same date as the original order to ensure the correct price]
! The order date has to be the same order date of the original Purchase Order to ensure the correct
price
Please perform the following actions to add header text to the Return Order (or continue with step 9 if no
header text is required):

6) Click on ‘Text’ button to manually fill your text
7) Click on ‘Text’ button to manually fill your text and click on ‘Save’ button to save your header
text:
8) Click on ‘OK’ button to move to the Item Detail
9) Enter the following fields in the item data:

Quantity Ordered: [Enter the quantity you want to return]

Based on the combination of ‘Supplier’ – ‘Branch Plant’ – ‘Material’, the system will select the right
contract number and price:
Please perform the following actions to add item text to the Return Order (or continue with step 14 if no
item text is required):
14) Click twice on the ‘Ok’ button to create the Return Order
Return Orders can be sent out manually by the Planner (see chapter 1.4.4) or automatically by the
system (see appendix V)29.

1.4.4 Send Return Order to Supplier (auto/manual)

→ 1N - Send Return Order to Supplier
The ‘Send Return Order to supplier’ transaction is automatically scheduled by the JD Edwards system
(see appendix V). The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-
mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order. The user
can also decide to run the transaction manually via the menu.
Please perform the following actions to send the Return Order to the Supplier:
1) Open transaction ‘1N - Send Return Order to Supplier’
3) Select ‘Document’ – ‘Is equal to’ – ‘Literal’ – and fill the Return Order number
4) Click on ‘OK’ button to confirm and send the Return Order to the supplier
The system will run the transaction and send the Return Order by e-mail to the supplier (you can click on
the refresh button to see if the job has ran). A copy of the Return PO layout e-mail will be sent by e-
mail to the Return Order creator in JD Edwards. You can also open the Return Order layout (PDF) by

1.4.5 Confirm Return Order
 Warehouse employee

→ 1N - Confirm Return Order
After the (return) goods are being shipped out, the Return Order must be completed by performing a
confirmation. As a consequence the stock levels will be updated in JD Edwards.
Please perform the following activities to confirm the Return Order:
1) Open transaction ‘1N - Confirm Return Order’
2) Enter the following fields in the header data:
Order number: [Fill the Return Order number]
3) Click on ‘Find’ button to find the Return Order
5) Select the item and fill a ‘1’ in the ‘Rec. Opt’ field
6) Click on ‘OK’ button to confirm the Return Order
7) Click on ‘Close’ to close the application
The Return Order has been confirmed and the stock levels have been updated accordingly.

1.4.6 Cancel Return Order
 Planner

Orders → 1N - Cancel Purchase Order
Return Orders which must be cancelled should be closed in the system to not have any open
commitments to the suppliers. The cancellation of a Return Order consists of three steps:
a) Cancellation of Return Order (see below activities)

b) Closure of Return Order (see chapter 1.4.7)
Please perform the following actions to cancel the Return Order (a):
1) Open transaction ‘1N - Cancel Purchase Order’
2) Enter the Return Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Return Order line item:
The Return Order Cancellation does not need to be communicated to the supplier. Instead, the supplier
can be informed by e-mail/phone.

1.4.7 Close Return Order (after Return Order Cancellation)
 Planner

Orders → 1N - Cancel Return Order
lines (b):
1) Open transaction ‘1N - Cancel Return Order’
2) Enter the Return Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Return Order
4) Click on ‘Form’ – ‘Cancel Order’ to cancel the full Return Order or select a line item and click on ‘Row’
– ‘Cancel line’ to cancel a line item of the Return Order
In case the full Return Order is cancelled, the system shows a message to confirm the cancellation of
the Return Order.

striked through)
The Return Order (line item(s)) has/have been closed.
1.4.8 Key Learnings
 Who is responsible for the creation of Return Orders
 How to create / cancel a Return Order
 How to confirm a Return Order

1.5 Purchase Order (Spot) process
1.5.1 Objectives
 Manage a Spot price for a Spot Purchase Requisition
 Create / Change / Cancel / Approve a Spot Purchase Requisition
 Create / Change / Cancel / Approve a Spot Purchase Order
 Register a supplier acknowledgement
Below overview shows the business process for the Purchase Order Spot process for Product Related
Materials (Raw & Pack):

1.5.3 Manage Spot price
 Buyer
 B A S E → Purchase to Pay → Procurement Master Data → Manage Spot Price
In case an unplanned requirement is not covered by the regular process via a planning message and
agreement (PxQ contract), a Spot Purchase Requisition must be created.
A Spot price must be requested by Planning Department and communicated to Procurement.

! The Buyer will negotiate a (spot) price with the supplier and fill all information in the ‘Spot Price
Request Form’ (see appendix III). The Spot Price Request Form must be approved by the PSM
before the data is manually entered into the JD Edwards system.
Please perform the following actions to setup a price for Spot procurement in JD Edwards:
1) Open transaction ‘Manage Spot Price’

2) Select the ‘Search’ button of the ‘Adjustment Name’ field
3) Select ‘SPOT’ from the search list and press the ‘Select’ button
4) Click on ‘Search’ button to open the overview of entries
5) Click on the ‘Add’ button to display all existing price details for the adjustment type

Item Number: [Fill the item number]
From level: [Fill a quantity in case you want to use scaled pricing / else leave empty]
Threshold UM: [Fill the item primary unit of measure]
Factor value numeric: [Fill the price per item purchasing unit of measure]
BC: 5 (Add on amount)
FV UM: [Fill the purchasing unit of measure for the item]
Customer number: [Fill the supplier number]
Cur code: [Fill the supplier currency]
Effective date: [Fill the date from which the price is valid]
Expired date: [Fill the date till which the price is valid]
Business Unit: [Fill the branch plant]
In case a spot price is required to be set up per 1000 PC or 1000 KG, the right unit of measure must be
filled in the FV UM field (1000 PC = 1 TS / 1000 KG = 1 TO), see below example:
7) Click on ‘Select’ button to confirm the spot price creation
The Spot price has been entered in the JD Edwards system and can be used by Planning to create a
Purchase Requisition (Spot).
1.5.4 Create Purchase Requisition (Spot)
 Planner
 B A S E → Purchase to Pay → Manage Purchase Requisitions → Non-Product Related -

Stockable Materials → 3R - Create Purchase Requisition
Please perform the following actions to create a Purchase Requisition (Spot):

1) Open transaction ‘3R - Create Purchase Requisition’

4) Click on ‘Form’ – ‘Additional Info’ to move to the ‘Adjustment schedule’ field
5) Change the ‘Adjustment Schedule’ from ‘PQ’ to ‘SPOT’ and press the ‘Select’ button

In certain cases, the business user might want to add additional information to the Purchase Requisition
(see chapter 1.5.4.1). In case you don’t require to add text to your Purchase Requisition, please continue
with step 6.
Please perform the following actions to add a header text to the Purchase Requisition. The header text

Requisition

The system will show the warning message ‘No Agreement Found for this search’30
8) Click on the ‘Ok’ button (twice) to create the Purchase Requisition (Spot)
Once the Purchase Requisition has been created, an email is sent to the approver of the Purchase
Requisition.
As the Spot price has already been approved by the PSM, in general there is only approval required by
the manager of the Purchase Requisition (Spot) creator.
30 Via ‘Row’ – ‘Price history’ you can see how the spot price has been calculated
1.5.5 Approve Purchase Requisition (Spot)
 Purchase Requisition Approver

 B A S E → Purchase to Pay → Manage Purchase Approvals → Non-Product Related - Stockable
Materials → 3R - Approve Purchase Requisition
Please perform the following actions to approve a Purchase Requisition (Spot):
1) Open transaction ‘3R - Approve Purchase Requisition’ and click on the ‘Find’ button to see the list
of Purchase Requisitions to approve
2) Select the line item and click on ‘Ok’ button to move to the approval screen
3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ to approve or reject the request
Once the Purchase Requisition has been approved, an email is sent to the creator of the Purchase
Requisition. The Purchase Requisition is ready to be converted into a Purchase Order (Spot).
4) Click on ‘Close’ twice to close the transaction

1.5.6 Change Purchase Requisition (Spot)
 Planner
 B A S E → Purchase to Pay → Manage Purchase Requisitions → Non-Product Related –

Stockable Materials → 3R – Revise Purchase Requisition
In case the Purchase Requisition (Spot) is not yet converted into a Purchase Order, it can be changed
by the Planner.
Please perform the following actions to change a Purchase Requisition (Spot):

1) Open transaction ‘3R – Revise Purchase Requisition’
2) Enter the Purchase Requisition number in the ‘Order Number’ field and click on the ‘Find’ button
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase
Requisition header/item data:
4) Make the required changes to the Purchase Requisition and click on ‘Save’ button to save the
Purchase Requisition
The Purchase Requisition (Spot) is changed by the Planner and requires approval again (see chapter
IV).
1.5.7 Convert Purchase Requisition into Purchase Order (Spot)
 Planner
 B A S E → Purchase to Pay → Manage Purchase Orders → Non-Product Related - Stockable

Materials → 3P - Manage Purchase Orders → 3P - Convert Purchase Requisition to Purchase
Order
Please perform the following actions to convert the Purchase Requisition (Spot) into a Purchase Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and click on ‘Find’ button
to show the pending Purchase Requisitions to be converted into a Purchase Order or fill the Purchase
Requisition in the ‘Order Number’ field

2) Select the line of the Purchase Requisition you want to release and click on the ‘OK’ button to
open the Purchase Requisition
3) Ensure the ‘Release’ button is selected and click on ‘OK’ button to release the Purchase
Requisition (Spot)
4) Click on ‘Form’ – ‘Generate Order(s) to convert the release Purchase Requisition(s) into Purchase
Order(s)
The system will show the generated Purchase Orders:

to the suppliers e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV)31.

 Planner

In certain cases, the Planner might want to add additional information to the Purchase Order, the
following activities must be performed through the ‘Complete Purchase Order’ transaction:

31 The functionality to automatically send PO layout by e-mail is not activated for OpCo Heineken Vietnam Breweries Limited

Order




Materials → 3P - Manage Purchase Orders → 3P – Copy Supplier Conditions to Purchase Order
(Spot)
The copy supplier conditions to purchase order action is automatically scheduled by the JD Edwards
system (see appendix V). This transaction will copy the payment term and incoterm data from the
supplier to the Purchase Order. The user can also decide to run the transaction manually via the menu.
Please perform the following actions to copy supplier conditions to the Purchase Order.
1) Open transaction ‘3P – Copy Supplier Conditions to Purchase Order (Spot)’
In the left (Recent Reports) column, the ‘Purchase Order Print’ process will run to copy supplier data
(payment term/incoterm) to the Purchase Order. You can click on refresh button to update the status.



 Planner

Materials → 3P - Register Supplier Acknowledgement
the requested date, or promise delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory: the next step – goods
receipt – can be performed with or without processing supplier acknowledgement.
1) Open transaction ‘3P - Register Supplier Acknowledgement’ and fill the Purchase Order number in the
field ‘Order Number’
2) Click on ‘Find’ button to open the Purchase Order
3) Select the item and click on ‘Row’ – ‘Detail Revision’
5) Click on ‘Select’ button to confirm the supplier acknowledgement and close the application

1.5.12 Change Purchase Order (Spot)
 Planner

Materials → 3P - Manage Purchase Orders → 3P - Revise Purchase Order
Please perform the following actions to change the Purchase Order (Spot):
3) Select the document and click on ‘Row’ – ‘Header’ or ‘Detail Revision’ to open the Purchase Order
header/item data:
4) Make the required changes to the Purchase Order
5) Save the Purchase Order changes by clicking on ‘Select’ button
In the case if there is change in Spot price and Planner wants to change Purchase Order price, please
execute the following steps.
6) At Purchase Order Header, change ‘Adjustment Schedule’ to SPOT and click on ‘Select’ button to
save the change.

7) At Purchase Order detail, select the relevant line and go to ‘Row’, ‘Cancel Line’ to delete the old line
detail
9) Purchase Order line detail has been updated with new Spot price
by the system (see appendix V). The system will send the Purchase Order layout by e-mail to the
IV)39.

1.5.13 Cancel Purchase Order (line) (Spot)
 Planner

Materials → 3P - Manage Purchase Orders → 3P - Cancel Purchase Order
Please perform the following actions to cancel one or all Purchase Order lines (Spot):
1.5.14 Send Purchase Order (Spot) Cancellation to Supplier
 Planner

Materials → 3P - Manage Purchase Orders → 3P - Send Purchase Order Cancellation to Supplier
Purchase Order Cancellations always require to be sent out manually by the Planner. The system will
then send the Purchase Order Cancellation layout by e-mail to the supplier40.
and a copy to the creator in JD Edwards (see appendix II – Purchase Order Cancellation layout).
(you can click on the refresh button to see if the job has ran). A copy of the PO layout e-mail will be
sent by e-mail to the Purchase Order Cancellation creator in JD Edwards. You can also open the
Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
1.5.15 Close Cancelled Purchase Order (after Purchase Order Cancellation)
 Planner

Once the cancelled Purchase Order (lines) are sent out to the supplier, it must be formally closed in the
JD Edwards system.
Please perform the following steps to close a cancelled Purchase Order (line):
The system shows a message to confirm the cancellation of the Purchase Order.
striked through)

By finishing this course, you have learnt:

 How to perform the Spot Procurement related activities for the Raw / Packaging process
 Which roles are responsible for the different steps within the Procurement process
 The role of the Procurement team within the Procurement process
 When to use which document type for the Procurement of Raw / Packaging materials
 The different types of communication towards the supplier

2 Procurement Non Product Related – Stockable
Materials
2.1 Introduction
2.1.1 Audience
 Business users (from different departments); responsible for the creation of Purchase
Requisitions and the conversion of Purchase Requisitions into Purchase Orders and/or the
creation of (Spot) Purchase Requisitions
 Buyer; responsible for the setup of contracts or the setup of spot prices. In some opcos, Buyer is
also responsible for the conversion of Purchase Requisitions into Purchase Orders.
 Business approvers; responsible for the (quantity based) approval of Purchase Requisitions and
Purchase Order (changes)
2.1.2 Objectives
 Explain the End to End process for the Non Product Related Procurement process
 Explain the difference between a Purchase Order and a Purchase Order (Spot)
2.1.3 Key Concepts
The processes described in this chapter relates to the Procurement of Non Product Related stockable
materials. A prerequisite for procuring these materials is to have a price x quantity agreement setup in
the SRM system. Business users are responsible for the creation of a Purchase Requisition via manual
entry or through the use of the so-called reorder point functionality.
In case of unplanned requirements, not covered by a contract, the spot procurement process must be
followed. Procurement needs to be involved to setup a spot price in the system before the business user
can generate the Purchase Requisition.


