1 enterprise structure -...

1 ENTERPRISE STRUCTURE

CLIENT

Is a commercial Organizational Unit within R/3 system with its own data, Master records and set of tables.

- It is the highest level element of all Organizational unit- Represented by 3 digit alphanumeric key

COMPANY CODE

It is the smallest Organizational unit within R/3 system for which can have an independent accounting department within external accounting. Legal entity

- It is having balance sheets, Profit & Loss accounting required by the law- Represented by 4 digit alphanumeric key.

PLANT

Is an organizational logistic unit that structures the enterprise from the perspective of production, procurement, Plant maintenance, Material Planning

- It can be a branch office/ Central delivery ware house/ HQ/ Maintenance Plant.- Represented by 4 digit alphanumeric key

STORAGE LOCATION

Is an Organizational unit that allows the differentiation of material stocks within the Plant

- Inventory management on quantity basis is carried out at storage location level.- Physical Inventory is also carried out at storage location level.

VALUATION AREA

Is an organizational level at which material is valuated. - R/3 system recommends Plant level- Valuation at Plant level is mandatory if you are using Production planning/ CO/

Retail system- Valuation area selection is a fundamental setting in customization and very difficult

to REVERSE

PURCHASE ORGANIZATION

Is an organizational level that negotiates conditions of purchase with Vendors for 1 or more Plant.

- It is legally responsible for completing purchasing contracts

of 93Classification: Confidential

CENTRALISED PURCHASE ORGANIZATION

Should be attached to Company Code or otherwise Plant specific (attached to Plants). We can have cross-company code OR Cross-plant Purchase Organizations

PURCHASING GROUPS

Is the key for buyer or group of buyers responsible for certain specific purchasing activities (eg. Mech/ Elect, etc.)

Organizational Unit – Organizational grouping of an enterprise.Transaction – Application programs which executes business processes in R/3 systemDocument – Data record generated through a transactionMaterial Master – Central data object in SAP R/3 system.

• Configuring is the method of doing customizing• CONFIGURE to CUSTOMIZE


2 BASIC PROCUREMENT PROCESS (GENERAL)

Flow

1. Determination of requirements2. Source determination3. Vendor selection4. Purchase Order processing5. Purchase Order monitoring6. Goods Receipt7. Invoice Verification8. Payment processing (FI)

Purchase Order : A formal request to Vendor to supply certain goods / services under the stated conditions

When we enter an invoice against a PO/ GR, the system checks the price, rate, payment terms with respect to Purchase Order and Quantity w.r.to GR

While entering the GR, system checks whether the material is as per PO or not w.r.to Quantity, Shelf life, etc.

Several GRs can be entered for a PO item in one operation

The type of Invoice verification (PO Based / GR Based) is to be fixed in PO , Invoice Tab

If MRP Procedure is set, PR will be generated automatically during MRP run.

Purchasing value Key

for auto-reminders and supply tolerances. It is fixed in the purchasing view of the material master. It is managed at CLIENT LEVEL.

Info update Indicator is set in material data of Purchase Order/ Quotations/ Outline Agreement (Item Tab)

Item Category

Defines whether an item requires or can have - A material number- An account assignment- Goods Receipt- Invoice ReceiptItem categories displayed depends upon DOCUMENT TYPE (fixed in customizing)- Standard – Blank – materials that are procured externally


- Subcontracting – L – Finished product ordered from a Vendor (maintained at STORAGE LOCATION level)

- Consignment – K – Vendor makes the material available and manage a consignment stock (maintained at PLANT Level)

- Stock Transfer – U –- Third Party – S –- Text

MANDATORY REQUIREMENTS (GENERAL) Material Account Stock Goods InvoiceITEM CATEGORY Number Assignment Receipt Receipt Standard BLANK YES YESConsignment K YES YES YES Subcontracting L YES YES YESStock Transfer U YES YES YES Third Party S YES YES Limit/ Blanket B YES YES

ZERO VALUE POs

Generally used for samples. But generally used monitoring the delivery. FOC indicator is set in item level. Invoice receipt is cancelled because of this tick

Variable Order unit can be specified in material master record and purchasing info record.

In PO, Inco-terms are specified at Header levelShipping Instructions can be at Item and header level (As a Text in header level and Delivery tab at item level)Delivery instructions can be at Item and header level. (In texts tab)

Changeability of PO

1. If PO is already sent to Vendor – CAN change the PO and send a copy to the Vendor

2. If Vendor is delivered material against PO – Only LIMITED changes like texts are possible (We can not change qty)

3. If Goods received and payment made – NO changes possible.

Invoicing Plan

• System creates invoice automatically as per Plan and release them for payment• For automatic settlement for periodic invoicing plan, ERS must be selected in

Vendor Master


• In partial invoicing plan, provision of down payment in the Billing or Invoicing plan rule date

3 MASTER DATA

VENDOR MASTER

Vendor Master Data is maintained at- General - CLIENT LEVEL INFORMATIONS

Addresses- Company code level – COMPANY CODE LEVEL INFORMATIONS

Accounting related - Payment terms, payees,- Purchasing Organization level -

Related to purchasing – Currency, Inco-terms, VSR, etc

We can BLOCK a Vendor Master Record (XK05) - CompleteIf we want to block a Vendor for a SPECIFIC MATERIAL done through SOURCE LIST – ME01

Automatic PO generation is in purchasing data.

ACCOUNT GROUP of a Vendor

Control functions of Vendor account group are –1. Status of the Vendor ( One time Vendor or routine vendor)2. Field selection in the Vendor Master Record3. Partner schemas4. Vendor Sub range5. Type of number assignment (external or internal)

Single Master Record is maintained for one time Vendor – Account group is CPDOther routine vendors are generally in LIEF

Vendor Reconciliation account

It’s a G/L account which maps Company’s liability towards several vendors.Depending on account grouping selected, system assigns a number (can enter manually also). This Vendor number is used in sub-ledger number in Financial Accounting.When posting an invoice, system uses the reconciliation account automatically from Vendor master record.

A vendor account code is created against Company code and Purchase Organization, so its account is unique in all Plants under the Company code.


Pre-requisite for Vendor Partner roles

1. Vendor master record for each partner separately2. Specified in customizing – Partner roles selected

Controls of Document type

- Screen sequence and screen layout (Screen variant)- Number ranges of document

MATERIAL MASTER

Material Master is structured for various organizational levels.

