The Associated Cement Companies Limited

Purchase Order
PO01– Purchasing Master
Data
ACC Mumbai, 11 JULY 2006
Rsubramania.sarma@acccement.com

Classified: INTERNAL USE ONLY Not to be quoted or reproduced without written permission
 Agenda

 Objectives
 Concept of Vendor Master Data Record
 Vendor Master Data Structure
 Vendor Master Maintenance Process Flow
 Use of Vendor Master Data Record
 Concept of Purchasing Info Record
 Methods of Maintaining Info Record
 Concept of Source List
 System Walkthrough
 Question & Answer
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 Objectives

 To understand how to create & maintain a

vendor master
 To understand what a Purchasing Info record is
used for and which data is contained in the
record
 To understand what a Source List is and when
they should be used
 To understand the typical steps to perform
during sourcing administration
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 Concept of Vendor Master Record

 Similar to a material master, a vendor master is

used for a vendor determination. Furthermore,
various views are available for a vendor master
format. These views are associated with the
organizational levels of client, company code
and purchasing organization.

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Classified: INTERNAL USE ONLY Module Not to be quoted or reproduced without written permission
 Vendor Master Data Structure (1)

General Data
(Client Level)

Purchasing
Company Code Data
Organization Data

Purchasing Data Accounting Data

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Classified: INTERNAL USE ONLY Module Not to be quoted or reproduced without written permission
 Vendor Master Data Structure (2)

 Three types of data can be maintained in the

vendor master record:
 General data (maintained at client level) such as
Address, Control, Payment Transactions.
 Accounting data (maintained at company code level)
such as Accounting Information (Recon Account, Sort
key & Cash mgt group), Payment Transactions,
Correspondence, Withholding Tax.
 Purchasing data (maintained at purchasing
organization level) such as Payment terms, Currency
et.

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 Vendor Master Maintenance Process
Flow
1. A new vendor is 2. Prepare “Vendor
selected Maintenance” form

4. Maintain vendor master 3. Approve & sign

into SAP system

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 Use of Vendor Master Data

Purchasing
Vendor
Document
(RFQ, PO etc...)

Delivery Invoice

Goods Invoice
Payment
Receipt Verification

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Classified: INTERNAL USE ONLY Module Not to be quoted or reproduced without written permission
 Concept of Purchasing Info Record

 The information linking a specific vendor with a

specific material is called a Purchasing Info
Record
 The information describing the delivery
relationship between a material and a vendor.
 The information (e.g. data on last PO prices)
defaulted into the various purchasing
documents when they are being created. They
can be created manually or automatically.
Purchasing Info
Vendor Material Record (Purchasing
History) 9
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 Methods of Maintaining Info Record

Automatic Automatic Automatic

Maintain
Maintenance Maintenance Maintenance
Manually
From From From Outline
(ME11)
Quotation Purchase Order Agreement


Info Update
Indicator

Material
Material

----- ------ -------

----- - ----- --
------- ------- ---------

Info Record

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 Concept of Source List

 It specifies the allowed or not allowed sources

of supply for a material in a plant over a specific
period of time
 A ‘fixed vendor' is the single preferred source
for the material within a certain period of time
 A source of supply assigned in the source list
can be a vendor or an outline agreement

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 System Walkthrough
 Maintain local vendor master data records (XK01)
 Maintain foreign vendor data records
 Maintain one-off vendor data records
 Maintain blocked vendor data records (XK05)
 Maintain flag-for-deletion vendor data records (XK06)
 Maintain purchasing info records manually (ME11)
 Maintain source list (ME01)

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 Q&A

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 We…

Know the way, show the way, go the way

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The Associated Cement Companies Ltd 24.09.20/TRG
Classified: INTERNAL USE ONLY Module Not to be quoted or reproduced without written permission