2.2 Purchase Order process
2.2.1 Objectives
 Create a Purchase Requisition (manually or based on replenishment proposal by system (re-order

point))
 Convert a Purchase Requisition into a Purchase Order
 Send a Purchase Order to the supplier
 Register a Supplier Acknowledgement
 Change / Cancel a Purchase Order

2.2.2 Create Purchase Requisition
 Business User (Administrator)

For the procurement process of Non Product Related – Stockable Materials, there are two ways to
create a Purchase Requisition:
A) Purchase Requisition (manual)

B) Purchase Requisition (via PO generator / Re-Order point)
Please perform the following actions to create a manual Purchase Requisition (variant A):

Buyer: [Fill in your address number]

(please move to step 5) in case you don’t require to add text to your Purchase Requisition:
2.2.3.1) Add Header text

2.2.3.2) Add Item text
2.2.3.3) Add Fixed Asset number (Capex ID)
Requisition

6) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
The system has created the Purchase Requisitions with a hold code (AH – Awaiting approval). Once the
Purchase Requisition has been approved, it is ready to be converted into a Purchase Order (see chapter
2.2.7).
After filling item data in step 5 on page 81, please perform the following actions to add an item text to the
Purchase Requisition. The item text will be printed on the PO layout (see appendix II):
2.4) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
2.2.7).
After filling item data in step 5, please perform the following actions to add a Fixed Asset number (Capex
ID) to the Purchase Requisition.

3.1) Fill ‘E’ as ‘Subtype’ and the ‘Fixed Asset’ number in the ‘Subledger’ field:
3.2) Fill Asset Number in the ‘Asset ID’ field:
3.3) Click on ‘OK’ button to store the data in the Purchase Requisition
3.4) Click on the ‘Ok’ button to create the Purchase Requisition
2.2.7).

2.2.3 Create Purchase Requisition (via PR generator / Reorder point)

Stockable Materials → 3R - Generate Purchase Requisition (Re-Order)
For the procurement process of Non Product Related – Stockable Materials, there are two ways to
create a Purchase Requisition:
A) Purchase Requisition (manual)

B) Purchase Requisition (via PR generator / Re-Order point) 42
Purchase Requisitions created via the PR generator (re-order point) are triggered by a business user.
Based on the selection made (branch plant + material group), the PR generator will display all the items
that need replenishment based on the parameters set in the item branch and on the on-hand quantities
in the selected branch/plant (warehouse).
Please perform the following actions to create a Purchase Requisition via the PR generator (variant B):
1) Open transaction ‘3R - Generate Purchase Requisition (Re-Order)’

Category Codes: [Fill the material typology number]
3) Click on ‘Find’ button to see an overview of the replenishment proposal(s) by the system
The system shows an overview of all the items which should be replenished based on the reorder point
settings made for the ‘item – branch plant’ combination (See chapter X).
4) Select an item for which you want to create a Purchase Requisition
5) Click on ‘Ok’ button to confirm the items to be ordered
The item(s) will be marked with the sign in the first column
42 Please ensure all required prerequisites are fulfilled to use re-order point functionality (see chapter X)
6) In the header menu, click on ‘Form’ – ‘Generate Order(s)’
The system will show the Purchase Requisition(s) (3R) generated *:
7) Click on the ‘Close’ button to close the application
2.2.7).
In case you want to change the (proposed) quantity in the Purchase Requisition, perform the following
steps:
8) Click on ‘Row’ – ‘Open Order Inquiry’:
9) Select the Purchase Requisition and click on:

- ‘Row’ - ‘Header Revision’ (in case of header data changes)
- ‘Row’ – ‘Detail Revision’ (in case of quantity or other item data changes)

8) Change the quantity or add item or header text in the Purchase Requisition and click on ‘Select’
button to save the changes
2.2.4 Approve Purchase Requisition

Once the Purchase Requisition has been approved, a message is sent to the creator of the Purchase

2.2.5 Change Purchase Requisition

Stockable Materials → 3R - Revise Purchase Requisition
by the Business User.

The Purchase Requisition is changed by the Business user and requires to be approved again (see
chapter 2.2.5).
2.2.6 Convert Purchase Requisition into a Purchase Order
 Business User (Administrator) / Buyer

Materials → 3P - Convert Purchase Requisition to Purchase Order
Please perform the following actions to convert an (approved) Purchase Requisition into a Purchase
Order:
1) Open transaction ‘3P - Convert Purchase Requisition to Purchase Order’ and make (one of) the
following selections to find the Purchase Requisitions to convert into a Purchase Order:
Branch Plant: [Fill the Branch/Plant]
Order Number: [Fill the Branch/Plant]
Item Number: [Fill the requested delivery date]
Account Number: [Fill the account number]
Or
Buyer Number: [Fill your buyer number]
2) Click on ‘Find’ button to find the Purchase Requisitions
3) Select the line items of the Purchase Requisitions for which you want to create a Purchase Order
4) In the header menu, click on ‘Row’ – ‘Order Release’
The system will show the following screen:

5) Select the ‘Release’ button and click on ‘Ok’ button
6) Click on ‘Form’ – ‘Generate Order(s)’ to create the Purchase Order
The system shows the Purchase Order number created:
The system has created the Purchase Orders (Call-Off(s)) with the reference to the contract number:
Purchase Orders can be sent out manually by the Business User (Administrator) or Buyer (see chapter
2.2.8 and 2.2.9) in sequence or automatically by the system (see appendix V). The system will send the
Purchase Order layout by e-mail to the suppliers e-mail address and a copy to the creator of the
Purchase Order in JD Edwards (see appendix VI).


 B A S E → Purchase to Pay → Manage Purchase Orders → Non-Product Related – Stockable



Order
Purchase Orders can be sent out manually by Business User (Administrator) / Buyer (see chapter 2.2.9 /
2.2.10) in sequence or automatically by the system (see appendix V)44.



 JD Edwards system (auto) / Business User (Administrator) / Buyer (manual)

Order.

status.




Materials → 3P - Manage Purchase Orders → 3P - Register Supplier Acknowledgement

1) Open transaction ‘3P - Register Supplier Acknowledgement’, fill the Purchase Order number in the
‘Order Number’ field and click on the ‘Find’ button
2) Click on ‘Row’ – ‘Detail Revision’ to open the details of the Purchase Order

3) Change the delivery date in the ‘Promised Delivery’ field and press ‘Ok’ button to confirm
4) Click on Close button to close the application

1) Go to transaction ‘3P - Revise Purchase Order’

3) Select the document and click on the ‘Select’ button to go to the header details or click on ‘Row’ –
‘Detail Revision’ to go to item details
4) Make the required changes to the Purchase Order and click on ‘Ok’ button to confirm the changes.
In the case if there is change in contract prices and Business User (Administrator) /Buyer wants to
change Purchase Order price, please execute the following steps.
6) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the change
to the Purchase Order

The Purchase Order requires an additional approval (see chapter 2.2.12). After approval, the Purchase
Order will automatically be sent to the supplier.
2.2.12 Approve Purchase Order
 Purchase Order Approver

Materials → 3P - Approve Purchase Order Revision
Please perform the following actions to approve a Purchase Order revision:
1) Open transaction ‘3P - Approve Purchase Order Revision’ and click on the ‘Find’ button to see the
list of Purchase Orders to approve
2) Select the line item and click on the ‘Select’ button to open the Purchase Order

3) Click on ‘Form’ – ‘Approve’/’Rej Reason’
Changed Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see
chapter 2.2.9) or automatically by the system (see appendix V). The system will send the Purchase
Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase Order in
JD Edwards (see appendix IV).
2.2.13 Cancel Purchase Order (line)

Please perform the following actions to cancel one or all Purchase Order lines:

2.2.14 Send Purchase Order Cancellation to Supplier

done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity can
be skipped.

sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards50. You can also
open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:

JD Edwards system.

striked through)
In this section you have learnt;
 Who is responsible for the generation of Purchase Requisitions (using re-order point) and Purchase
Orders against an operational contract
 How to create a Purchase Requisition, Purchase Order and Supplier Acknowledgement
 How to change / cancel a Purchase Order

2.3 Return Order process
2.3.1 Objectives
 Create / Confirm a Return Order
Find below the Return process for Non Product Related - Stockable Materials / Product Related (Spot) -
Stockable Materials (HEPM level 4):
 Reversing the receipt will undo the original receipt. If the receipt has already been matched to a
voucher, the voucher needs to be reversed first. This option is only possible when the voucher
has not yet been paid to the supplier. In this option, no credit note is expected from the supplier
as the original supplier invoice will not be posted nor paid.
 Return Order. A return order is a special type of purchase order where quantity signs are
reversed (negative)
 B A S E → Purchase to Pay → Manage Goods Returns → Non-Product Related - Stockable

Materials → 3N - Create Return Order

1) Open transaction ‘3N - Create Return Order'

text:


Please perform the following actions to item text to the Return Order (or continue with step 14 if no item
text is required):

The Return Order can now manually or automatically be sent to the supplier (see subchapter 2.3.4).
2.3.4 Send Return Order to Supplier

Materials → 3N - Send Return Order to Supplier
mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order51. The


Materials → 3N - Confirm Return Order
2.3.6 Key Learnings

2.4.1 Objectives

 Buyer


Factor value numeric: [Fill the price per item primary unit of measure]
FV UM: [Fill the unit of measure for the item]

In case of a spot price where the ‘Price per’ is not equal to 1, the right pricing unit of measure must be
selected (see below example with a price per 1000 PC (= TS)):




(please move to step 7 on page 110) in case you don’t require to add text to your Purchase Requisition:
2.4.4.1) Add Header text

2.4.4.2) Add Item text

Requisition

8) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
As the Spot price has already been approved by the PSM, there is only approval required by the
manager of the Purchase Requisition (Spot) creator.
After filling item data in step 7, please perform the following actions to add an item text to the Purchase
Requisition. The item text will be printed on the PO layout (see appendix II):
2.4) Click on the ‘Ok’ button (twice) to create the Purchase Requisition
After filling item data in step 7, please perform the following actions to add a Fixed Asset number (Capex
ID) to the Purchase Requisition.

3.1) Fill ‘E’ as ‘Subtype’ and the ‘Fixed Asset’ number in the ‘Subledger’ field:
3.2) Fill Asset Number in the ‘Asset ID’ field:
3.3) Click on ‘OK’ button to store the data in the Purchase Requisition
3.4) Click on the ‘Ok’ button to create the Purchase Requisition


3) Select the line item and click on ‘Form’ – ‘Approve’/’Rej Reasons’ toor reject the request


by Business User (Administrator).

The Purchase Requisition (Spot) is changed by the Business User (Administrator) and requires to be
approved again (see chapter 2.4.5).

Order

Requisition (Spot)
Order(s)

Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see chapter
2.4.9 / 2.4.10) in sequence or automatically by the system (see appendix V). The system will send the
Purchase Order layout by e-mail to the suppliers e-mail address and a copy to the creator of the
Purchase Order in JD Edwards (see appendix IV)53.

 B A S E → Purchase to Pay → Manage Purchase Orders → Non-Product Related – Stockable



Order





(Spot)


mail address60 + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The




header/item data:
In the case if there is change in Spot price and Business User (Administrator) / Buyer wants to change
Purchase Order price, please execute the following steps.
save the change.

detail

Changed Purchase Orders can be sent out manually by the Business User (Administrator) / Buyer (see
chapter 2.4.9) or automatically by the system (see appendix V). The system will send the Purchase
Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase Order in
JD Edwards (see appendix IV).



Purchase Order Cancellations always require to be sent out manually by the Business User
(Administrator) / Buyer. The system will then send the Purchase Order Cancellation layout by e-mail to
the supplier and a copy to the creator in JD Edwards (see appendix X – Purchase Order Cancellation
layout)61.

sent by e-mail to the Purchase Order Cancellation creator in JD Edwards62. You can also open the

JD Edwards system.

striked through)

 How to perform the Spot Procurement related activities for Non Product Related – Stockable
materials
 When to use which document type for the Procurement of Non Product Related – Stockable
materials

2.5 Return Order (Spot) process
2.5.1 Objectives
 Create / Confirm a Return Order (Spot)
 Reversing the receipt will undo the original receipt. If the receipt has already been matched to a
voucher, the voucher needs to be reversed first. This option is only possible when the voucher
has not yet been paid to the supplier. In this option, no credit note is expected from the supplier
as the original supplier invoice will not be posted nor paid.
 Return Order. A return order is a special type of purchase order where quantity signs are
reversed (negative).
2.5.3 Create Return Order (Spot)

Materials → 3N - Create Return Order


text:


Please perform the following actions to add item text to the Return Order (or continue with step 14 if no
item text is required):

The Return Order can now manually or automatically be sent to the supplier (see subchapter 2.5.4).

mail address + a copy of the e-mail to the JD Edwards user who has created the Return Order63. The

mail to the Return Order creator in JD Edwards64. You can also open the Return Order layout (PDF) by


2.5.6 Key Learnings

3 Import-to-Order Export Sales / Direct Shipment 3rd
Party supplier to Customer (S2-OD)
3.1 Introduction
3.1.1 Audience
 Business User (Administrator); responsible for the validation/completion of Purchase Orders

which are automatically created (based on Sales Orders)
 Business User (Administrator); responsible for performing goods receipt
3.1.2 Objectives
 Explain the End to End process for the Import – Export Procurement process for Finished Products
3.1.3 Key Concepts
The processes described in this chapter relates to the Procurement process within the Import – Export
process of Finished Products. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system.

3.2.1 Objectives
 Manually copy contact conditions to the (OD) Purchase Orders
 Complete the Purchase Order (OD) with deposit items and item- and header text
 Manually send Purchase Orders (OD) to the supplier
3.2.2 Business Process

Export 3rd Party Sales Order Creation represents a sales order transaction between Heineken and a
Customer where the Heineken Legal Entity and the Customer reside in different countries, and goods
are shipped cross border. The products sold are “Supplier Made” and are shipped directly from the
Supplier to the customer. Heineken invoices the customer for the delivery of the products, as where the
supplier will invoice Heineken.
Below overview shows the business Export Sales process for 3rd party Finished Goods (shipped to
Customer):
The activities described in this chapter relates to the OD Purchase Order which is automatically created
from a S2 Sales Order 65
65 Please refer to Standard Operating Procedure (SOP): Export Third Party Sales Order Creation
deposit (see chapter 3.2.3) or can be sent directly to the supplier. Purchase Orders can be sent out
manually by the Business user (Administrator) (see chapter 3.2.4 and 3.2.5) in sequence or
to the supplier e-mail address and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV)66.