Data at CLIENT / COMPANY CODE LEVEL (table – MARA)Data Valid for the total Company. Basic dataMaterial No., Material group, Unit of measure, Conversion factors, Purchasing value key, etc

Data at COMPANY CODE LEVELAccounting Data, Costing data if valuation is at Company code

Data at PLANT LEVEL (Table – MARC)Purchasing data, MRP Data, Scheduling data, Forecasting Data, etc.

Data at STORAGE LOCATION LEVELStorage bin, picking area, etc.

MATERIAL NUMBER

18 character alpha numeric key

- Basic data is CLIENT SPECIFIC- Some Purchasing data are PLANT Specific – Pur group, GR processing time, etc.- Purchasing Value key is maintained at CLIENT LEVEL- If we are not specifying a Plant at Organizational level, only data at higher level

(Client) will be displayed- Language selection is additional data of Material Master.

The standard system uses a BUFFER when assigning numbers to the material master recordsThe amount of numbers for the buffer is 10. Using this buffer and having the material number assigned before saving a new number, the master can be lead to a gaps in the number assignment. However if you reset the number level of an interval back to the initial value, R/3 system fills these gaps when you create the new materials


MATERIAL TYPE

Materials with same characteristics are grouped together in Material types- Raw Material, Finished Goods, etc.Represented by 4 digit alphanumeric codes

Material type is having following CONTROL functions1. The type of number assignment (Internal or external)2. The permitted number ranges3. Screen layout and screen sequence4. User specific views5. Procurement type (Internal / external)6. Up-dating of Quantity and Value in master records / FI7. Account determination on goods movements8. Price control

Material type CANNOT be changed for materials whose Purchase Order is made.Special Material types available in std SAP

• Additionals (VKHM) - requirements like effective presentation to CustomsEg. – Care labels

• Advertising media (WERB) – presentation for advertising. Eg. – leaflets/ catalogues• Apparels (MODE) • Empties (LEER) – Type of RTP generally subject to deposit of money. Can have

several components together in BOM. Eg. – empty bottle/ empty crate, etc. (SD)• Full Products (VOLL) – counter part of empties.• Operating supplies (HIBE) – Procured externally and required for the manufacture

of other products.• Packing Materials (VERP) – Transport with goods/ come with goods of FOC. It is

managed at quantity and value in Material master even though it is free of cost. Used in HU management

Material filed selection reference

A reference control key defines which control string applies to the relevant influencing factorWe can maintain reference key for

1. Material type2. Plant3. Industry sector in customizing

Filed selection group• Grouping of master records according to the filed option (Hide/ Display/ Optional/

reqrd. entry)• Field selection against TRANSACTION is also to be defined for filed option• Link rules of each transaction against the material type• SAP defined link rules CAN NOT be changed• Screen/ views can be customized as per Company code


INDUSTRY SECTOR

Represented by 1 digit alphanumeric keyThe control functions of Industry sector are

- Screen selection and its sequence- Industry specific fields

If we assigned a material to an Industry sector, we CANNOT change it later.

Unit of measure

- Base unit of measure- Purchasing Unit, Sales Unit, Issue unit- Order Price Unit (OPU)

Main fields in Purchasing View are- Purchasing Value key- Automatic PO Selection- Source list requirement- Quota Management

Accounting View

Valuation Class – determines to which stock accounts are to be updated on goods movementsPrice Control – Standard or Moving Average PriceValuation of material depends on the price control set in Material Master.Standard Price – All stock postings will be at standard price and in case of any deviation posting the difference to Price difference accountMoving Average Price (MAP or v) GR valuation will be at PO price and Goods Issue at Moving average priceMAP updates on goods movements.In case of any difference with respect PO price, the difference amount will be posted to the stock account (on total stock at that moment). If sufficient stock is not available to distribute, system will post the difference to Price difference account.

Extending/ adding a View to an existing material master – MM50Then select the required view, Select

B – AccountingD – MRPE – PurchasingK – Basic DataC – ClassificationG – CostingA – Work Scheduling


4 PROCUREMENT OF STOCK MATERIAL

PURCHASING – GENERAL

Centralized Purchasing

With one Purchasing Orgn1 Purchase Orgn responsible for a number of Company codes

Distributed Purchasing

Number of Purchase Orgn for different Plants1 Purchase Orgn responsible for 1 Plant

Company specific

1 Purchase Orgn responsible for 1 company code

Reference Purchase Organization

Pre-requisites for reference purchase organization:1. Both the purchase organizations (reference and normal) are to be maintained in

Organization structure2. The reference purchase Orgn can be maintained WITH or WITHOUT Company

code and Plant3. Assign reference purchase Orgn as Reference purchase orgn in customizing

Data in MM Purchasing

Material Master – 1. Client related data 2. Plant related data 3. Storage location related data

Vendor Master – 1. General data 2. Company code related data(accounting) 3. Purchasing related data

Master records in Purchasing

1. Purchasing Info Record2. Source List3. Quota Management4. Conditions5. Vendor Evaluation

The linking of document type made in customizing (in purchasing) are: Document type to allowed item categories Allowed item categories to Link PR document type


The conditions dependencies on time (TD & TID) are fixed at document type level at customizing.

PURCHASE REQUISITION

PR can be created – Manual, or Auto from PP/ PS/ PM/ PPCTexts from externally created requisitions (PS/ PM/) are adopted in the item text of PR in purchasingPurchase requisitions are processed by item-by-itemPR can be created for material with master record and without master record also. But if it is without master record, it will be with Account assignment and Text & material group

PR changeability

Before changing PR, check1. Already PO is issued or not – If issued, NOT changeable2. Already released or not (release procedure) – If released limited changes possible.

Depend on changeability indicator3. Created by MRP – NO Changes possible (Quantity can be changed while

processing. But the left out will shown as open against the same PR)

Flagging of PR items are “CLOSED”• The item of a PR is regarded as closed, if the requested quantity is ordered in a PO• If we are creating PR manually, the items will not be considered in MRP.

RFQ / QUOTATIONS

Single document for RFQ and QuotationCan be created with respect to:

• Manual • Via reference document• Reference to PR• Reference to Outline Agreement

RFQ/ Quotations are Created and maintained at purchasing Organization level.For RFQ – NO COMPANY CODE / PLANTCollective Number: For linking a number of RFQs. It is in the header of RFQ.It is a 10 digit alphanumeric number.

Creation of RFQ

Initial screen – Quotation deadline, Purchase Orgn & Purchase group are fixedHeader details – Collective number is assigned, Vendor addresses are maintained.Item overview – Material, Qty & deadline for each itemWe cannot enter an account assignment in RFQ


Quotation processing

• Vendor’s price and price conditions• We can enter the prices and conditions of each vendor in RFQ.• Comparison list• We can save the quotation data in purchasing info record by giving the tick in check

box ‘Info update’• We can set the rejection indicator for unsuccessful vendors.• The mean value of all quotations can be saved as ‘Market Price” in the quotation

comparison list. This market price will be used as the basis for valuating the price level of a vendor and is called up during Vendor Evaluation.

Conditions in Purchasing

Conditions can be maintained for – Contract/ Sch. Agreements/ PO level. Conditions can be maintained in Info record. There are extended conditions also.

PURCHASING INFO RECORD

• Info records are created for 1. Standard2. Subcontracting3. Pipeline4. Consignment,

Where the system copies the data in purchasing• Certain concise information of a Vendor and material.• If we are not maintaining Material in Info record, system will store this information

against a material group.• Info record contains :

1. Current and future price with pricing conditions for Plant/ Purchase organization

2. Delivery date and tolerance limits. Availability period – During which, vendor can supply the material

3. Details of the Vendor & Vendor evaluation data and VSR. We can fix a regular Vendor here.

4. Texts that can be maintained for Info record, which can be called up in PO5. Number of last Purchasing document/ PO (In Purchasing data 2)

• We can fix the PO text in Info record1. If only info record text is to be fixed in PO, set NO M text option2. If you are not selecting the above option, system will display both the texts

in PO• Info update indicator WILL NOT update the info record. It will update the

information.• The updated details can be seen at Info list (ME1L/M/P)


• These data will be displayed as default data while creating the purchasing documents. It can be edited at purchasing document level.

• Info record can be created- manually- automatically from Quotation / Outline agreements / Purchase orders, if info update

indicator is selected while creation• If you want to maintain conditions in Info record, you have to maintain it

MANUALLY.• Auto-updated info records will NOT BE HAVING the pricing conditions

(ONLY final price will be retained)

Info update indicator

If we are fixing this info update indicator, system will copy the data and conditions maintained.If we fix

A – System will update the data WITH or WITHOUT PLANTB – System will update WITH PLANTC – System will update WITHOUT PLANT

For Quotations/ Contracts/ Scheduling Agreements and Conventional POs- If BLANK selected, Info record will not be updatedo A – If an info record exists at Plant level, it is updated. Otherwise, info

record at Purchase Organization will be updatedo B – If Plant conditions are allowed for the Plant, an info record at Plant got

updatedo C - IF Plant conditions are not necessary, for the Plant, info record at

Purchase Organization level will be updated.

The info update Indicator can be set at POIf we fix

BLANK – No updateTICK – System will update the info record as per the settings in Customizing ( node –Conditions > Define condition at Plant level)BLANK – Conditions allowed WITH or WITHOUT PLANT+ - Only PLANT BASED Conditions will be updated

- - NO-PLANT BASED CONDITIONS are allowed. For Enjoy transactions (PO- ME21N)

If just one (With or without Plant) exists, record will updated. If NO info record exists, PLANT Level info record will be CREATED If 2 info record (1 with Plant and 1 without Plant) exists, WITH PLANT info

record will be updated

Structure of Info Record

1. General Data – Vendor data, Order unit, etc.2. Purchasing Organization Data 1 –

Control data – Delivery time, Minimum quantity, etc


Price & Conditions – Gross price, discount, etc.Statistics – PO History, PO statistics, etc.Text – Texts are maintained here, can be called up in PO

3. Purchase Organization / Plant Data Control, Price, statistics, texts

4. Purchase Organization data 2 Here you will get the reference document number on which the info record is created/ updated. This option is available only if the record is created with reference to a purchasing document.In other words, if an info record is created manually, the last PO data will be updated in Info record at purchasing data 2

• Purchasing Info Record is valid for PLANT / PURCHASE ORGANIZATION• While creating a PO, system first search for info record with PLAN&PURCHASE

ORGANIZATION combination for price, if it is not available in the system, it will search for data with PURCHASE ORGANIZATION only.

• Purchasing Info record is suggesting prices in 2 ways :a. Conditions – conditions are included, if info record is prepared manually.b. If info record does not contain conditions, then the system will select the

price of last Purchase Order.• We can define the conditions of last PO by customizing

a. Are always copiedb. Not to be copied when prices are entered manuallyc. Never copied

Info Record CANNOT be deleted by normal archiving program run. It can be deleted by the system administrator

Data can be displayed from Info record screen through ENVIRONMENT are Material Vendor RFQ/ Quotation QM Info record Last Document Quotation price history Order price history

We can have 4 different info record for a material & vendor – for standard/ Consignment/ Subcontracting/ Pipeline

TEXTS

Header Texts: Header Text/ Header memo (Internal)/ Supplementary textsItem Texts - Item Text (CAN copy from Info Record/ Material Master)

- Delivery Text

Inserting texts from material master record


\

CONDITIONS

Are stipulations agreed with vendors concerning prices, discounts, surcharges, etc..

We can create conditions in - Quotations- Info Records- Outline agreements- Purchase Orders

Conditions in PO are TIME INDEPENDENT and others are Time DEPENDENTSystem will ask for VALIDITY for TIME DEPENDENT conditions.

Time dependent Time IndependentConditions Conditions

1. Info Record YES NO2. Quotation Depends on Doc Type Depends on Doc Type3. Sch. Agreement Depends on Doc Type Depends on Doc Type4. Contract YES NO5. Purchase Order NO YES

We can specify both time dependent and Time Independent conditions at Header level and Item level EXCEPT Info Record. The setting is at Document level

In Info record, conditions are stored at Info record level. For Time Dependent conditions, we can create

1. Supplementary conditions2. Validity Periods3. Scales4. Upper and Lower Limits

If we are creating a new condition type, should be assigned to an access sequence to link with Pricing Procedure

If the conditions are on header level of the document, then it is applicable for items in that document, but if it is at item level, it is applicable for that particular item only.