 Business user (administrator) / Buyer
 B A S E → Purchase to Pay → Manage Purchase Orders → Finished Products (Direct Shipment)

→ OD - Manage Purchase Orders → OD – Complete Purchase Order
In certain cases, the business user (administrator) might want to add additional information to the
Purchase Order. The following activities must be performed through the ‘Complete Purchase Order’
transaction:

3.2.3.3) Add Deposit item
1.1) Open transaction ‘OD - Complete Purchase Order’

Order

[Add to instruction: Text attachment does not update status code, hence you need workaround of
changing either date or Qty which will trigger to update next status code 280]

3.2.3.3 Add Deposit item (after copying Contract Conditions)
As Deposit items are non-stock items, the user should first perform the ‘Copy Contract Conditions
! to Purchase Order activity (chapter 3.2.4) before a Deposit Item can be added to the Purchase
Order (this ensures that the Deposit item appears on the Purchase Order layout)
Deposit items can only be added manually in the Purchase Order as a ‘Deposit’ item 67. Please perform
the following actions to add a Deposit item to the Purchase Order:
67 A prerequisite is to have the Deposit item setup in the item-supplier relation price table (please refer to chapter 9.5.2)
3.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to DP
3.6) The Deposit item has been added to the Purchase Order, a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored)
The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.5)
following actions:

 Business user (administrator)
 B A S E → Purchase to Pay → Manage Purchase Orders → Finished Products (Direct

Shipments) → OD - Manage Purchase Orders → OD - Copy Contract Conditions to Purchase
Order
Once the OD Purchase Order is generated (from an S2 Sales Order), the contract conditions of the PxQ
contract must be copied to the Purchase Order. This activity is automatically performed by the system
(see appendix V for timings), but can also be manually performed. Please perform the following actions if
you want to manually copy the contract conditions to the Purchase Order:
1) Open transaction ‘OD - Copy Contract Conditions to Purchase Order’

The system will run the transaction and copy data (payment term / incoterm) to the Purchase Order:
 JD Edwards system (auto) / Business user (administrator)

Shipments) → OD - Manage Purchase Orders → OD - Send Purchase Order to Supplier
This activity is automatically performed by the system (see appendix V for timings), but can also be
manually performed. Please perform the following actions if you want to manually send the Purchase
Order to the supplier:
1) Open transaction ‘OD - Send Purchase Order to Supplier’

3.2.6 Create Goods Receipt
 B A S E → Purchase to Pay → Manage Goods Receipts → Finished Products (Direct Shipments)

→ OD - Goods Receipt
Please perform the following actions to perform a Goods Receipt for an OD Purchase Order based on
the shipping documents from suppliers and receipt notification from customers:
1) Open transaction ‘OD - Goods Receipt’
2) Fill the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Click on the ‘Select’ button to open the Purchase Order
4) Select the line item and fill a ‘1’ in the ‘Rec Opt’ field
5) Fill the (received) quantity in the ‘Quantity’ field
6) Fill the supplier lot number in the ‘Lot/Serial’ field

7) Click on the ‘Select’ button to create the goods receipt in the system
The invoice from the (internal/external) supplier can now be processed based on 3-way matching
(purchase order – goods receipt – invoice). The shipping documents from suppliers and receipt
notification from customers are to be archived centrally.

4 Import-to-Order Export Sales / Direct Shipment
Intercompany to Customer (S2-OI)
4.1 Introduction
4.1.1 Audience
 Business Users; responsible for the creation of S2 Sales Orders which are automatically
converted into Purchase Orders
 Business User (Administrator); responsible for performing goods receipt
4.1.2 Objectives
 Explain the End to End process for the Import-to-Order Export Sales / Direct Shipment
Intercompany to Customer process for Finished Products
4.1.3 Key Concepts
The processes described in this chapter relates to the Procurement process within the Import-to-Order
process of Finished Products. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system.

4.2.1 Objectives
 Complete the Purchase Order (OI) with items and item- and header text
4.2.2 Business Process

Export Intercompany Sales Order Creation represents a sales order transaction between Heineken
Intercompany opcos and a Customer where the Heineken Legal Entity and the Customer reside in
different countries, and goods are shipped cross border. The products sold are “Supplier Made” and are
shipped directly from Heineken supplying opco to the customer. Heineken buying opco invoices the
customer for the delivery of the products, as where the Heineken supplying opco will invoice Heineken
buying opco.
Below overview shows the Import-to-Order Export Sales / Direct Shipment Intercompany to Customer
process
The activities described in this chapter relates to the OI Purchase Order which is automatically created
from a S2 Sales Order.
deposit (see chapter 4.2.3) or can be sent automatically to the supplier. The system will send the
Purchase Order layout by e-mail to the supplier e-mail address and a copy to the creator of the Purchase
Order in JD Edwards (see appendix IV)68.

 Business user (administrator) / Buyer

Shipments) → OI - Manage Purchase Orders → OI - Complete Purchase Order
transaction:

3.2.3.3) Add Deposit item
1.1) Open transaction ‘OI - Complete Purchase Order’

Order


! to Purchase Order activity (chapter 3.2.4) before a Deposit Item can be added to the Purchase
Order (this ensures that the Deposit item appears on the Purchase Order layout)
3.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to DP
3.6) The Deposit item has been added to the Purchase Order, a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored)

The Purchase Order can now manually or automatically be sent to the supplier (see subchapter 3.2.5)
following actions:

4.2.4 Copy Contract Conditions to Purchase Order (auto)
 JD Edwards system (auto)

Shipments) → OI - Manage Purchase Orders → OI - Copy Contract Conditions to Purchase Order
Once the OI Purchase Order is generated (from an S2 Sales Order), the contract conditions of the PxQ
contract must be copied to the Purchase Order. This activity is automatically performed by the system
(see appendix V for timings) but can also be manually performed. Please perform the following actions if
you want to manually copy the contract conditions to the Purchase Order:
1) Open transaction ‘OI - Copy Contract Conditions to Purchase Order’
4.2.5 Send Purchase Order to Supplier (auto)

Shipments) → OI - Manage Purchase Orders → OI - Send Purchase Order to Supplier
This activity is automatically performed by the system (see appendix V for timings), but can also be

1) Open transaction ‘OI - Send Purchase Order to Supplier’
4.2.6 Create Goods Receipt
 B A S E → Purchase to Pay → Manage Goods Receipts → Finished Products (Direct Shipments)

→ OI - Goods Receipt
Please perform the following actions to perform a Goods Receipt for an OI Purchase Order based on the
shipping documents from suppliers and receipt notification from customers:

1) Open transaction ‘OI - Goods Receipt’
2) Fill the Purchase Order number in the ‘Order Number’ field and click on the ‘Find’ button
3) Click on the ‘Select’ button to open the Purchase Order
4) Select the line item and fill a ‘1’ in the ‘Rec Opt’ field
5) Fill the (received) quantity in the ‘Quantity’ field
6) Fill the supplier lot number in the ‘Lot/Serial’ field
7) Click on the ‘Select’ button to create the goods receipt in the system
The invoice from the (internal/external) supplier can now be processed based on 3-way matching
(purchase order – goods receipt – invoice). The shipping documents from suppliers and receipt
notification from customers are to be archived centrally.

5 Import-to-Stock / 3rd Party Supplier (1P / 3P)
5.1 Introduction
5.1.1 Audience
 Planning / Business department; responsible for the creation of Planning Messages and the
conversion of Planning Messages into Purchase Orders (Call-Offs) and/or the creation of Spot
Purchase Requisitions
 Buyer; responsible to manage spot prices. In some opcos, Buyer is also responsible for the
conversion of Purchase Requisitions into Purchase Orders
 Business User; responsible for the approval of Purchase Requisitions
 Planning / Business department; responsible for the conversion of Spot Purchase Requisitions to
Purchase Orders
5.1.2 Objectives
 Explain the End to End process for the Import-to-Stock (Finished Products) process for 3rd Party
Suppliers
5.1.3 Key Concepts
The processes described in this chapter relates to the Procurement process within the Import-to-Stock
process for 3rd Party Suppliers. A prerequisite for procuring these materials is to have a price x quantity
agreement setup in the SRM system. In the next subchapters, a detailed overview (business process
level 4) will be given per process.

5.2.1 Objectives
 Create a Planning Message
 Convert a Planning Message into a Purchase Order
 Complete the Purchase Order by adding a Deposit Item / Landed Cost rule or an item-/header text
 Send the Purchase Order to the supplier
The Domestic sales - import 3rd party finished products process is supported by a stock replenishment,
taking place by the Planning Department by generation of Planning Message or by the Business
Department raising a Purchase Requisition and subsequently a Purchase Order to the supplier. This
process must be supported by the availability of a PxQ contract in SRM.
5.2.3 Create Planning Message
 Planner


Please perform the following actions to create a Planning Message:
1) Open transaction ‘1P - Create Planning Message / Purchase Order’ and enter the following data in the
header:
2) Click the ‘Add’ button to create a new Planning Message:
3) Enter the following data in the item line(s):

MsgTyp: O (Order)
Required quantity: [Fill the quantity you would like to order]
Start date: [Fill the start date on which the Planning Message should be taken into
consideration]
Requested date: [Fill the requested delivery date]
Supplier: [Fill the supplier number or search for the supplier based on available contracts
(see step 4)]
4) Select an item and click on ‘Row’ – ‘Supplier Selection’
The Supplier Selection form displays all available contracts for the selected planning message:

If a valid agreement has not been found, the system will issue an error message and refuse to
! process the planning message. In this case the material planner should contact the responsible
Buyer to ensure availability of the item in the PxQ contract
5) Select / validate the supplier from the list and press ‘Select’ button to assign the supplier to the
planning message
It is also possible to directly fill the supplier number in the planning message (if known):
Once all data has been filled in the planning message line(s), the following steps must be performed to
create the Purchase Order:
6) Press the ‘Select’ button to create the Planning Message
7) Click on ‘Close’ button to close the detail message revision screen
You will be directed back to the main screen of the Planning Message transaction:
8) Fill the current date in the ‘Start date’ field and click on the ‘Find’ button to show the Planning
Messages
9) Select the ‘Planning Messages’ you want to process via the selection button(s)
10) Click on ‘Row’ – ‘Process Message(s)’

The Planning Messages are shown and the message has status ‘Firm Order’. Please note the Planning
Message is not yet converted into a Purchase Order:
12) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of the Purchase Order(s)
The system will generate the Purchase Order(s) and shows the number:

sent out manually by the Planner (see chapter 5.2.6 and 5.2.7) in sequence or automatically by the
It possible to perform a mass creation of Planning Messages by copy-pasting from the mass
! creation excel (see appendix X for a template)

5.2.4 Change Planning Message
 Planner

Please perform the following actions to change a Planning Message which has not been converted into a
Purchase Order:
1) Open transaction ‘1P - Create Planning Message / Purchase Order’
2) Fill the relevant fields in the header data to filter on the planning messages you would like to process
and press the ‘Find’ button:
3) Select the item you want to revise via the selection button(s)
4) In the header menu, click on ‘Row’ – ‘Message Revision’

5) Change the following (or any other) data:
Required quantity: [Change the quantity]

Request date: [Change the delivery date]
6) Press ‘Select’ button to confirm your changes
7) Select the Planning Message(s) you want to process
8) Click on ‘Row’ – ‘Process Message(s)’ to process the Planning Message(s)
The system will change the message field into ‘Firm Order’:
10) Click on ‘Form’ – ‘Generate Orders’ to confirm and execute the creation of Purchase Orders
The system shows the Purchase Order number:

sent out manually by the Planner (see chapter 5.2.6 and 5.2.7) in sequence or automatically by the

transaction:

5.2.5.4) Add Deposit item (after copying Contract Conditions)
printed on the PO layout (see appendix X):

Order

printed on the PO layout (see appendix X):


! to Purchase Order activity (chapter X) before a Deposit Item can be added to the Purchase Order
(this ensures that the Deposit item appears on the Purchase Order layout)
4.4) Fill the ‘Deposit’ item number in the ‘Item number’ field and change line type to NS
4.6) The Deposit item has been added to the Purchase Order (a warning message is shown to inform
you that no agreement is available for the Deposit item (this message can be ignored))

Purchase Orders can be sent out manually by Business user (Administrator) (see chapter 7.2.5 / 7.2.6)
in sequence or automatically by the system (see appendix V)73.

Please perform the following actions to Copy Contract Condtions to Purchase Order:


The system will run the transaction and send the Purchase Order by e-mail to the supplier74. (you can

the requested date or confirm the delivery on another date. The purchase order needs to be manually
updated with the new promised delivery date. This order activity is not mandatory, so the next step,
goods receipt, can be performed with or without processing supplier acknowledgement.
 Planner

Orders → 1P - Register Supplier Acknowledgement

1) Open transaction ‘1P - Register Supplier Acknowledgement’

 Planner

Orders → 1P - Revise Purchase Order
Order
In the case if there is change in contract prices and Planner wants to change Purchase Order price,
please execute the following steps.
7) Fill in item number and quantity in the next line and click on the ‘Select’ button to save the change
to the Purchase Order

supplier e-mail address75 and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).
 Planner

commitments to the suppliers. The cancellation of a Purchase Order consists of three steps:

Please perform the following actions to cancel the Purchase Order:


Orders → 1P - Send Purchase Order Cancellation to Supplier
be skipped.
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the
supplier76. (you can click on the refresh button to see if the job has ran). A copy of the PO layout e-
mail will be sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You
can also open the Purchase Order layout (PDF) by clicking on ‘Purchase Order PO Print’ job:

 Planner

lines:

the Purchase Order.
striked through)

5.3.1 Objectives
In case there is no operational PxQ contract available in SRM due to various reasons: Ad hoc purchase,
new product for trial, this can be supported by Spot process.
Below overview shows the business process for the Purchase Order Spot process from 3rd party
suppliers:

 Buyer
A Spot price must be requested by Planning Department and communicated to Procurement.

! The Buyer will negotiate a (spot) price with the supplier and fill all information in the ‘Spot Price
Request Form’ (see appendix III). The Spot Price Request Form must be approved by the PSM
before the data is manually entered into the JD Edwards system.


Factor value numeric: [Fill the price per item primary unit of measure]
FV UM: [Fill the unit of measure for the item]
In case of a spot price where the ‘Price per’ is not equal to 1, the right pricing unit of measure must be
selected (see below example with a price per 1000 PC (= TS)):
 Business User (Administrator) / Planner




(please move to step 6 on page 181) in case you don’t require to add text to your Purchase Requisition.
will be printed on the PO layout (see appendix X):

Requisition

8) Click on the ‘Ok’ button (twice) to create the Purchase Requisition (Spot)



by the Planner.

The Purchase Requisition (Spot) is changed by the Planner and requires to be approved again (see
chapter 5.3.5).
 Business User (Administrator) / Planner / Buyer

Order

Requisition (Spot)
Order(s)

to the supplier e-mail address78 and a copy to the creator of the Purchase Order in JD Edwards (see
appendix IV).

 JD Edwards system (auto) / Business User (Administrator) / Planner / Buyer (manual)

(Spot)

 JD Edwards system (auto) / Business User (Administrator) / Planner / Buyer (manual)

mail address79. + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The




header/item data:
In the case if there is change in Spot price and Business User (Administrator)/ Buyer / Planner wants to
change Purchase Order price, please execute the following steps.
save the change.

detail

supplier e-mail address80 and a copy to the creator of the Purchase Order in JD Edwards (see appendix
IV).



Purchase Order Cancellations always require to be sent out manually by the Planner. The system will
then send the Purchase Order Cancellation layout by e-mail to the supplier81 and a copy to the creator in
JD Edwards (see appendix II – Purchase Order Cancellation layout).

sent by e-mail to the Purchase Order Cancellation creator in JD Edwards. You can also open the

JD Edwards system.

striked through)

 How to perform the Spot Procurement related activities for the 3rd party Finished Products
process
 When to use which document type for the Procurement of 3rd party Finished Products

6 Intercompany Order / BASE OpCos (SI-OI)
6.1 Introduction
6.1.1 Audience
 Finance department (supplying opco); responsible for the update of selling price in JD Edwards
 Business department (supplying opco); responsible to create sales order
 Business User (Administrator) from receiving opco; responsible for performing goods receipt
 Business User (Administrator) from receiving opco; responsible for the validation/completion of
Purchase Orders which are automatically created (based on Sales Orders)
6.1.2 Objectives
 Explain the End to End process for the Intercompany order process (Finished Products) within
BASE JD Edwards opcos
 Understand the different types of communication between the supplying and receiving opcos.
6.1.3 Key Concepts
The processes described in this chapter relates to the Intercompany order process within BASE JD
Edwards opcos. A prerequisite for procuring these materials is to set up selling price in JD Edwards by
the supplying opco. In the next subchapters, a detailed overview (business process level 4) will be given
per process.
6.2.1 Objectives
 Validate Purchase Orders which are automatically created (based on Sales Orders)

The Intercompany order process within BASE JD Edwards opcos - represents an Intercompany Sales
Order transaction between Heineken to another Heineken company (other legal entity) within the same
country or from different countries. A direct Intercompany Sales Order is raised by Heineken supplying
opco (based on communication outside JD Edwards) and delivered the goods to another Heineken
receiving opco.
The activities described in this chapter relates to the OI Purchase Order which is automatically created
from a SI Sales Order 82
6.2.3 Validate Purchase Order
 Business Users (Administrator)
 B A S E → Purchase to Pay → Procurement Inquiries → Purchase Orders → Display Purchase

Order
Once Sales Order (SI) has been created by the supplying opco, please perform the following steps to
validate Purchase Order (OI) in JD Edwards:
1) Open transaction ‘Display Purchase Order’
2) Fill the name of the supplier (use * if required) or Purchase Order number and order type and click on
the ‘Find’ button:
82 Please refer to Standard Operating Procedure (SOP): Direct Intercompany Sales Order Creation
3) Click on ‘Row’ – ‘Header Revision’ to see header details or click on ‘Row’ – ‘Detail Revision’ to see
item details:
3.1) Header details are displayed:
3.2) Item details are displayed:
When receipt has been performed, the item details will be strike off.

7 Intercompany Order / Non-BASE OpCos (OI)
7.1 Introduction
7.1.1 Audience
 Business department; responsible to create sales order
 Business User (Administrator); responsible to create Purchase Orders
7.1.2 Objectives
 Explain the End to End process for the Intercompany order process (Finished Products) from Non-
BASE JD Edwards opco
 Understand the different types of communication towards the Non-Base JD Edwards opco.
7.1.3 Key Concepts
The processes described in this chapter relates to the Intercompany order process within Non-BASE JD
Edwards opcos. A prerequisite for procuring these materials is to have a price x quantity agreement
setup in the SRM system. In the next subchapters, a detailed overview (business process level 4) will be
given per process.
7.2 Purchase Order (Call-Off) process (OI)
7.2.1 Objectives
 Create a Purchase Order (OI)
 Complete the Purchase Order by adding a Deposit Item / Landed Cost rule or an item-/header text

The Intercompany order process with Non-BASE JD Edwards opco - represents an Intercompany Sales
Order transaction between Heineken to another Heineken company (other legal entity) within the same
country or from different countries. A Intercompany Sales Order is raised by Heineken receiving opco
(based on communication outside JD Edwards) and creation of manual Purchase Order takes place and
subsequently sent to Heineken supplying opco. This process must be supported by the availability of a
PxQ contract in SRM.
7.2.3 Create Purchase Order

Materials → OI - Create Purchase Order
Please perform the following actions to create a manual Purchase Order (1P):
1) Open transaction ‘OI - Create Purchase Order’
Ship-To: [Fill delivery address]


In certain cases, the business user (Administrator) / Planner might want to add additional information to
the Purchase Order (please move to step 8) in case you don’t require to add text to your Purchase
Order:


Order

and 7.2.5– to be performed in sequence if Purchase Order is sent manually to the supplier).
following actions:

8) Click on the ‘Ok’ button (twice) to create the Purchase Order
Purchase Orders can be sent out manually by the Business User (Administrator) / Planner (see chapter
7.2.4 / 7.2.5) in sequence or automatically by the system (see appendix V). The system will send the

Purchase Order layout by e-mail to the suppliers e-mail address85. and a copy to the creator of the
Purchase Order in JD Edwards (see appendix IV).

7.2.4 Copy Contract Conditions to Purchase Order (auto)

Shipments) → OI - Manage Purchase Orders → OI - Copy Contract Conditions to Purchase Order
Once the OI Purchase Order is created, the contract conditions of the PxQ contract must be copied to
the Purchase Order. This activity is automatically performed by the system (see appendix V for timings),
but can also be manually performed. Please perform the following actions if you want to manually copy
the contract conditions to the Purchase Order:
1) Open transaction ‘OI - Copy Contract Conditions to Purchase Order’


Shipments) → OI - Manage Purchase Orders → OI - Send Purchase Order to Supplier
This activity is automatically performed by the system (see appendix V for timings),but can also be
1) Open transaction ‘OI - Send Purchase Order to Supplier’
The system will run the transaction and send the Purchase Order by e-mail to the supplier86. (you can

7.2.6 Register Supplier Acknowledgement (Optional)
The supplying opco may – or may not – acknowledge the receipt of the purchase order and either
acknowledge the requested date, or confirm the delivery on another date. The purchase order needs to
be manually updated with the new promised delivery date. This order activity is not mandatory, so the
next step, goods receipt, can be performed with or without processing supplier acknowledgement.
 Business User (Administrator) (manual)
 B A S E → Purchase to Pay → Finished Products (Direct Shipments) → OI - Manage Purchase

Orders → OI - Register Supplier Acknowledgement (Stock)

1) Open transaction ‘OI - Register Supplier Acknowledgement (Stock)’


Orders → OI – Revise Purchase Order
1) Open transaction ‘OI - Revise Purchase Order’
Order
Changed Purchase Orders can be sent out manually by the Business User (Administrator) (see chapter
7.2.6) or automatically by the system (see appendix V). The system will send the Purchase Order layout

by e-mail to the supplier e-mail address87 and a copy to the creator of the Purchase Order in JD Edwards
(see appendix IV).

Orders → OI - Cancel Purchase Order

1) Open transaction ‘OI - Cancel Purchase Order’

 JD Edwards system (auto) / Business User (Administrator) (manual)

Orders → OI - Send Purchase Order Cancellation to Supplier
The cancellation of a Purchase Order or Purchase Order line can be communicated to the supplying
opco, by sending them a Purchase Order cancellation form (see appendix II). If the communication has
been done by phone/e-mail and there is no need to inform the supplier separately by e-mail, this activity
can be skipped.
1) Open transaction ‘OI - Send Purchase Order Cancellation to Supplier’

The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier88
sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You can also

Orders → OI - Cancel Purchase Order
lines:
1) Open transaction ‘OI - Cancel Purchase Order’

the Purchase Order.
striked through)


8 Cross Functional Procurement Processes
8.1 Subcontracting
8.1.1 Objectives
 Explain the process for Subcontracting for the Repacking of Finished Goods
 Validate the creation of a Purchase Order
Below overview shows the business process for the Subcontracting process:
Subcontracting is the repacking of the Finished Goods that is outsourced to the 3rd party contractor
which can be performed in the brewery or at the contractor’s premises.
Service item will be created in Mendix by Planning Department before Procurement to create PxQ
operational contract in SRM.
8.1.3 Create (Automatic) Purchase Order
Once the work order has been created by Planning Department, a document with document type 1P will
be generated automatically with a reference to an operational Procurement Contract. The Purchase
Order (1P) number can be retrieved from the work order routing:

The Purchase Order can be amended by adding additional information like header- and/or item texts
(see chapter 7.1.4) or can be sent directly to the supplier. Purchase Orders can be sent out manually by
the Planner (see chapter 7.1.5 and 7.1.6) in sequence or automatically by the system (see appendix V).
The system will send the Purchase Order layout by e-mail to the supplier e-mail address and a copy to
the creator of the Purchase Order in JD Edwards (see appendix IV).
 Planning department

‘Complete Purchase Order’ transaction before Purchase Order is sent out to supplier by the scheduler:


Order


 Automatic (JD Edwards) / Planning Department (Manual)

Order.

status.
 Automatic (JD Edwards) / Planning Department (Manual)

mail address89 + a copy of the e-mail to the JD Edwards user who has created the Purchase Order. The

8.1.7 Key Learnings

 How to perform the Procurement related activities for the Subcontracting process

8.2 Outbound Transportation
8.2.1 Objectives
 Explain the concept of the Outbound Transportation process
 Validate the creation of Purchase Orders for Outbound Transportation
 Approve a Purchase Order
Below overview shows the business process for the Outbound Transportation process:
The Outbound Transportation process supports the automatic creation of Purchase Orders for shipments
performed by 3rd party carriers. Freight expenses made for outbound transportation are managed via the
standard JDE Transportation Management module. In this module, freight tariffs are defined per
transportation mode (sea, air, road), per route, and per carrier. A prerequisite for the outbound
transportation process is to have a Value Line contract created in SRM. During the Logistics process,
shipments are being performed, which will automatically be posted into a Purchase Order (all shipments
for one day combined in one Purchase Order).

8.2.3 Display Purchase Order
 Buyer / Business User (Administrator) (Manual)

Order
As shown in the business process overview, the delivery confirmation by Logistics triggers the process to
automatically create a Purchase Order (2P). This step is automatically performed by the system but can
also be executed by Business User (Administrator). Please see Appendix XIII (chapter 3) to manually
create Purchase Orders (2P)
Please perform the following steps in case you want to validate which shipments have been combined in
one batch (per supplier) and converted into a Purchase Order (2P) for the supplier:
1) Open transaction ‘Display Purchase Order
2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Supplier: [Supplier Number or search by supplier name]

Order Type: [2P]
3) Select the relevant Purchase Order and click on ‘Row’ - ‘Header Revision’ or ‘Detail Revision’ to
display the Purchase Order:
Header Revision: [Display the header of the Purchase Order]

Detail Revision: [Display details of the Purchase Order]

4) Select the relevant Purchase Order and click on to open the shipment list (excel file)
5) The excel sheet is opened and is an internal document and will be sent together with the Purchase
Order to the supplier after approval of Purchase Order (see chapter 8.2.4). It can be used to double
check the shipments made by the system and before sending to the supplier.
8.2.4 Approve Purchase Order
 Purchase Order Approver
 B A S E → Purchase to Pay → Manage Purchase Approvals → Non-Product Related-Non -

Stockable Materials / Services → 2R - Approve Purchase Order Revision
Once Purchase Order (2P) has been created, it will route to Purchase Order Approver for approval
before Purchase Order is sent to the supplier.

Please perform the following actions to approve a Purchase Order:
1) Open transaction ‘2P - Approve Purchase Order Revision’ and click on the ‘Find’ button to see the
list of Purchase Orders to approve
2) Select the line item and click on the ‘Select’ button to open the Purchase Order
3) Click on ‘Form’ – ‘Approve’/’Rej Reason’
8.2.5 Copy contract conditions to Purchase Order (auto)

In case a contract exists for the supplier / CMG combination, the contract conditions (payment term /
incoterm / etc) will be copied to the Purchase Order.
The system will copy the contract data to the Purchase Order. The Purchase Order can be sent to the
supplier now.
mail address90 + a copy of the e-mail to Procurement central mailbox.

8.2.7 Goods Receipt (auto)
Once Purchase Order is created, system will consolidate the goods receipt and is automatically
scheduled by the JD Edwards system (see appendix XIII – chapter 4 and 5).
Goods receipt is automatically performed by the system but can also be executed by Business User
(Administrator). Please see Appendix XIII (chapter 7) to manually create Goods Receipt.
 B A S E → Purchase to Pay → Manage Purchase Order → Non-Product Related-Non -Stockable

Materials / Services → 2P – Manage Purchase Orders → 2P – Revise Purchase Order
Different changes can be required, after the Purchase Order has been sent to the supplier. Because
auto receipt has taken place, receipt must be reversed by Logistics before Purchase Order is to be
changed.
Order
Changed Purchase Orders are sent automatically by the system (see appendix V) once the they are
approved. The system will send the Purchase Order layout by e-mail to the supplier e-mail address91 and
a copy to the creator of the Purchase Order in JD Edwards (see appendix IV).


Materials / Services → 2P – Manage Purchase Orders → 2P – Cancel Purchase Order


8.2.10 Send Purchase Order Cancellation to Supplier (manual)
 Business User (Administrator) / Buyer (manual)

Materials / Services → 2P – Manage Purchase Orders → 2P – Send Purchase Order Cancellation
to Supplier
be skipped.
The system will run the transaction and send the Purchase Order Cancellation by e-mail to the supplier92
sent by e-mail to the user performing the Purchase Order Cancellation in JD Edwards. You can also


Materials / Services → 2P – Manage Purchase Orders → 2P – Cancel Purchase Order
lines:

the Purchase Order.
striked through)
 B A S E → Purchase to Pay → Manage Goods Returns → Non-Product Related-Non -Stockable

Materials / Services → 2N – Create Return Order

text:

Item number: [Fill the CMG]

Unit Cost : [Enter the return value with negative sign]
Account Number: [Enter the cost centre from original Purchase Order]
Based on the combination of ‘Supplier’ – ‘Branch Plant’ – ‘CMG’, the system will select the right contract
number (CV is shown for value line contract):
Please perform the following actions to item text to the Return Order (or continue with step 14 if no item
text is required):

The Return Order can now manually be sent to the supplier (see subchapter 8.2.13).
 Business User (Administrator) / Buyer (manual)

The transaction will send the Return Order layout (pdf) by e-mail to the supplier’s e-mail address + a
copy of the e-mail to the JD Edwards user who has created the Return Order93. The user will run the
transaction manually via the menu.





 How to perform the Procurement related activities for the Outbound Transportation process

8.3 Procurement Non-Product Related – Materials / Services in Maximo
8.3.1 Objectives
 Understand the concept of the different Maximo Interfaces
 Validate the Purchase Orders interfaced from Maximo
 Cancel and send a Purchase Order manually
 Close a Purchase Order manually
 Perform reversal of Purchase Order receipt manually
Below overview shows the business process for the Maximo Interface process:
* Next to Goods Receipts, also material issue / returns are being interfaced from Maximo to JD Edwards
Maximo is a system used mainly by Supply Chain Department for the maintenance of spare parts.
Procurement activities will take place in Maximo based on the following scenarios:
1) Procuring spare parts that require work order maintenance
2) Procuring services that require work order maintenance
3) Procuring services that require work order maintenance and Capex ID
There are 3 types of transfer from Maximo to JD Edwards which are performed by the scheduler on daily
basis:

1) Purchase Order
2) Material / Service Receipt
3) Material Issue / Return
Vendor is transferred from JD Edwards to Maximo after the vendor has been created or changed in
Mendix. This is also performed by the scheduler on daily basis (see Appendix V).
8.3.3 Transfer Purchase Order from Maximo
 Automatic (JD Edwards) / Buyer (Manual)
 B A S E → Purchase to Pay → Procurement Integration → Maximo – JDE Integration → Interface

Purchase Order Data → Interface Maximo Purchase Order to JDE Staging
As shown in the business process overview, the transfer of Purchase Order from Maximo to JD Edwards
is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule) but can
also be executed by the Buyer.
Maximo flat files are transferred on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer Purchase Order from Maximo based on the
creation of Maximo flat files:
1) Open transaction ‘Interface Maximo Purchase Order to JDE Staging’
3) Click on the ‘OK’ button to move to the next screen:
4) Click on the ‘OK’ button to go to the ‘Printer selection’ screen
5) Click once more on the ‘OK’ button to run the transaction

8.3.4 Validate Purchase Order
 Buyer (Manual)

Order
Please perform the following steps in case you want to validate if the Purchase Order (OJ) is
successfully transferred from Maximo:
2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Order Number: [To search on the Purchase Order Number which has been created]
Order Type: OJ
8.3.5 Copy contract conditions to Purchase Order (auto/manual)

Purchase Order Data → OJ – Copy Contract Conditions to Purchase Order
In case a contract exists for the supplier / CMG combination, the contract conditions (payment term /
incoterm / etc) will be copied to the Purchase Order.
V). This transaction will copy the payment term, incoterm and other contract related data from the value
line contract to the Purchase Order. The user can also decide to run the transaction manually via the
menu. Please perform the following actions to copy contract conditions to the Purchase Order
1) Open transaction ‘OJ – Copy Contract Conditions to Purchase Order’

3) Click on the ‘OK’ button to run the transaction:
4) Click once more on the ‘OK’ button to run the transaction:
The system will copy the contract data to the Purchase Order. The Purchase Order can be sent to the
supplier now.