Conditions in Purchase Order DEPEND on DOCUMENT TYPE.Conditions are prepared in a PO are at the level of document type

Conditions can be created for a Vendor/ for a Plant/ for Purchasing.Header conditions – Applicable for all items as per % or ValueItem conditions – applicable for specific items - % or Value


Group conditions – Applicable to all items but distributed proportionately as per the quantity/ value

CONDITION TECHNIQUE

Up to 3.1H version, Time independent conditions are referred as Document conditions and Time dependent conditions are referred as Master conditions.

Condition Type and condition category - Example

Condition category Assigned to condition type (Std system)

H- Base Value PB00 (this must exist in all pricing procedure except stock transfer)

B- Delivery Cost FRA1N –Non de-ductable input tax NAVSE – Cash Discount SKTOG – Moving average Price P101

Condition types used in standard system (examples)PB00 -Price - Gross Price (With access sequence-0002)RB00 - Discount/ Surcharge - Absolute discountZB00 - Discount/ Surcharge – Absolute SurchargeFRB1 - Discount/ Surcharge – Absolute FreightZOA1 - Discount/ Surcharge - % Duty amount CustomsSKTO - Discount/ Surcharge – Cash discountNAVS -Taxes - Non de-ductable input taxes

Standard pricing procedure in SAP is RM000 used for Purchasing

Purchase Requisition Prices

• If the material is WITH material master record, the price will be displayed for Purchase requisition from the material master, even if we are maintaining a separate price in Info record. But the vendor will be populated from the Info record.

• If the material is WITHOUT material master record, we have to maintain the price manually during the creation of PR, if required.

• While preparing RFQ, DO NOT mention/ indicate Plant so that the same RFQ can be referred for other plants also.

VENDOR CONFIRMATIONS

Vendor confirmations can be of• Order acknowledgements• Loading or Transport confirmations• Shipping Notifications


ASN – Advanced Shipping Note

5 PROCUREMENT OF CONSUMABLE MATERIALS

Account assignment category determines which category of accounts is to be debited in G/L accounting.

Categories are:A – AssetK – Cost centreP – ProjectF – Production OrderC – Sales OrderU – Unknown

• Consumable materials that are procured directly for consumption against an account assignment object

• It is NOT managed in value based in Inventory management• System updates the consumption in material master, if master data is available.• Examples are NLAG/ UNBW/ DIEN

NALG – Non Stock MaterialUNBW – Non-valuated stock materialDIEN – Services procured externally

• If we select consumable material as material type in Material Master, it controls - Procurement type (Internal / External)- Account postings- Requirement in Inventory Management

Consumption is directly posted to consumption accountInventory Management is NOT based on Value basis

Stock Vs Consumable

Stock Consumable1. Entry of Material Number Required Possible but not required2. Account assignment not required Mandatory3. Account postings to Stock account Consumption account4. Mat. Master up-dation Qty, Value& Qty & Consumption

Consumption are updated5. MAP Adjusted Not applicable

Purchase Requisition for Consumable Material

• Can be by manual or though automatic- through MRP run/ PM order/ Sales order• Can use account assignment U (Unknown) in PR. But to be confirmed in PO


• If material master is available, system will take the price from it otherwise we have to enter manually.

• Multiple account assignment is possible in PR BLANK – No multiple account assignment1 – Distribution on Quantity basis2 – Distribution on Value basis.

• Goods Receipts are NON-VALUATED for consumable goods.


6 EXTERNAL SERVICES PROCUREMENT

Procurement cycle – Flow1. Determination of requirements2. Creation of service specification3. Source Determination4. Vendor selection5. RFQ (Bid evaluation)6. Comparison of Quotations7. Creation of service Order8. Purchase Order monitoring9. Service Entry10. Service acceptance11. Invoice verification12. Release of Payments

Service Master

• Master record creation- description of service, UoM, etc.• Can attach price through conditions• Conditions can be maintained at - At Service level (Market price/ Estimate)- At Service and Vendor level- At service, Vendor and Plant level

• Service is procured for direct consumption.• Account assignment ‘U’ (Unknown) is accepted at PR level, not in PO• Materials are procured at Item Level, but Service is procured BELOW item level.• Item category ‘D’ is used for Service POs• Provision of unplanned expenses and total limit at item level• Release procedure is possible for Service Entry Sheet• Service Entry Sheet is made with respect to PO• Invoice verification also done with respect to PO• PO History is updated after Invoice verification• Service Entry sheet updates FI/ CO.• Complex service specification can format through outline levels• Can assign any number of service lines to each item level• AC03 – Creation of Services, ML 81N – Service Entry Sheet


Account assignment in services

Specifying the account assignment for the services at the time of their initial procurement is optional. Account assignment category is at document item level.-‘U’ (Unknown is accepted

- Multiple account assignment is accepted- Distribution is also possible

Invoice verification of services (SES)

In Vendor master we have to specify, GR based IV/ ERS/ Service based IV

Global Percentage Bidding (GPB)

It is a procedure of bidding used in procurement of external services ONLY.

Pre-requisites are

1. Document type AB in RFQ2. Calculation schema – MS0002 (with condition types –KR01 –

header discount & KZ01 – Header Surcharges

Process

1. Create RFQ with document type –AB.Maintain price per service and send to Vendors

2. Vendors will not quote any price for each service, But they will indicate a % addition or Deletion with respect to the price shown in RFQ.This % can be at Per Outline level or for the uppermost outline level (total)

- INVOICING PLAN and BLANKET POs are possible with Services

OUTLINE AGREEMENTS

It’s a long term purchasing agreement with a Vendor concerning the supply of materials or the performance of services according to the pre-determined conditions.These are valid for a certain period of time and cover a pre-defined total purchase QUANTITY and VALUE

Outline Agreements - 1. Contracts a. Value (WK)b. Quantity (MK)c. Centrally agreed Contractsd. Distributed Contracts


2. Scheduling Agreementsa. LAb. LPAc. LU

• Contracts are with Release Orders and Scheduling agreements are with Delivery schedule

• Release Order is a Purchase Order reference to a Contract

CONTRACTS

• NO DATES • PR > RFQ > Contracts (manual)• VALIDITY PERIOD is to be indicated in the Header• In Quantity contract, the target quantity and purchasing conditions are to be

maintained for EACH item• Item category M & W are permitted in Contracts (M- Material Unknown & W-

Material group)• Item category M – Similar materials with SAME PRICE, but different material

numbers. Material numbers are to be specified in release order.• Item Category W – Material belonging to the same material group, but with

DIFFERENT PRICE. • W can be used in VALUE CONTRACTS ONLY• M & W are NOT ALLOWED in Release Orders• Account assignment –U (unknown) is permitted in contracts but NOT in release

orders• Release order documentation contains the statistics for an item. It is updated

automatically and used for monitoring the contract• Single and multiple account assignments are allowed in contracts

Centrally agreed contracts – For many Plants in a purchase organization. In this case DO NOT MAINTAIN PLANT. In this case individual release orders can be issued Plant-wise against the contract. Partner functions are also possible.Using Plant conditions, we can specify separates prices and conditions for each receiving Plants.