Purchase Order Data → OJ – Send Purchase Order to Supplier
Purchase Orders can be sent automatically by the system or manually by the Buyer. The system will
then send the Purchase Order layout by e-mail to the supplier and a copy to the creator in Maximo (see
appendix II – Purchase Order layout).

1) Open transaction ‘OJ – Send Purchase Order to Supplier’
The system will send the Purchase Order layout by e-mail to the supplier, with a copy to the creator of
the Purchase Order in Maximo.
 Buyer (Manual)

Purchase Order Data → OJ – Cancel Purchase Order
There is no transfer of Purchase Order cancellation from Maximo to JD Edwards and this is to be
performed manually by the Buyer.
1) Open transaction ‘OJ – Cancel Purchase Order’
3) Select the document and click on ‘Row’ – ‘Detail Revision’ to open the Purchase Order line item

4) Fill the current date in the ‘Cancel date’ field:
8.3.8 Send Purchase Order Cancellation to Supplier
 Buyer (Manual)

Purchase Order Data → OJ – Send Purchase Order Supplier
1) Open transaction ‘OJ - Send Purchase Order to Supplier’

sent by e-mail to the Purchase Order creator in JD Edwards. You can also open the Purchase Order
Cancellation layout (PDF) by clicking on ‘Purchase Order PO Print’ job:
 Buyer

Purchase Order Data → OJ – Cancel Purchase Order
lines:
1) Open transaction ‘OJ - Cancel Purchase Order’

striked through)
8.3.10 Transfer Material / Service Receipt from Maximo

Goods Receipt → Display – Interface Maximo Goods Receipt to EDI
As shown in the business process overview, the transfer of material / service receipt from Maximo to JD
Edwards is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule)
but can also be executed by the Buyer.
Maximo flat files are transferred on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer receipt from Maximo based on the creation of
Maximo flat files:
1) Open transaction ‘Display – Interface Maximo Goods Receipt to EDI’

8.3.11 Reverse Material Receipt of Purchase Order
 Supply Chain Employee / Warehouse Employee
 B A S E → Purchase to Pay → Manage Goods Receipt → General → Reverse Goods Receipt
There is no transfer of material receipt reversal from Maximo to JD Edwards and this is to be performed
manually by Supply Chain Employee /Warehouse Employee.
Please perform the following actions to perform receipt reversal of Purchase Order:
1) Open transaction ‘Reverse Goods Receipt’
2) Enter the Purchase Order number and Order type in the ‘Order Number’ field and click on the ‘Find’
button
3) Select the Purchase Order line and click on ‘Row’ – ‘Reversal’ – ‘Reverse Receipt’ to reverse receipt
Purchase Order

4) Click on ‘Confirm Reversal’
The system shows a message to confirm the receipt reversal of the Purchase Order.
5) Click on ‘OK’ to continue the receipt reversal
The receipt of the Purchase Order (line item(s)) has/have been reversed.

8.3.12 Transfer Material Issue / Return from Maximo

Issues/Returns → Display – Interface Issue / Return Maximo to JDE
As shown in the business process overview, the transfer of material issue / return from Maximo to JD
Edwards is performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule)
but can also be executed by the Buyer.
Maximo flat files are transferred to JD Edwards on daily basis based on opco specific timings and please
perform the following steps in case you want to manually transfer material issue / return from Maximo
based on the creation of Maximo flat files:
1) Open transaction ‘Display – Interface Issue / Return Maximo to JDE’
8.3.13 Transfer Vendor from JD Edwards to Maximo

Master Data → Transfer JDE Supplier to Maximo

As shown in the business process overview, the transfer of Vendor from JD Edwards to Maximo is
performed by the scheduler on a daily basis (see appendix IV – Maximo Flat File Schedule) but can also
be executed by the Buyer.
Maximo flat files are created on daily basis based on opco specific timings and please perform the
following steps in case you want to manually transfer Vendor from JD Edwards to Maximo based on the
creation of Maximo flat files:
1) Open transaction ‘Transfer JDE Supplier to Maximo’
4) Click on the ‘OK’ button twice to go to the ‘Printer selection’ screen

 How to perform the Procurement related activities for Maximo process
 The role of Procurement within the Procurement process

9 System Configurations
9.1 Re-Order point functionality
9.1.1 Objectives
 Understand which settings are required to activate the re-order point functionality
 Understand the limitations/restrictions of the re-order point functionality
9.1.2 Contract creation to setup relation Item Branch – Supplier Number
 Automatic (SRM-JD Edwards)
 B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –

Branch Plant
Once a PxQ contract is created in SRM Contract Management system and transferred to JD Edwards,
the system automatically updates the relation between the Item Branch and Supplier:
9.1.3 Setup Order policy for material / item
 Business User
 B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –Branch
Plant

The configuration is set up directly in Mendix and the following steps can be executed to validate the
setup of the ‘Order policy code’ in JD Edwards:
1) Open transaction ‘Item Master –Branch Plant’
2) Fill the ‘Item Number’ and ‘Branch Plant’
3) Click on ‘Row’ – ‘Addl System Info’
4) Check if the ‘Order Policy Code’ is filled with value 0
9.1.4 Setup Re-Order point quantities for material / item
 Business User
 B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –Branch
Plant

Please find below an explanation of the different type of quantities which can be set for re-order point
functionality:
Field: Explanation:
Reorder Quantity Is the quantity of the order that is to be placed on a new purchase order for the
(ROQI) particular item
The value entered in this field will be added to the suggested order quantity. For
example: If the Reorder Point is 50 and the availability plus quantity on order totals 35.
Purchase Order Generator (P43011) would suggest a purchase order quantity of 15.
With the same scenario, if the reorder quantity is 50, Purchase Order Generator
(P43011) would suggest a purchase order quantity of 65 (15 + 50).
Maximum Reorder The maximum quantity that Purchase Order Generator (P43011) will suggest. This
Qty. (RQMX) maximum may be based upon factors other than usage, such as perish ability or storage
capacity.
Minimum Reorder The quantity in this field is used if the Suggested Order Quantity (SOQ) is less than the
Qty. (RQMN) Reorder Min Qty (RQMN).
Reorder Point The level of the stock of a particular item, held by the organisation, when an order is
needed to be placed for avoiding the risk of being out of stock. It is based on the
average time taken by the supplier for replenishment, maximum usage of the item
during the replenishment time, and safety stock requirement.
Safety Stock (SAFE) The quantity of stock kept on hand to cover high-side variations in demand. This is not
taken into consideration in the calculation thus reorder point should also include safety
stock.
Multiple Order Not used for Purchase Order Generation.
Quantity & Units Per
Container
The configuration is set up directly in Mendix and the following steps can be executed to validate the
setup of the ‘Re-Order point quantities’ in JD Edwards:
1) Open transaction ‘Item Master –Branch Plant’
2) Fill the ‘Item Number’ and ‘Branch Plant’
3) Click on ‘Row’ – ‘Quantities’

9.1.5 Suggested Order Quantity Calculation
In order for the system to propose the suggested order quantity, the following parameters are taken into
considerations:
Parameters: Explanation:
Available Quantity on hand – *Committed for orders + Open Purchase Orders (On receipt)
ROQI Reorder Quantity
ROP Reorder point quantity
SOQ Suggested Order Quantity proposed by system
*Committed for orders = Quantities on Sales Order / Work Order pending to be released
1) Conditions for Suggested Order Quantity Calculation:
If Available > ROP then SOQ = 0

If Available = ROP then SOQ = ROQI
If Available < ROP then SOQ = (ROP-Available) + ROQI
2) Different Cases of Suggested Order Quantity Calculation:
2.1) Variant 1: If Available = ROP then SOQ=ROQI

Please perform the following steps to display item availability:
 B A S E → Purchase to Pay → Procurement Inquiries → Others → Display Item

Availability
System will propose quantity of 55,200 based on the following calculation:

Re-order point (ROP): 9,905
Available: (9,905)
Re-order qty (ROQI): 55,200
=========
Suggested Order Quantity (SOQ): 55,200

2.2) Variant 2: If Available < ROP then SOQ = (ROP-Available) + ROQI

Availability

Available: (9,905)
=========
Variant 3: If Available < ROP then SOQ = (ROP-Available) + ROQI

Availability

Available: (0)
=========

9.2 Landed Cost functionality
The standard landed cost functionality is used to estimate the (landed) costs incurred for Raw /
Packaging / POSM – stockable materials (like freight / local handling) for planned (cost is known) and
unplanned (cost is unknown) costs.
9.2.1 Objectives
 Understand the difference between planned and unplanned landed cost
 Understand who is involved in the setup of landed costs in JD Edwards system
 Understand how to organise the landed costs functionality to facilitate OpCo requirements
Below overview shows the business process for the Planned Landed Cost functionality:
Landed Cost invoices which exceed Goods receipt amount will be routed for approval of PtP Team
Leader according to the same approval flow as Non-PO invoices.

Below overview shows the business process for the Unplanned (standalone) Landed Cost functionality:
Before Buyer changes/assigns landed cost, it is a good practise to have landed cost invoices approved
outside the system as there is no system 3-way match.
9.2.2 Landed Cost Set up
 Buyer (Read Access)
 B A S E → Purchase to Pay → Procurement System Setup → Global Setup → Landed Cost

Definition
Both planned and unplanned landed cost are set up in landed cost table and can be based on a
‘Percentage’ or ‘Plus amount’ times the Purchase Order quantity.
Buyer has the read access to this table, for any new creation / update on the cost, SNOW ticket is to be
created via catalogue service (see Appendix XVIII).
To validate the cost set up in landed cost table in JD Edwards, please perform the following steps:
1) Open transaction ‘Landed Cost Definition’
2) Fill the cost rule (pre-defined per opco) in the ‘Landed Cost Rule’ and click on the ‘Find’ button

3) For more details on the relevant cost rule, select the line and click on the ‘Ok’ button
4) The details of the cost rule will be displayed:
- Cost Level Cost component defined for each cost rule

- Plus Amount Cost per Purchasing UOM based on Item Master
- Supplier and Supplier Name The supplier related to the cost level whom we receive invoice from
- Curr Code The currency of the supplier based on Vendor Master
-Effective from and Thru The validity period of the cost rule
9.2.3 Assign Landed Cost (Planned)
Landed cost (planned) is used if the cost is known in advance for each material and supplier. This is
assigned manually during Purchase Order creation.

 Planner / Business User (Administrator) / Buyer

Materials / Non-Product Related – Stockable Materials → 1P / 3P / OI - Manage Purchase Orders
→ 1P / 3P / OI - Complete Purchase Order
To assign landed cost (planned) during Purchas Order creation, please see respective chapters on
‘Complete Purchase Order (optional)’ to perform the steps.
9.2.4 Assign Landed Cost (Unplanned)
Landed cost (unplanned / standalone) is used if the cost is unknown in advance for each material and
supplier. This is assigned manually after Purchase Order creation and goods receipt is performed for
the material.
 Buyer
 B A S E → Purchase to Pay →Manage Goods Receipt → General → Receive Landed Costs
Please perform the following steps to assign landed cost (unplanned):

1) Open transaction ‘Receive Landed Costs’
2) Enter the Purchase Order number and order type and click on the ‘Find’ button
3) Select the Purchase Order and click on ‘Row’ and ‘Change Landed Cost’

4) Fill in the cost rule or perform a search the Purchase Order and click on the ‘OK’ button to save
the record
5) Select the Purchase Order and click on ‘Row’ and ‘Apply Landed Cost’
6) Override the amount or supplier based on the actual invoice value and click on the ‘OK’ button
twice to save the record. Currency is taken from vendor master set up in Mendix
7) Click on ‘Search’ button again and the line details are no longer there once landed cost is received
and Finance can proceed with invoice processing.

9.3 Receipt Routing functionality
9.3.1 Objectives
Receipt routing is used to track and move items from the moment that they leave a supplier's warehouse
until they arrive in stock.
 Understand who is involved in the setup of receipt routing in JD Edwards system
 Understand how to organise the receipt routing functionality to facilitate OpCo requirements
9.3.2 Receipt Routing Setup
 Buyer
 B A S E → Purchase to Pay → Procurement System Setup → Global Setup → Receipt Routing

Definition
Route code is set up based on branch plant and is pre-defined by 3 levels:
1) In Transit
2) In Inspection
3) In Stock

9.3.3 Item Branch – Supplier Number Relation Setup (With Contract)
 Automatic (SRM-JD Edwards)
 B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master –

Branch Plant
Once a PxQ contract is created in SRM Contract Management system and transferred to JD Edwards,
the system automatically updates the relation between the Item Branch and Supplier:
9.3.4 Assign Route Code to Item/Supplier (With Contract)
 Buyer
 B A S E → Purchase to Pay → Procurement Master Data → Manage Item-Supplier Relationship
Once relation between the Item Branch and Supplier is set up from SRM contract, route code is to be
applied to Item/Supplier by performing the following actions:
1) Open transaction ‘Manage Item-Supplier Relationship’
2) Enter the Branch Plant number and click on the ‘Find’ button

3) Select the relevant supplier and material and click on the ‘OK’ button
4) Fill in the route code and click on the ‘OK’ button
9.3.5 Item Branch – Supplier Number Relation Setup / Assignment of Route

Code (Without Contract)
 Buyer
In the case if there is no PXQ contract from SRM (Spot price), the relation between the Item and
Supplier can be set up directly in JD Edwards by performing the following steps:
2) Click on the button to fill in the data

3) Fill in the following details and click on the ‘OK’ button to save the record:
i) Branch Plant
ii) Supplier
iii) Item Number
iv) Effective Date and Expiration Date
v) Normal Route Code - Based on the set up from chapter 9.3.2

9.4 Supplier Production Location
9.4.1 Objectives
For purchased materials with typology 02, 04 and 09 (raw and packaging materials) supplier production
location is mandatory during goods receipt. Production location of the supplier is required to be created
in Mendix by Buyer which will be transferred to Vendor Master in JD Edwards. The relation between the
supplier and their production location is set up directly in JD Edwards. This chapter will give an overview
of important data elements for suppliers and their location and how to link the relation in the JD Edwards
system.

 Validate the relationship of the supplier and its production location in JD Edwards
 Maintain the relation of the supplier and its production location directly in JD Edwards
9.4.2 Supplier Production Location Data
 Buyer
 B A S E → Purchase to Pay → Procurement Master Data → Manage Supplier Production

Locations
Please perform the following steps to open the supplier production location data in JD Edwards:
1) Open transaction ‘Manage Supplier Production Locations’
2) The location can be searched by supplier name or supplier number:
- By Supplier Fill supplier name in the ‘Alpha Name’
- By Supplier Number Fill vendor number in the ‘Address Number’
3) Click on ‘Row’ – ‘Related Address Tag’

4) The production location of the supplier is displayed.
9.4.3 Manage Supplier Production Location Relation
Once the supplier production location is set up in Mendix and transferred to vendor master in JD
Edwards, the relation between the supplier and its production location can be linked directly in JD
Edwards by the Buyer.

 Buyer
 B A S E → Purchase to Pay → Procurement Master Data → Manage Supplier Production

Locations
Please perform the following steps to link the relation of the supplier and its production location in JD
Edwards:
1) Open transaction ‘Manage Supplier Production Locations’ and search for the relevant supplier (see
chapter 9.4.2)
2) Enter ‘PL’ in “Relation Type’ and the vendor number of the production location in ‘Address Number’
field. (If there are more than 1 production location, you may go to the next line to enter the second
record with another vendor number).
3) Click on to save the data and production location is linked to the supplier.
9.5 Keg Deposit for Imported Finished Products
9.5.1 Objectives
Keg deposit for the imported keg is set up as stockable material in Mendix and is transferred to
JD Edwards. The price is required to be included in the Purchase Order of the imported finished
products for some of the suppliers. This chapter will give an overview of important data elements for
suppliers and their keg deposit and how to set up keg deposit price in the JD Edwards system.
 Set up keg deposit price in JD Edwards

9.5.2 Set up of Keg Deposit Price
 Buyer
Please perform the following steps to open the keg deposit price table in JD Edwards:
2) Click on ‘Add’ button
3) Enter data in following field and click on to save the data:
- Supplier Number
- Item Number of keg deposit
- Effective Date and Expiration Date

4) Click on ‘Row’ –‘Supplier Prices’
5) Enter data in following field and click on to save the data:
- Curr Cod Currency of the supplier

- Unit Cost Unit cost of the keg deposit
- UM UOM of keg deposit
- Branch Plant Branch plant which Purchase Order is to be created

10 Procurement Specific Activities
10.1 Perform Routing Operation for Receipt Routing
10.1.1 Objectives

 Understand who is involved to perform the routing operation in JD Edwards system
 Understand how to perform goods routing operation to move the status of items in JD Edwards
10.1.2 Goods Receipt Routing – Goods in Transit
 Planner / Buyer
 B A S E → Purchase to Pay → Manage Goods Receipt → Product Related / Non Product Related
- Stockable Materials / Intercompany → 1P / 3P / OI Goods Receipt Routing
This activity is the first step that is performed by Planner (for Product Related Stockable Materials) and
Buyer (for Non-Product Related Materials) to move the materials to the 1st sequence: “In transit” based
on the confirmation from suppliers / freight forwarders depending on inco-terms. The lot number that is
generated will be the same throughout the routing operation.
Please perform the following steps to perform goods receipt routing on 1P, 3P or OI Purchase Order:
1) Open transaction ‘Goods Receipt Routing’
3) Click on click on the ‘OK’ button once the Purchase Order is shown
4) This is a goods receipt screen, please refer to Logistics SOP: ‘J_G_2_Procurement_SOP_ Goods
Receipt at Warehouse’ on how to perform initial goods receipt with production location (if required)
and lot creation.

Once goods receipt routing has been performed, system will automatically move the materials to 1st
sequence (in transit) based on the receipt routing set up (see chapter 8.3).
10.1.3 Validate Routing Operation
 Planner / Buyer
 B A S E → Purchase to Pay → Manage Goods Receipt → General → Perform Routing Operation
Planner or Buyer can perform this activity to validate that the materials have moved to the 1st sequence:
“In transit”
Please perform the following steps to perform routing operation:
1) Open transaction ‘Perform Routing Operation’
2) Enter the Purchase Order number and order type and click on the ‘Find’ button to validate the
status of the materials

10.1.4 Perform Subsequent Routing Operation
 Warehouse Employee
 B A S E → Purchase to Pay → Manage Goods Receipt → General → Perform Routing Operation
Warehouse employee is responsible to perform subsequent routing operation to move the goods to
stock once physical goods have arrived at the warehouse.
Please perform the following steps to perform routing operation:
1) Open transaction ‘Perform Routing Operation’

3) Select the Purchase Order number and go to ‘Row’ and click on ‘Movement’

3) Click on the ‘OK’ button to save
4) Click on the ‘Find’ button to perform a search and the items have moved to the next sequence
5) Repeat step 1 to 4 to move the items to the next sequence if required
10.2 Retrieve Purchase Order (PDF copy)
10.2.1 Objectives

 Understand how to retrieve PDF copy of Purchase Order in JD Edwards
10.2.2 Print Purchase Order
 Planner / Business User (Administrator) / Buyer
 B A S E → Purchase to Pay → Procurement Inquiries → Purchase Orders→ Print Purchase

Order→ Print Purchase Orders All Types

In the case email notification is not working and Purchase Layout is not sent to Planner / Business User
(Administrator) / Buyer and suppliers, please perform the following steps to retrieve the PDF copy of the
Purchase Order:
1) Open transaction ‘Print Purchase Orders – All Types’
2) Select ‘Data Selection’ and click on the ‘Submit’ button
3) Select ‘Literal’ for Document Type
4) Fill in Purchase Order Number and click on the ‘OK’ button
5) For Purchase Order type, please repeat step 3 and 4

6) Once order type is filled, click on the ‘OK’ button to submit the job
7) On the left side of the applications, click on the “refresh” icon until the pencil turns green
8) Click on the ‘Purchase Order PO Print Layout’ to retrieve PO layout
The PDF copy of Purchase Order can be sent out manually by email to the suppliers.

10.3 Master Data Validation
10.3.1 Objectives
The Global Mendix/MDM tool is the single source for all items and suppliers. Suppliers- and items
(materials) must be requested/created in Mendix and will, after approval, be transferred to JD Edwards
system. Any changes to the masterdata must be requested through Mendix. This chapter will give an
overview of important data elements for items- and suppliers and how to check it in the JD Edwards
system.
Before creation of SRM contract, it is important to always check in JD Edwards on:
 Currency of the suppliers in Vendor Master (see chapter 10.3.2.1)
 Purchasing UOM in Item Master (see chapter 10.3.3.1)
This is to ensure that the contract set up in SRM has the same master data in JD Edwards.
 Validate the currency / payment term / incoterm of the supplier
 Validate the e-mail address of the supplier
 Validate the item (primary / purchasing unit of measure)
 Validate the item Landed Cost Rule
 Validate the item Branch Plant
10.3.2 Vendor Master Data
 Planner / Buyer
 B A S E → Purchase to Pay → Procurement System Setup → Supplier Setup → Supplier Master
Please perform the following steps to validate vendor master data in JD Edwards:
1) Open transaction ‘Supplier Master’
2) Fill the name of the supplier (use * if required) and fill ‘VR’ as ‘Search type’ and click on the ‘Find’
button
3) Click on the ‘Ok’ button to open the supplier:

10.3.2.1 Currency / Payment term / Incoterm
Please perform the following actions to validate the Currency, Payment- and Incoterm:
1.1) Select the following tabs to validate specific supplier master data:
Tab ‘Vouchers’:
- Payment Term The payment term which will be used in the Purchase Order. In case a different
payment term is used in the (SRM) contract, the contract payment term will be
leading.
- Default code The currency code which will be used in the Purchase Order. At all times, we need
to ensure that the ‘Default currency’ is the same as the one used in the SRM
contract.
Tab ‘Purchasing 1’:
- Incoterms The incoterm which will be used in the Purchase Order. In case a different
incoterm is used in the (SRM) contract, the contract incoterm will be leading.

10.3.2.2 E-mail address
Please perform the following actions to validate the e-mail address of the supplier:
2.1) Find / Select the supplier and click on ‘Row’ – ‘Who’s Who’
2.2) Click on ‘Row’ – ‘Email / Internet’ to find the e-mail address of the supplier. Purchase Orders will be
sent to this e-mail address.
10.3.3 Item Master Data
 Planner / Buyer
 B A S E → Purchase to Pay → Procurement System Setup → Item Setup → Item Master
Please perform the following steps to validate item master data in JD Edwards:
1) Open transaction ‘Item Master’
2) Fill the item number in the ‘Item number’ or the Mendix number in the ‘3rd Item Number’ field and click
on the ‘Find’ button

10.3.3.1 Primary – and Purchasing unit of measure
1.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Item Revisions’ and validate the item
data:
Tab Weight and Measures
- Primary The primary unit of measure is used as stock keeping unit (in most of the cases
this is equal to the purchasing unit of measure). This unit of measure is taken as a
base for FuturMaster and will be used during Planning Message creation
- Purchasing The purchasing unit of measure is used as unit of measure in the Purchase Order
to the supplier (in case a different primary unit of measure is used, a conversion
will take place once Purchase Order is created)
10.3.3.2 Unit of measure Conversion
2.1) Follow steps 1 and 2 and click on the ‘OK’ button to select the item
2.2) Click on ‘Form’ – ‘Conversions’:

2.3) Unit of measure Conversions table is displayed:
10.3.3.3 Landed Cost Rule
3.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Category Codes’ and validate the
item data:
- Cross Plant Material Status The status of the material (active / inactive)
- Landed Cost Rule The landed cost rule assigned to the material (functionality is not
activated in JD Edwards – assignment needs to happen manually in
Purchase Requisition or Purchase Order
(For Landed cost table, see chapter 9.2)

10.3.3.4 Item Branch Plant data
4.1) Follow steps 1 and 2 and select the item and click on ‘Row’ – ‘Item Branch’
The branch/plant for which the item can be purchased will be shown:
4.2) Select a ‘Branch Plant’ and click on the ‘Select’ button to find the branch plant related data:
- Stocking Type The stocking type of the materials we purchase must be ‘P’ (Purchased)
- Line Type The line type of the material
- Supplier Number The relation to from the supplier which we purchase the material. This relation is
automatically established at the moment a contract is transferred from SRM to
JDE. This relation is also important for the use of re-order point functionality in
JDE. In case of required changes, the Item – Supplier relationship can be changed
in Mendix

10.4 Display Inquiries
10.4.1 Objectives
 Understand how to inquire and display Purchase Requisition
 Understand how to inquire and display Standard / Blanket Purchase Order
 Understand how to inquire and display Goods/Service Receipt
10.4.2 Display Purchase Requisition
 Business Users (Administrator) / Planner / Buyer
 B A S E → Purchase to Pay → Procurement Inquiries → Purchase Requisitions → Display

Please perform the following steps to display Purchase Requisition created in JD Edwards:
1) Open transaction ‘Display Purchase Requisition’
2) Fill the name of the supplier (use * if required) or Purchase Requisition number and order type and
click on the ‘Find’ button:
item details:

When Purchase Requisition has been converted to Purchase Order, the item details will be strike off.
10.4.3 Display Purchase Order

Order
Please perform the following steps to display Purchase Order in JD Edwards:
2) Fill the name of the supplier (use * if required) or Purchase Order number and order type and click on
the ‘Find’ button:

You can also see Purchase Orders (4P and OJ) that are successfully interfaced from SRM C&TP and
local Maximo.
item details:

When receipt has been performed, the item details will be strike off.
10.4.4 Display One View Purchase Order
 B A S E → Purchase to Pay → Procurement Inquiries → Purchase Orders → Display One View

Purchase Order
This task will show the details of the transaction of the order and please perform the following steps to
display the order in JD Edwards:
1) Open transaction ‘Display One View Purchase Order’
2) Fill the Branch Plant OR Item Number (or click on ‘Search’ button to find by item description) OR
the Supplier Address (or click on ‘Search’ button to find by supplier name) and click on the ‘Find’
button:
You can click on to export the table to excel
2.1) By scrolling to the right, you can see the status and details of the order and when order is cancelled
or received.
10.4.5 Display Blanket Order
 B A S E → Purchase to Pay → Procurement Inquiries → Purchase Orders → Display Blanket

Order
Please perform the following steps to display Blanket Order in JD Edwards:

1) Open transaction ‘Display Blanket Order’
2) Fill the name of the supplier (use * if required) or Blanket Order number and click on the ‘Find’
button:
item details:

When call-offs from blanket order are completed, the item details will be strike off.
10.4.6 Display Goods Receipt
 Business Users (Administrator) / Planner / Buyer / Warehouse Employee
 B A S E → Purchase to Pay → Procurement Inquiries → Goods Receipt → Display Goods

Receipt
Please perform the following steps to display Goods Receipt in JD Edwards:
1) Open transaction ‘Display Goods Receipt’
2) Fill the Order Number and order type OR the Supplier Address (or click on ‘Search’ button to find by
supplier name)
3) Click on ‘Vouchered’ or/and ‘Closed Lines ‘ if Purchase Order has been vouchered or/and closed
4) Click on the ‘Find’ button:
You can also see goods/service receipt of Purchase Orders (4P and OJ) that are successfully interfaced
from SRM C&TP and local Maximo.
5) Details of the receipt are displayed:

11 Procurement Reporting
11.1 Reporting
11.1.1 Objectives
 Identify and understand which report will suit your business needs
 Manipulate data selection filters to drill report down to display specific data
 Generate reports
11.1.2 Report Overview

JD Edwards contains an overview of the following list of reports:
Menu: Report: Description Usage:

Material Material Overview of stock level and its o This report is printed on ad-hoc
Availability Availability reorder quantity per material for basis.
buyer reference. o Periodic review of material
reorder information
Open Purchase Open Purchase Displays information on open  Use this report to review and
Orders Order (All) purchase orders as well as monitor the status of open
purchase orders that have been purchase order
partially received.  For audit purpose, PTP-C-04
 This report is printed monthly
Open Purchase Open Purchase Displays open order for Buyers to  One of the monitoring report for
Orders Order (Past Due) monitor past due open orders and buyers to review on past due
to follow up with vendors. orders base on the date the report
is run
 To track past due orders without
receipt or partial receipt done
 This report will be printed monthly
Open Purchase Open Purchase Displays information on orders  Use this report to review and
Orders Order (Return) that are returned to supplier monitor the status of return open
purchase order
 This report is printed monthly
Open Purchase Open Purchase Displays information on orders  Use this report to review and
Orders Order (Not not acknowledged by Vendor monitor the purchase order to
Acknowledged) upon received of Purchase Order. ensure purchase orders are
Once vendor acknowledged the received by vendor and agreed on
purchase order, buyers will the promised delivery date.
update Promised Delivery Date.  This report is printed monthly
Open Purchase Open Purchase Displays information on open  This report is printed on weekly to
Orders Order (Custom purchase orders as well as monitor incoming overseas
Clearance) purchase orders that have been shipment for custom clearance
partially received. This report (exclude inco-terms: DAP / DDP)
specifically for Logistic with
predefined selection

Open Purchase Open Purchase Display information about  This report is printed monthly
Orders Order (Forex) individual amount for each  For forex requirement by Finance
purchase with the amount open to review exchange rate exposure
amount as well as the total for next 3 month open orders
amount for all purchase orders in
overseas currency.
Purchase Purchase Order Displays information on purchase  This report is printed on ad-hoc
Order Receipt Receipt (All) order receipts for all purchased basis
materials and services from  To have an overview on the date
suppliers. This report contains the of receipt and received quantity
following information for each
detail line that pertains to a
supplier:
 Item number
 Purchase Order Number
 Date that the order was
received.
 Received quantity and
amount
Open Purchase Open Purchase Lists all open purchase requisition  This report is printed on monthly
Requisitions Requisitions (All) orders that pending for basis
conversion as Purchase Orders in  This is for audit purpose
JD Edwards.
Purchase Purchase Order Displays information on all  Use this report to review and
Order Listing Listing (All) purchase orders that has been monitor the status of all purchase
created including closed orders
/cancelled Purchase Order
Others Purchase order Displays information about order  This report will be printed ad-hoc
revision history revisions. The report lists the
following information:
•The number of revisions to each
detail line.
• The latest detail line revisions.
A history of all detail line
revisions.
Others Purchase Ledger Report includes a history of  This report is printed on ad-hoc
changes to order detail line. This basis.
report lists original detail line
information and changes that
have been made to the quantity
or extended amount on each
detail line.
For each order that prints, the

following information can be
reviewed:
• The sum of the original detail
line amounts.
• The sum of the detail line
changes.
• The sum of current detail line
amounts
Others Vendor Master Displays periodic reviews on  This report will be printed
Overview vendor master data against periodically with selection of Last
criteria agreed with the business Updated Date or ad-hoc with
owner. It is also an audit trail selection of vendor number.
report when selection by last
update date.