Distributed Contracts (DK) – Contracts at different Plants operating on different (ERP) systems which are accessible through ALE

SCHEDULING AGREEMENTS

Long term agreement with a vendor to supply material as per pre-defined condition.• Pre-defined PERIOD and QUANTIRY (NO VALUE)• PR > RFQ > Scheduling Agreement.


• Centrally agreed S.As can be prepared.• M, W and U are not allowed in Scheduling Agreements• Details of delivery date and quantity are maintained through Delivery schedules• Schedule line can be created automatically through MRP run, but for this

1. Define Scheduling agreement as a Source of supply for the material.2. Auto schedule line selection source list Select option 2 in MRP Column (in Me01)3. Auto schedule line must be allowed in MRP system

Types of Scheduling Agreements:1. Type LA – Document type - LP

Agreement + Delivery Schedule2. Type LPA – Document type – LPA

a) Agreement + Delivery Schedule + Forecast Schedule + Release documentation

b) Agreement + Delivery schedule + Forecast schedule + Release documentation + JIT Schedule + Release documentation

3. Type – LU – Stock transfer scheduling agreement

FRC (forecasting) Schedule gives a medium term overview of requirementsJIT Schedule gives the requirements in near future. JIT schedule can be prepared daily/ Hourly basis.

• Release documentation requirement is SET by fixing release documentation indicator in Customizing

• For JIT scheduling, JIT is Indicator to be set in Material Master record• We can post a Goods receipt against a scheduling agreement directly in MIGO

Creation Profile1. Optional data from Vendor master record2. Release creation profile is for each scheduling item3. It is customized on a Plant specific basis4. It determines the periodicity of SA release and aggregation of schedule line

quantities5. Tolerance limits are in release creation profile (RCP) and set it during

customizing

Aggregation schedule – Total scenario in a specific time periodFirm, Trade off & Planning Zones –

1. FIRM ZONE – Immediate – Vendor can go ahead with manufacturing. The Purchaser is liable for total quantity

2. TRADE OFF ZONE – Near future requirements. Vendor can go ahead with mobilization of requirements. But the liability is limited to the purchased raw materials/ semi finished goods

3. PLANNING ZONE – No liability by the Purchaser


Firm and trade off zones details are forwarded to the Vendor along with FRC and JIT Schedules for getting more clarity of Scheduling Agreement.The procedure isA. At IMG level –Maintain release creation profile against your Plant. Here you are going to maintain 1. General Parameters like Creation strategy for JIT & FRC Schedules2. Aggregation Horizon – Daily or monthly aggregation in Days for both JIT & FRC3. Creation periodicity – Daily/ Weekly/ Monthly for JIT & FRC4. Tolerance profile, etcB. Transaction level 1) Create Scheduling Agreement – ME31L. Attach the creation profile in the Scheduling Agreement at Item > More functions > Additional dataPlease see that the Material Master is having tick for JIT Schedule & 2) Maintain Delivery schedule – ME 38 3) Create the release documentation – ME84. Select FRC & JIT Schedule and process and see that FRC and JIT Schedules are created4) If you want to see the schedules, go to ME9E

SOURCE DETERMINATION

Source can be a Vendor or an Outline agreement.By Source list, we are defining preferred or allowed sources for a material.By Quota, we are specifying the share of total requirement over a specified PERIOD from each SOURCE.

Source determination at PR level

• If the material is with master record, during creation of PR, Prices will be taken from the material Master, EVEN IF, we maintain a different price in Info record. But the vendor will be selected from Info record

• Case. Source list is maintained for Vendor A & Info record is for Vendor B

While creation of PR, system will select A as the source, if the source list selection is opted in the material Master, otherwise, B will be selected.

• For fixing a Vendor in a source list, the info record for that Vendor is TO BE maintained.

• If we have maintained a source list for a material we have to select that Vendor for placement of PO. So check the requirement display before maintaining a Source list for a material.

• INFO RECORD is a MUST for automatic source determination at PR level.• Source determination function is available ONLY for PR


SOURCE LIST

• Allowed/ Preferred/ Blocked sources of Supply for a MATERIAL in a PLANT for a PERIOD (Validity)

• MRP Indicator in Source list considered while material Planning• If source list requirement is defined at Plant level, then system will not allow

creating a purchasing document without Source list.• Source list can be for a Material (at Material Master) or Plant (at customizing)• Source List analysis – List out materials which are NOT having source list in the

Plant• ONLY ONE FIXED Source is allowed fro a material within a Validity period• Source list can be maintained –Manually/ From Outline Agreement / From

Purchasing Info Record/ Automatic generation.• Source list can be made referral (of another material)• If the selection of source list is auto, we can have single or collective procedure.

Can be from Out line agreement/ Info record• We can create a Source list for a MATERIAL GROUP (for contract – W)• EXCLUSION INDICATOR – Set for excluding a source in the source list

7 INVENTORY MANAGEMENT

MOVEMENT TYPE

- A 3 digit key used to differentiate between goods movements in R/3 system.- It is having several control functions in Inventory Management

1. Plays a central role in automatic account determination2. Determine which stock or consumption accounts are to be updated in FI.3. Determines the format of the screen where we enter documents and how the

quantity fields are updated.