11.2 Run Report
 Buyer/ Business User
 B A S E → Purchase to Pay → Procurement Reports → [See overview above and select

appropriate report to generate]
Please perform the following actions to run different reports in JD Edwards:
1) Open ‘Procurement Reports’ from menu
The following individual reports will describe the different processing options and data selections that are
used to run the report.
11.2.1 Material Availability

11.2.1.1 Data Selection
1) Check ‘Data Selection’ and click on ‘Submit’:
2) Select your desired data selection filters to drill down the report. Click on button to confirm data
selection filters.

11.2.2 Open Purchase Order (All)
Open Purchase Order (Custom Clearance)
Open Purchase Requisitions (All)
11.2.2.1 Processing Options
1) Click on the relevant report and right click on ‘Values’
2) Fill in your required ‘As of’ date. Recommendation is to fill a future date that is far from the current
date (example: 31/12/2040). In this case, you can skip this step for the next run.
3) Click on button to confirm your options.
4) Click on button again

selection filters.
Order Company: [Fill the correct company code for your opco by clicking on drop-down list on the
Right Operand column and select ‘Literal’]
Business Unit: [Fill the correct business unit for your opco by clicking on drop-down list on the
If you want to run all data for specific selection, choose ‘is not equal to’ for ‘Comparison’ and ‘Null’ for
‘Right Operand’
Refer to Appendix XVI for more details on deleting unwanted filters and Appendix XVII on the typology
values.
8) System will run the report. To view the latest report generated, click on refresh button on the left
hand panel. The report that was generated will appear below. Click on the report once it has finished
processing.

9) To download the report, right click on report generated in the ‘Job’ column and Select ‘View CSV’
This report is best viewed in CSV (excel) format.
10) Click on ‘Save as’ to rename report and save to your computer.

11.2.3 Open Purchase Order (Past Due)
Open Purchase Order (Return)
Open Purchase Order (Not Acknowledged)
Purchase Order Listing (All)
selection filters.
‘Right Operand’
values.

4) Fill in your required ‘As of’ date. Click on button to confirm your option.
processing.

11.2.4 Open Purchase Order (Forex)

selection filters.

Currency Code: [Fill the correct currency for your opco by unlocking the data selection and click on
drop-down list on the Right Operand column and select ‘Literal’]
To unlock the data selection, on the checkbox on left side of the row
Click on ‘Advanced’, uncheck the ‘Locked” checked box. Click on button to
confirm.
values
processing.

11.2.5 Purchase Order Receipt (All)

2) Fill in your required country by using the search button. As this is only required for first set up, you
can skip this step for the next run.
3) Click on button to confirm your option.

selection filters.

Order Company: [Choose the correct company code for your opco by clicking on drop-down list on
the Right Operand column and select ‘Literal’]
‘Right Operand’
values.
processing.

11.2.6 Purchase Order Revision History

Purchase Ledger
selection filters.

Purchase Order Revision History
Purchase Ledger
‘Right Operand’
values.
11.2.6.2 Processing Options - Purchase Order Revision History
4) Fill in your required options. Click on button to confirm your option.

processing.
This report is only available in PDF format.

11.2.7 Vendor Master Overview
2) In the ‘Date Range’ tab, fill in your required date range.

In the ‘Print’ tab, fill in your opco name (is APBS by default). This is only required for the first set up,
can skip this step for subsequent report runs
3) Click on button to confirm your options.

6) Add ‘Business Unit’ in data selection and fill in your opco’s business unit for vendors. Click on
button to confirm data selection filters.
The business unit is available in the address book of the vendor
values.

processing.

12 Frequently Asked Questions (FAQ)
Please refer to below document to get an overview of the Frequently Asked Questions:
[Link to be included]
o close a PO? By cancelling the remaining quantity (see chapter X)

13 Glossary
Term Definition
BASE Project name for the implementation of JD Edwards in the Asia region (Business Agility
Through standardized Execution)
Call-Off System based Purchase Order with a reference to a operational contract
JDE JD Edwards; ERP system used to support …
MDM Master Data Management; system used to support the created of vendors and materials
Mendix Mendix; system used to support the approval/rejection of vendors and materials created
by business users
MOA Manual of Authority;
Production Physical location of the supplier where materials are being produced
Location
PxQ Contract with a fixed price per material and estimated forecast quantity
Contract
Spot One time purchase of a material from a supplier
Purchase
SRM Supplier Relationship Management; system used to support:
- the creation of operational contracts
- and shopping carts (Purchase Requisitions) for Non Product Related materials /
Services

14 Controls
Find below an overview of the controls required for the Procurement process of Product Related /
Stockable Materials (Raw & Pack).
Control # Objective Activity Control type:
PTP-C-02 Purchase requisitions and contracts are Purchase requisitions and contracts are Automated
reviewed on adequacy vendors, reviewed on adequacy vendors, quantities and
quantities and prices and subject to prices and subject to approval to ensure that
approval to ensure that there is a valid there is a valid business reason for the
business reason for the purchase. purchase.
PTP-C-03 Purchase requisitions, contracts and Key fields within contracts and Purchase Orders Automated
orders require key fields to be (PO) are set to required. In case of a call off PO
completed and prevent changes to the conditions are taken from the preceding
critical fields to ensure document and cannot be overwritten. Key fields
accurate/complete processing. are:
- Payment terms
- Pricing conditions
- Goods Receipts (GR) requirement
- Invoice Receipts (IR) requirement
PTP-C-04 Purchase requisitions/contracts/orders Periodic review takes place on e.g.: IT Dependent

are monitored to ensure efficiency and - Open purchase requisitions/contracts/orders
effectiveness. - Orders without PR reference
PTP-C-32 To ensure that every OpCo Call-Off Based on the OpCo Call-off order a 2 sided IT Dependent
order is converted into a 2-sided trading trading contract is created, subsequently an
contract in the HGP system following a HGP sales order and HGP call off are created
HGP Sales order and HGP Call-off automatically. An exception report is monitored
order are created and sent to the daily for the responsible manager, that contains
supplier automatically all the 2-sided trading contracts that were not
converted into a HGP sales order and HGP call-
off order. These exceptions are followed-up.
PTP-C-34 To ensure that proper pricing, payment In the call off order it is not possible to change Automated
and material data is used in the call-off key data except for the delivery address(es)
orders changes are restricted except for
delivery address(es)
PTP-C-35 Material master data controls assure Material master data controls assure accurate Manual
accurate and complete processing in and complete processing in HGP and OpCo
HGP and OpCo system system
STC-C-10 The contract is signed according to the The operational SRM contract is being Manual
authorised signatory matrix. approved by OpCo PSM and/or HGP
Buyer (depending on the contract type)

Appendix I Mass upload template Planning Messages
Please find below the template to be used in order to use a mass upload of Planning Messages:
[FILE]

Appendix II Purchase Order layouts
Please find below the layout for the standard Purchase Order (1P):
Example Purchase Order layout (incl.

terms & conditions)

Please find below the layout for the standard Purchase Order (3P):
Example Purchase Order layout

(incl. terms & conditions)

Please find below the layout for the Purchase Order Change (3P):
Example Purchase Order Change

layout (incl. terms & conditions)

Please find below the layout for a changed Purchase Order (1P):
Example Purchase Order Change layout


Please find below the layout for a Cancelled Purchase Order:
Example Purchase Order Cancellation


Please find below the layout for a Blanket Order:
Example Blanket Order layout (incl.

terms & conditions)

Please find below the layout for a Blanket Order Cancellation:
Example Blanket Order Cancellation


Please find below the layout for a Return Order:
Example Return Order (incl. terms &

conditions)

Please find below the layout for a Purchase Order Cancellation (3P):
Example Purchase Order Cancellation


Appendix III Spot Price Request form
Please find below an example of a Spot price request form, used by business to raise a request to
purchase a spot item / used by Procurement to get approval from the Procurement Service Manager
(PSM) and to upload the price into the JD Edwards system:

Appendix IV JD Edwards E-mail notifications
Purchase Order layout email:
Blanket Order approval mail:
Blanket Order approval confirmation e-mail

PR approval for 3R
Approval for 1B

Appendix V JD Edwards / Maximo Overview automatic
jobs
Please find below an overview of jobs which are automatically scheduled in JD Edwards for Procurement
related transactions:
Transaction / Batch Document type(s): Frequenc Time:

job* y:
Copy Contract - Purchase Order (1P / 2P / 3P / OD / OJ) Daily 20:50 P.M.
Conditions to - Return Order (1N / 2N / 3N) (SG time)
Purchase Order - Blanket Order (1B)
Copy Supplier - Purchase Order (2P / 3P) Daily 20:45 P.M.

Conditions to (SG time)
Purchase Order Spot
Send Purchase - Purchase Order (1P / 2P / 3P / OD) Daily 21:00 P.M.

Order to supplier - Return Order (1N / 2N / 3N) (SG time)
- Blanket Order (1B)
- Purchase Order (OJ)
Send Purchase - Purchase Order (1P / 2P / 3P) Daily 21:00 P.M.

Order Cancellation to - Return Order (1N / 2N / 3N) (SG time)
Supplier - Blanket Order (1B)
- Purchase Order (OJ)
* These transactions can also be ran manually by the users via the JDE menu
Please find below an overview of jobs which are automatically scheduled in Maximo for Procurement
related transactions (for APBS):
Transaction / Batch Data element: Frequency: Time:

job*
Issues / Returns - Issues / Returns Daily 16:15 P.M.
Purchase Order - Purchase Order (OJ) Daily 9:30 A.M.
creation 11:30 A.M.
15:00 P.M.
17:00 P.M.
Goods Receipt - Purchase Order (OJ) Daily 16:00 P.M.
Vendor Creation -Vendor Interface Daily 8:30 A.M.
12:30 P.M.
16:30 P.M.
20:30 P.M.

Appendix VI JD Edwards Procurement menu
Purchase to Pay
Manage Purchase Requisitions
Product Related - Stockable Materials
1P - Create Planning Message / Purchase Order
1B - Create Planning Message / Blanket Order
Non-Product Related - Stockable Materials
3R - Generate Purchase Requisition (Re-Order)
3R - Create Purchase Requisition
3R - Revise Purchase Requisition
Non-Product Related - Non-Stockable Materials / Services
2R - Create Purchase Requisition
2R - Revise Purchase Requisition
Manage Purchase Orders
1P - Manage Purchase Orders
1P - Create Purchase Order
1P - Create Purchase Order from Sales Order
1P - Complete Purchase Order
1P - Release Purchase Order from Blanket Order
1P - Copy Contract Conditions to Purchase Order
1P - Send Purchase Order to Supplier
1P - Register Supplier Acknowledgement
1P - Revise Purchase Order
1P - Cancel Purchase Order
1P - Send Purchase Order Cancellation to Supplier
1B - Manage Blanket Orders
1B - Create Blanket Order
1B - Copy Contract Conditions to Blanket Order
1B - Send Blanket Order to Supplier
1B - Register Supplier Acknowledgement
1B - Revise Blanket Order
1B - Cancel Blanket Order
1B - Send Blanket Order Cancellation to Supplier
3P - Convert Purchase Requisition to Purchase Order
3P - Create Purchase Order
3P - Copy Supplier Conditions to Purchase Order (Spot)
2P - Convert Purchase Requisition to Purchase Order
2P - Copy Supplier Conditions to Purchase Order (Spot)
2P - Outbound Shipments
2P - Interface EDI - Outbound Shipment Freights
2P - Display Outbound Shipment Freight Accruals
2P - Create Purchase Order (Auto) - Outbound Freight Accruals
Finished Products (Direct Shipments)
OD - Manage Purchase Orders
OD - Copy Contract Conditions to Purchase Order
OD - Send Purchase Order to Supplier
OD - Register Supplier Acknowledgement
Manage Purchase Approvals
1B - Approve Blanket Order
3R - Approve Purchase Requisition
3P - Approve Purchase Order Revision
2R - Approve Purchase Requisition
2P - Approve Purchase Order Revision
Manage Goods Receipts
General
Perform Routing Operation
Reverse Receipt
Receive Landed Costs
1P - Goods Receipt
3P - Goods Receipt
2P - Goods Receipt
2P - Goods Receipt (Landed Cost / Outbound Shipment)
2P - Interface EDI - Landed Cost / Outbound Shipment
2P - Display EDI Goods Receipt Note Records
2P - Confirm Goods Receipt Note (Landed Cost / Outbound Shipment)
Finished Products (Direct Shipments)
OD - Goods Receipt
Intercompany
OI - Goods Receipt
OM - Goods Receipt (Customer Returns (RMA))
OF - Goods Receipt (Non Trade)
OK - Goods Receipt (Direct)

Manage Goods Returns
1N - Create Return Order
1N - Send Return Order to Supplier
1N - Revise Return Order
1N - Cancel Return Order
1N - Confirm Return Order
2N - Copy Contract Conditions to Return Order
Procurement Integration
Maximo - JDE Integration
Interface Master Data
Transfer JDE Supplier to Maximo
Transfer JDE Customer to Maximo
Interface Purchase Order Data
Interface Maximo Purchase Order to JDE Staging
Interface Staging to Purchase Order EDI Inbound
OJ - Creation Purchase Order (from Maximo)
OJ - Copy Contract Conditions to Purchase Order
OJ - Send Purchase Order to Supplier
OJ - Cancel Purchase Order
Interface Goods Receipt
Display - Interface Maximo Goods Receipt to EDI
Display - OJ - Goods Receipt
Display - OJ - Goods Receipt (Automatic)
Interface Issue / Returns
Display - Interface Issue / Return Maximo to JDE
Generate G/L Entries
Display Issue / Return
Catalogue & Tactical Procurement - JDE Integration
Transfer Master Data JDE to SRM (Batch Report)
Procurement Master Data
Manage Spot Price
Manage Supplier Production Locations
Manage Item-Supplier Relationship
Procurement System Setup
Item Setup
Item Master
Item Master - Branch Plant
Item Master - Cost Definition
Supplier Setup
Address Book
Supplier Master
Global Setup
UDC
Line Type
Order Activity Rule
Next numbering
DMAAI
Tax Rate Area
Exchange Rate
Hold Code definition
Approval Level Definition
Tolerance Limit Definition
Landed Cost Definition
Receipt Routing Definition
Branch Plant Constant
Price Adjustment Definition
Price Adjustment Schedule
Procurement Advanced Operations
Repost Open Purchase Orders
Purge Purchase Order Routing Ledger
Purge Purchase Order Details
Purge Purchase Order Ledger
Procurement Inquiries
Contracts
Display Contract - PxQ
Display Contract - Value Line (Header)
Display Contract - Value Line (Item)
Purchase Requisitions
Display Purchase Requisition
Purchase Orders
Display Purchase Order
Display Blanket Order
Display Purchase Order Revisions
Display One View Purchase Order
Goods Receipts
Display Goods Receipt

Display Receipt Batches
Others
Display Budget Comparison
Display Buyer Information
Display Commitment Ledger
Display Item Availability
Display One View Simple Procurement
Display Price Adjustment Details
Display Purchase Ledger
Display Routing Ledger

Appendix VII Maximo Flat File Schedule

Appendix VIII Freight Audit History Report

Appendix X JD Edwards – Status Codes of Purchase Order
Purchase Order Type: 1P Purchase Order Type: 1N
Purchase Order Type: 5P Purchase Order Type: 1B

Appendix XI Incoterms

Appendix XII Display Contract Number
 Buyer / Delegated Buyer (Stock) / Call-Off Handler
 B A S E → Purchase to Pay → Procurement Inquiries → Others → Display Price Adjustment

Details
Please perform the following steps to validate the contract price in JD Edwards:
1) Open transaction ‘Display Price Adjustment Details - Work with Adjustment Detail’
2) The contract can be searched by item number or supplier:
- By Material Fill material number in the ‘Item Number’

- By Supplier Fill vendor number in the ‘Supplier Number’ or perform a search by supplier name
3) Fill ‘PQ01’ in the ‘Adj Name’ and click on the ‘Find’ button
4) The details of the material which are transferred from SRM are displayed:
- Sales Value 01 SRM contract number

- Supplier Number The supplier of the contract
- Curr Cod Currency of the contract
- Threshold UM Purchasing UOM of the material
- Factor Value Numeric Contract Price
- FV UM For unit price per 1000pcs, TS will be shown
For unit price per 1000kg, TO will be shown
-Effective/Expired Date Validity of the contract

The screen will display various contracts with different price.