Valuated Good Receipts

Auto creation of storage location- If it is set in customizing for Plant & Movement type, the storage data is created automatically during the first goods movement.Auto creation of storage location happens if the given quantity is to be posted in to normal storage location.Auto storage location will NOT be created for goods movements in SPECIAL STOCKS

Stock types

1. Unrestricted – Available for MRP & Available for withdrawal2. Quality Inspection – Available for MRP but NOT available for withdrawals


3. Blocked – NOT available for MRP & Withdrawal4. Restricted stock. -As per the batch requirement in Batch Master

Stock Indicators are the indicators for differentiate between stock types on goods receipt

1 – Unrestricted stock2 – Quality Inspection stock4 – Blocked stock

STOCKS

• During goods receipt, a material and accounting documents are generated and it updates the Purchase order history

• After GR is posted against a particular movement type, the Quantity, Material, Movement type and Organizational level CAN NOT BE CHNAGED. If any errors, reverse or cancel the document

• We can post withdrawals & Consumption ONLY from UNRESTRICTED Stock.• If we want to withdraw material from QI/ blocked, we have to first transfer post it to

Unrestricted and then withdraw it.• Plant stock & Storage location stocks views will appear automatically in material

master after booking material movements.

Stock Transfer Vs Transfer Posting

• Stock Transfer involves physical movement of goods but transfer posting need not be• In transfer posting ONLY Material document is generated (NO Accounting

document)• Movement type is the key control factor in both the cases.

Quality Inspection 322

350 349 321

Blocked 343 UN Restricted

344

• Document principle applies to Inventory management.• A document is the proof of that transaction involving stock changes has taken place.

Documents are stored in the system

Material Document Vs Accounting Document

• A material document consists of Header (Posting date, created by, etc..) and item level details like quantity, material, storage location, etc


• Accounting document consists of Header (General data like posting date, posting period, currency, etc.) and item level details like G/L account number, amount, etc.

• Material document and accounting documents are INDEPENDENT documents• We can identify the material document by the material document number and

document year. The Accounting documents are identified by the accounting document number, company code and a Fiscal year.

• In Accounting document, the number ranges are assigned to a Document type. But for material document, the number ranges are assigned to a TRANSACTION / EVENT TYPE

• Goods Movement Transaction/Even type Document typeGR for PO WE WE or WNGR for others WF WEGI/ TP/ Others WA WAGI for deliveries WL WL

• We cannot change a document once it is posted. Some additional information like texts can be added. So we use reversal for correction

EFFECTS OF A GOODS RECEIPT

1. Stock Value updated in the Material Master2. Material and Accounting documents are generated3. Creation of an Inspection lot, if the material is Quality activated4. Stock and consumption accounts are updated5. Transfer request is created, if Warehouse Management is activated6. Purchase Order and PO History is updated. RFQ, PR also updated

Stock Overview

• For each organizational level, Client/ Co code/ Plant/ Storage location / Batch/ Special stocks

• It’s a STATIC display of stocks. Planned data are not available

VALUATION CLASSIt is the grouping of materials to determine which stock accounts are to be updated upon goods movements

• For automatic account determination, R/3 system works with Valuation Class.• It is fixed at Accounting view of material master• Material Valuation is depends on Price Control (Standard or MAP) and goods

movements (GR/GI/TP)• GR/ IR clearing account depends on the PO price

Changing of the price control from standard to MAP is always possible.


Delivery costs – Planned and unplannedUnplanned delivery costs are directly booked through MIRO, so the valuation done at GR is NOT Correct if the transaction is having an unplanned delivery cost

Goods receipt can be for with reference to 1. Purchase Order2. Order3. Others

The stock display will be as followsGR from Stock detail as per systemPurchase Order Open PO quantityOrder Open order quantityReservation Planned receipts

ENJOY Transaction – MIGO

MIGO transaction is combining following 7 transactions in single code1. MB01 - GR for known PO2. MB0A – GR for Unknown PO3. MBRL – Return Delivery4. MBSF – Release of blocked stock5. MBNL – Subsequent delivery6. MBST – Cancel Material document for GR7. MB02/ 03– Change & Display Material document

GR of Blocked Stock (Movement type –103)

It is the conditional acceptance of goods. While we post the material into GR blocked stock-

1. Quantity is posted to Stock2. Material is NOT VALUATED3. The transaction will be available in PO History4. The material is NOT available for MRP

GR STOCK Unrestricted use (101)Quality Inspection (101+X)Valuated Blocked (101+S)

GR Blocked stock (103)

When GR blocked stock is released (MBSF), then it is valuated automatically. It will have the same effects of an ordinary GR.

• While accepting the GR blocked stock to Plant unrestricted stock(105), you can refer the material document of earlier GR or Purchase Order


Goods Receipt in to QI stock (101 +X)

Pre-requisites1. Quality inspection indicator in material master2. QI indicator in Additional data in PO (Header). It will automatically copied from

material master3. Set QI indicator in GR at item level

Possible movements for QI stocks

1. Transfer to Unrestricted stock and its reversal2. Transfer to GR blocked stock & its reversal3. Transfer to Blocked stock and its reversal4. Transfer to Sampling and its reversal5. Return delivery to Vendor and its re-receipt

OTHER GOODS RECEIPTS

1. Initial entry of stock balances – Movement type – 561/ 563/ 5652. External Good receipts without PO (Movement type –501)3. Internal Goods receipts without production order (Movement type –521)4. Good receipts for By-products (Movement type – 544/542)5. Good receipt for Free of Charge (FOC)- Movement type -5116. Returns from customers (Movement type – 451)

DELIVERY COMPLETED INDICATOR

• The delivery completed indicators are fixed in PO & GR.• After setting the delivery completed indicator at GR, the open order quantity

becomes ZERO. But still we can post new GRs against it. But the open order quantity WILL NOT CHANGE.

• If we change the quantity of a delivery after posting the GR, the system DOES NOT CANCEL the delivery completed indicator automatically. But it issues a warning message.

• If an order quantity/ return delivery quantity reduces the delivered quantity below the tolerance limit, the system cancels the delivery completed indicator. But issues a message “ Delivery completed indicator has been reset”. Thereafter we have to manage it manually.

• Standard R/3 system does not accept Over deliveries• For accept over deliveries, you have to select unlimited delivery in PO or properly

set the over delivery tolerance GRs valuated on the basis of the incoming quantities in the Order price unitInvoice verification is also based on the GR qty in the order price unit.


• If you want to restrict a GR upto a certain date, enter that date in Latest GR date in “Delivery” tab of item

RETURN DELIVERY

Return delivery can be created with reference to a material document or Purchase Order

Receipt by Return SubstituteDelivery by Delivery

101 122 123103 124 125105 122 123

If you receive a substitute delivery, after you have returned the goods to a Vendor, it is ADVISABLE to reference the associated return delivery by using a reverse posting when you post a new receipt

122- Return delivery from WarehouseIt results into 1. Material document created

2. Stock accounts updated 3. Purchase Order update

124 – Return delivery from GR Blocked stockIt results ONLY in creation of a material document as a proof of return

Return delivery in GR based Invoice verificationUses the material document to reverseIf invoices are settled and then you are returning, please ensure that

Invoices should be cancelled

In customizing, for each MOVEMENT TYPE, you can specify Reversal and return delivery movement type and transactions in case of GR based IV

Difference between Reversal & Return delivery

• Reason for movement is optional in the case of reversal, but mandatory in return delivery.

• Return delivery slip is not required for reversal but mandatory for return delivery.• Both operate on different movement types.

Movement type –161

It is used to assign in a PO so that while posting the GR, the qty in the GR will be automatically removed from the stock. It is generally used for exchange of materials.

Quantity Distribution facility at GR

We can distribute the incoming quantity in GR to1. To several storage locations


2. To several Movement types3. To several stock types4. To several Batches

Note – Batch selection list DOES NOT work with SPECIAL STOCKS

Goods Receipt of Non-valuated goods

The receipt of goods to unrestricted stock. We can directly issue it for consumption

Automatic PO generation at GR

• We can configure the system in such a way that system creates PO in background during the receipt of Goods which is not having any PO. We can do the invoice verification afterwards.

• In Customizing for organizational structure, the plant must be assigned a purchasing organization in the step Standard purchasing organization - assign plant so that the system can determine the purchasing info records.

• Automatic POs are allowed only for movement type 101 & 161 in standard system. The customization for these movement types are to be there for automatic PO creation

• System valuates the GR with the price defined in purchasing info record.• MIGO transaction is supporting automatic PO. It is available in MB01• In Vendor Master the purchase group default data for material to be maintained• Automatic PO is only possible for valuated goods• Pre-requisites for automatic PO are;

1. Selection in Material Master2. Selection in Vendor master3. Info record should be available4. Valuated good receipt5. Automatic PO selection for Plant & Movement types (101& 161)

• If a PO is generated in the background for the return item (movement type –161). This PO is required if you want to carry out invoice verification for the credit memos, issued by the Vendor for this return

GOODS ISSUE

TOFROMWare House To Cost CenterConsignment GOODS ISSUE To AssetPipe Line To Sales

To OrderTo Sampling


GOODS ISSUE

sapevent:DOCU_LINK%5CDS:SIMG.SIMG_CFMENUSAPCOMKI

To scrapping

• Sampling Materials are treated as scrapped. But the value of sampling material posted from the material stock account to the Quality Inspection stock account.

• But while scrapping material, the material will be posted to Scrap account and it debits to the cost center.

• Issue to sampling and scrapping are different.• We can change the movement type while goods issue.• Goods can be issued to reservation and BOM• While goods issue, we can have collective entry with different account assignment

also.• System WILL NOT update the consumption statistics in Material Master, if you

post goods movements using special stock types – Sales Order Stock and Project Stock

• We can set final issue indicator while issuing against a reservation• Stock determination is a function that can be used on a cross-application basis.• We CAN issue goods from Quality inspection and Blocked stock ONLY for

SCRAPPING or SAMPLING• Reversing a planned goods issue

Can be reversed with reference to a Material Document OR to a reservationA Material document (Reversal) will be createdAn accounting document will be createdStock will be updated (increased)Consumption will be reduced

• While issuing a material for scrapping,- Relevant stock reduced- Value posted from stock account to scrap account- Price is taken from material master

o Movement type Consumption for201 Cost center

221 Project231 Sales Order241 Assets251 Sales261 Production order281 Network291 All account assignments


GR/ GI SLIP numbering

• We can have GR/GI slip number in addition to the Material and accounting document numbers

• It is a statutory requirement for some countries like Italy• It can be assigned Internally/ externally by each Plant or Storage Location or

Movement type• Options – 1) Include the filed for the GR/GI slip number in the SAP script form 2) Call up form –MB-XAB using transaction MBXA

Then customize it “Print report” SAPLMBXA in print control• Serial numbers should be active for the Plant• In stock transfer (Plant to Plant) of material with serial number is only possible if

the same profile is assigned to the material in both the Plants

Returns to Vendor

Movement type Functionality102 Reversal of GR due to any clerical mistake122 Returns to Vendor – due to any reason like damage124 Returns to Vendor – from GR blocked stock161 Returns to vendor – For the exchange of another material

NOTE : To carryout stock transfer from Plant to Plant for a material that is subject to SPLIT VALUATION, you HAVE TO USE 1STEP or STO

SPECIAL STOCKS

Special stocks that are managed separately becoz they are not belonging to your company.

The special stocks and special procurement types are of 2 types1. Company owned special stocks2. Externally owned special stocks.

1. Company owned special stocks The special stocks that are owned by the Company stored with Vendor or customer.

1. Stock material provided to Vendor/ subcontractor2. Consignment stock at Customer3. Returnable packaging at Customer

These Materials are managed at PLANT LEVEL. NOT at Storage location level. Only 2 types of stocks are possible. Unrestricted / Quality Inspection

2. Externally owned special stocks


Stocks owned by Vendor/ Customer and stocked at your place.1. Vendor Consignment2. RTP (returnable Transport Packaging3. Sales Order Stock4. Project Stock

These materials are managed at STORAGE LOCATION LEVELAll the 3 stock types, UR/ Blocked/ QI are allowed


8 SPECIAL PROCUREMENT TYPES

1. Consignment (K)2. Sub Contracting (L)3. Stock Transfer using Stock Transport Order (U)4. Third Party Processing (S)5. RTP (R)6. Pipeline Handling (P)

CONSIGNMENT PROCESS

When buying goods as a Consignment, the ordered goods still belong to Vendor, even after delivery. The goods become your property ONLY after they are consumed. The quantities consumed are periodically settled.