Appendix XIII Outbound Transportation (Automatic
Jobs)
1 Transfer data from Outbound Shipment table

 Automatic (JD Edwards) / Business User (Administrator) (Manual)
 B A S E → Purchase to Pay → Manage Purchase Orders → Non-Product Related - Non-

Stockable Materials / Services → 2P - Outbound Shipments → 2P - Interface EDI - Outbound
Shipment Freights
As shown in the business process overview, the delivery confirmation by Logistics triggers the process to
automatically create a Purchase Order (2P). This step is automatically performed by the system, but can
also be executed by Business User (Administrator).
The system performs this activity on a monthly basis.
Please perform the following steps in case you want to manually transfer data from the outbound
shipment table to the staging table.
1.1) Open transaction ‘2P - Interface EDI - Outbound Shipment Freights’
1.2) Select ‘Data Selection’ and click on ‘Submit’:
1.3) Select ‘Literal’ and click on the ‘OK’ button to move to the next screen:

1.4) Select tab ‘Single value’, fill the carrier number and click on the ‘OK’ button
1.5) Click on the ‘OK’ button to go to the ‘Printer selection’ screen
1.6) Click once more on the ‘OK’ button to run the transaction
The system will transfer the data from the outbound shipment table to the staging table (from which the
Purchase Orders are being generated). For each supplier a batch record is created.
If a business user manually runs the transaction, the ‘Freight Audit History Report’ can be found in the
‘Recent Reports’ section. This report will tell if the shipment is successfully processed:
Once the system has automatically ran the transaction, the system will send a ‘Freight Audit History
Report’ by e-mail to the central procurement inbox (see appendix II?).
In the next step (subchapter 7.2.5), a Purchase Order is (automatically) created for each branch plant
(depot) and per charge code/mode of transport (road/freight/sea).
2 Validate combined shipments per carrier (auto/manual)


Stockable Materials / Services → 2P - Outbound Shipments → 2P - Display Outbound Shipment
Freight Accruals
Please perform the following steps in case you want to validate which shipments have been combined in
one batch (per supplier) and will be converted into a Purchase Order (2P) for the supplier:
2.1) Open transaction ‘2P - Display Outbound Shipment Freight Accruals’
2.2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Date updated: [To search on the date on which the records have been created]
Supplier Number: [To search per supplier]
2.3) Select the line item and click on ‘Row’ – ‘Detail Revisions’ to see the Common Material Group
(CMG) and total costs which will be shown on the PO layout:
2.4) Click on the ‘Cancel’ button to move to the initial screen

2.5) Select the line item and click on ‘Row’ – ‘Header Attachment’ to see an overview of shipments
2.6) Click on ‘Open’ to open the excel file:
The excel file is an internal document and will not be transferred to the supplier. It can be used to double
check the shipments made by the system (and converted into a Purchase Order).
3 Create (Automatic) Purchase Order


Stockable Materials / Services → 2P - Outbound Shipments → 2P - Create Purchase Order (Auto)
- Outbound Freight Accruals
All records (shipments) in the staging table (see chapter 1) are taken into consideration and will be
converted into a Purchase Order (2P). The system performs this activity on a monthly basis.
Please perform the following steps in case you want to manually create Purchase Orders (2P) from the
outbound shipment records in the staging table.

3.1) Open transaction ‘2P - Create Purchase Order (Auto) - Outbound Freight Accruals’
3.2) Click on the ‘Submit’ button to run the transaction
3.3) Click on the ‘OK’ button to run the transaction
4 Collect (Automatic) Goods Receipts


Stockable Materials / Services → 2P - Outbound Shipments → 2P - Interface EDI - Outbound
Shipment Freights
This transaction will collect the goods receipt based on the Purchase Orders that are created and is
automatically scheduled by the JD Edwards system.
Please perform the following steps in case you want to manually perform this transaction.
4.1) Open transaction ‘2P - Create Purchase Order (Auto) - Outbound Freight Accruals’
4.2) Click on the ‘Submit’ button to run the transaction

5 Validate (Automatic) Goods Receipt (s)

 B A S E → Purchase to Pay → Manage Goods Receipt → Non-Product Related – Non-Stockable

Materials / Services → 2P – Auto Goods Receipt (Landed Cost / Outbound shipment) → 2P –
Display EDI Goods Receipt Note Records
Please perform the following actions to validate the collection of Goods Receipts in previous transaction
(see chapter 4):
5.1) Open transaction ‘2P – Display EDI Goods Receipt Note Records’
5.2) Fill the data in following search fields and click on the ‘Find’ button to display the records:
Address Number: [To search on the supplier / carrier number]

Date updated: [The date on which the collection of Goods Receipt has ran (see chapter 4)

6 Interface EDI for (Automatic) Goods Receipt (s)
 B A S E → Purchase to Pay → Manage Goods Receipts → Non-Product Related – Non-

Stockable Materials / Services → 2P – Auto Goods Receipt (Landed Cost / Outbound shipment)
→ Interface EDI – Landed Cost / Outbound Shipment
The system automatically performs this step every [add time/date].
Please perform the following steps in case you want to manually create Goods Receipts for the selected
Purchase Orders (2P) in the staging table (see chapter 1)
6.1) Open transaction ‘2P – Goods Receipt (Landed Cost / Outbound Shipment) → Interface EDI –
Landed Cost / Outbound Shipment’
The system will run the Goods Receipt posting via the ‘Confirm Goods Receipt Note’ transaction,
described in the next chapter.
7 Create (Automatic) Goods Receipt (s)

 B A S E → Purchase to Pay → Manage Goods Receipts → Non-Product Related – Non-

Stockable Materials / Services → 2P – Auto Goods Receipt (Landed Cost / Outbound shipment)
→ 2P – Confirm Goods Receipt Note (Landed Cost / Outbound Shipment)
The system automatically performs this step every [add time/date].
Please perform the following steps in case you want to manually create Goods Receipts for the selected
Purchase Orders (2P) in the staging table (see subchapter 1)
7.1) Open transaction ‘2P – Confirm Goods Receipt Note (Landed Cost / Outbound Shipment)’

The system has performed an automatic goods receipt for the Purchase Orders (2P). The invoice can be
posted against the Purchase Order now (3-way matching).

Appendix XIV Approval Delegations

Appendix XV Purchase Order Types
ORDER
TRANSACTION TYPE TYPE OF MATERIALS Type of Suppliers
TYPE
Blanket Order - Product Related Stockable Materials 1B Raw and Packaging Materials 3rd party suppliers
Purhase Order - Product Related Stockable Materials 1P Raw and Packaging Materials 3rd party suppliers
Return Order - Product Related Stockable Materials 1N Raw and Packaging Materials 3rd party suppliers
Purhase Order - Non Product Related Non-Stockable Materials/Services 2P Outbound Transportation 3rd party suppliers
Return Order - Non Product Related Non-Stockable Materials/Services 2N Outbound Transportation 3rd party suppliers
Purchase Requistion - Non Product Related Stockable Materials 3R POSM / CTS / Returnable Packaging 3rd party suppliers
Purchase Order - Non Product Related Stockable Materials 3P Materials (Kegs, Crates, Pallets)
Purchase Requistion - SPOT 3R 3rd party suppliers
All Stockable Materials
Purchase Order - SPOT 3P
Return Order - All Stockable Materials 3N All Stockable Materials 3rd party suppliers
Purhase Order - Non Product Related Non-Stockable Materials/Services 4P Purchase Order from SRM 3rd party suppliers
Purchase Order - Local Maximo OJ Engineering Spare Parts 3rd party suppliers
Purchase Requistion - Global Maximo 5R Engineering Spare Parts 3rd party suppliers
Purchase Order - Global Maximo 5P Engineering Spare Parts 3rd party suppliers
Purchase Order - Intercompany OI Imported Finished Products Heineken
Purchase Order -Direct Shipment OD Imported Finished Products 3rd party suppliers
Purchase Order Receipt OV All Stockable Materials / Receipts from SRM -

Appendix XVI Data Selection Filters
Please perform the following actions to apply data selection filters:
1) To delete unwanted filters, check the row you want deleted followed by ‘Delete’ Button.
2) To manually key in your own parameters, click on drop-down list on the Right Operand column and
select ‘Literal’
3) Type in desired parameter value and select ‘OK’ button

Appendix XVII Typology
Values Description
1 Beverage and food finished products
2 Non returnable primary packaging materials
3 Non returnable non-primary packaging materials
4 New returnable primary packaging materials
5 New and in-use returnable packaging materials, excluding new returnable primary packaging materials
6 Generic deposit materials
7 Transferable semi-finished products
8 Fixed process semi-finished products
9 Raw materials & ingredients & processing aids
10 By-products
11 Enabling materials - operations
12 Facility supplies
13 Plant maintenance spare parts
14 Merchandise materials – stocked/non-valuated
15 Merchandise materials – stocked/valuated
16 Customer Technical Services (CTS) ready-to-use installations
17 Customer Technical Services (CTS) assembly materials
18 Customer Technical Services (CTS) services
19 Marketing services
20 Purchased services
21 Charges
98 Custom Lot Items
99 CMG Items

Appendix XVIII SNOW Service Catalogue
This is used in the case for maintenance of some data configuration.
1) Please log in to SNOW offering:
2) A list of service catalogues which are available for STP:

3) Definition of service catalogues which are available for STP:
Catalogue Function
Maintain Approval Delegation -In case the designated approver is going to be away from
office, this is another option for approver to delegate to another
approver in case he does not want to assign himself in JDE.
Pls refer to attached QFC for more details
Maintain Approval Level Definition New / Change of approver or requestor
Maintain Cost Centre Owner for New / Change of cost centre owner which is maintained by
SRM C&TP Finance
Maintain Item Cross Reference New /Change of supplier’s material part number to be visible on
JDE PO layout
Maintain Landed Cost Definition New / Change of cost rule
Maintain Line Items of SPOT For mass update of spot price

Adjustment
Maintain PO Email Content (Text) Change of email text for JDE PO
Maintain Tolerance Limit Definition Change of tolerance limit for stockable materials during good
receipt.
(For NC, it is maintained at 10% currently for all stockable
materials)
Maintain Forms Layout Change in JDE PO Form

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BASE JD Edwards

Procurement User Guide

Name: Anne van den Broek

Function: Regional Functional Lead Procurement

0.1 18-04-2016 Anne van den Broek Draft Initial version

0.2 24-10-2017 Anne van den Broek Draft Updated version

0.3 18-01-2018 Anne van den Broek Draft Updated version

0.4 24-02-2018 Anne van den Broek / Draft Updated version

0.5 09-03-2018 Anne van den Broek / Draft Updated version

1.0 05-06-2018 Anne van den Broek / Final Final version

1.4 01-08-2019 Katherine Boon Final Final Version

1.5 30-10-2019 Katherine Boon Revised Updated version to add Procurement

1.6 11-11-2019 Katherine Boon Revised Updated version on ‘Change 1P/3P

Related User Manuals

Instructor Guide name Audience

BASE Procurement User Guide V1.7 2

1 Procurement Product Related – Stockable Materials .........................................................................13

BASE Procurement User Guide V1.7 3

BASE Procurement User Guide V1.7 11

Main Process: Sub Process: Chapter:

BASE Procurement User Guide V1.7 12

 Buyer; responsible to manage spot prices

 Planning Manager; responsible for the approval of Blanket Orders

By the end of this chapter you will be able to:

 Explain the different roles of stakeholders within the process

 Execute the different transactions within the process

 Understand the different types of communication towards the supplier

1.1.3 Key Concepts

1 See ‘BASE SRM Contract Management User Guide V2.0’

BASE Procurement User Guide V1.7 14

By the end of this subchapter you will be able to:

 Create a Planning Message

 Convert a Planning Message into a Purchase Order (Call-Off)

 Register a Supplier Acknowledgement (optional)

 Change / Cancel a Purchase Order (Call-Off)

1.2.2 Business Process (Level 4)

BASE Procurement User Guide V1.7 15

 B A S E → Purchase to Pay → Manage Purchase Requisitions → Product Related - Stockable

Please perform the following actions to create a Planning Message:

Business Unit: [Enter your Business unit number]

2) Click the ‘Add’ button to create a new Planning Message:

3) Enter the following data in the item line(s):

Item number: [Fill the item number]

BASE Procurement User Guide V1.7 16

BASE Procurement User Guide V1.7 17

6) Press the ‘Select’ button to create the Planning Message

7) Click on ‘Close’ button to close the detail message revision screen

10) Click on ‘Row’ – ‘Process Message(s)’

BASE Procurement User Guide V1.7 18

13) Click on ‘Close’ to close the transaction

1.2.4 Change Planning Message / Create Purchase Order

 B A S E → Purchase to Pay → Manage Purchase Requisitions → Product Related - Stockable

1) Open transaction ‘1P - Create Planning Message / Purchase Order’

4) In the header menu, click on ‘Row’ – ‘Message Revision’

BASE Procurement User Guide V1.7 19

Required quantity: [Change the quantity]

6) Press ‘Select’ button to confirm your changes

7) Select the Planning Message(s) you want to process

8) Click on ‘Row’ – ‘Process Message(s)’ to process the Planning Message(s)

9) Click on ‘Close’ button to move to the purchase order generation screen

The system shows the Purchase Order (Call-Off) number:

BASE Procurement User Guide V1.7 20

Depending on the inco-terms of the Purchase Order, routing operation is to be performed to