• The Ownership of the material is with Vendor but storing at client’s premises• The stocks are NOT VALUATED, but available for MRP• The ownership of the material transfers to the client ONLY after issuing/

transferring it from the consignment stock• Consignment liabilities are settled periodically (thru MRKO) based on the

consumption statement by the vendor• The prices of consignment stocks are defined in Info record and maintained

periodically• We can use the conditions in Purchasing• CAN maintain ANY unit of measure with proper definition of conversion factor

in material master• Physical Inventory of Consignment stock is possible• Consignment stocks are managed at STORAGE LOCATION level• There will NOT be ANY VALUE in consignment purchase orders• In PO, No Price, No conditions, No Invoice receipt requirement but GR

requirement• Stock movements are possible.• Consignment stocks can be displayed by Tcode – MB54• We can issue the consignment material from Consignment stock using movement

type – 201+K• Item category ‘K’ is used for consignments• We can post GRs for consignment WITH or WITHOUT reference of a PO. But

the consignment prices are to be maintained before GR• Consignment stocks can be managed at Unrestricted/ QI/ blocked and we can do

the transfer posting between them.• But we can withdraw the consignment from UNRESTRICTED ONLY


• Goods Issue from consignment unrestricted stock results in a liability to the consignment vendor

• We can enter the invoice for consignment WITHOUT reference to a PO. Debits are posted to the “Liabilities from consignment stores” G/L account to which the credits were posted upon “Goods issue from consignment” G/L account

• Consignment info record- The info record of consignment with different Plants (different prices at each plant) is having a SINGLE INFO RECORD number

• Info record should be created BEFORE creating a PO/ GR.

Process of Consignment Procurement & Settlement

1. Creation of Info record – ME11 2. Create Purchase Order – ME21N

Standard procedure. Item category –K GR to consignment store Invoice Receipt is NOT required No Price in PO

3. Goods Receipt – MIGO – Receipt of Material to consignment store The movement type – 101+KPlease note that the GR can be with or without GR. Item will be in special stock while posting the GR

3. Transfer Posting – MB1B. Transferring the material to own stock The movement type – 411K (the step is Not Mandatory)

4. Goods Issue – MIGO Goods Issue from consignment store to movement types – 201/231/ 241/ 251/ 261

Note – We can directly issue the material from consignment stock using movement type 201+K, without transferring to company’s stock.

Process of Physical Inventory of Consignment

1. Creation of Physical Inventory document – In the create screen enter ‘K’ in special stock field

2. Enter Physical Inventory document 3. Post the differences – If you want to include QI/ blocked stock, enter a new material

number and enter the relevant stock type in the filed of “STY” and post the difference as per your settings

SUBCONTRACTING PROCESS

The vendor receives the components from which he produces the finished product mentioned in the PO. The components are listed in the PO and can also be determined by the system via BOM

• You order an end product from a vendor and specify in the PO with components, you will send to vendor to manufacture the end product


• Issue of components to the vendor and good receipt of finished product with consumption detail of components

• Vendor invoice is posted against the purchase order• A subsequent adjustment for excess/ under consumed components can be made.• Item category ’L’ is used in the PO, and several components can be attached to the

Po• We can enter the components by manual or thru BOM explosion• System automatically creates reservation for the MRP relevant components• The purchase order price will be the price of subcontracting services• Conditions of subcontracting can be stored in Purchasing info record for

subcontracting• We can link services specification with subcontracting items• The components with subcontractor (after issuing it) are managed as a special stock

to the vendor. This stock is VALUATED and AVAILABLE for MRP as the components are your property. It is not allocated to a specific storage location becoz its still your property

• We can monitor subcontracting stock by evaluations• Goods issues are made, 1. With respect to a Subcontracting PO 2. From the list of

all the material of a subcontracting vendor• We can do the process of subcontracting thru SD. Through delivery and shipping• Good receipts are posted with respect to Subcontracting order item• Consumption of components posted at GR and subsequent settlement is possible

with respect to PO• Invoice verification is same that of standard process.• The account postings at subcontracting at GR & invoice verification are;

SUBCONTRACTING SCENARIOOrder - SF MaterialComponent - Raw MaterialA. At Goods Receipt1. Stock account of SF Product - Debited @ (Order price + Valuation price of SF product)2. Cost of Goods Manufactured - Credited @ (Order price + Valuation price of SF product)3. Stock account of Raw Material - Credited @ Valuation price of Raw material4. Consumption Account - Debited @ Valuation Price of Raw Material5. GR/ IR Clearing Account - Credited @ Order Price6. External Labor Account - Debited @ Order priceB. At Invoice Receipt1) If there is NO deviation Price in Vendor invoiceInvoice Value = Order price 1. GR/ IR Clearing Account - Debited @ Order Price2. Vendor account - Credited @ Invoice Price (Order price)2) Invoice Value = Order price + deviation price from PO1. Stock account of SF Product - Debited @ deviation amount in invoice2. Cost of Goods Manufactured - Credited @ deviation amount in invoice3. GR/ IR Clearing Account - Debited @ Order Price


4. External Labor Account - Debited @ deviation amount in invoice5. Vendor account - Credited @ Invoice Price (Order price + deviation amount from PO)

i. Stock account fro Finished goods - ii. Stock account of raw material

iii. GR/ IR clearing accountiv. Vendor accountv. Cost of goods manufactured

vi. Consumption account (for components)vii. External labor account

• We can enter the material that is to be produced as a subcontract item in the scheduling agreement

• By the issue of components (thru transfer posting), the stock of components WILL NOT reduce from your stock. The stock will be produced at the time of receipt of Goods receipt of finished product

• CS01 is used for creating BOM/ components1. The order of the end product in PO. The components are attached to the item n PO2. In Inventory management, components are posted to the stock of material provided to

the vendor3. Vendor supplies the end product with consumption details of components and it will

posted to the system while GR’4. Any balance (+ or -) of components are done at subsequent adjustment transaction5. Vendor submit his invoice for the services rendered and invoice will be posted in MIRO

Process of Subcontracting Process

1. Creation of Info Record – ME11. Service with price of service2. Creation of Purchase Order – ME21N – Creation of PO with Item category ‘L’.

Attach components to the item in PO3. Transfer Posting – MB1B – Transfer the components from your store to the

subcontractor using the movement type – 5414. Goods Receipt – MIGO – receive the end product (and components) to Stock by

using the movement type – 101 for main material and 543 for components5. Subsequent Settlement – MB04 – Subsequent adjustment of components, if any

(other than the entry happened during GR). Movement type 544 for components and 545 for by product

6. Invoice verification – MIRO – Normal process for invoice verification of vendor services

• The Master record of end product and components are to be made available before the creation of PO

• The components with subcontractor / Subcontractor stock is your stock. It is available for MRP and it is valuated, it is managed at PLANT LEVEL.


• BLOCKED STOCKS are not allowed for subcontracting (Components). But we can transfer the stocks between these 2 (UR&QI) stocks

Subcontracting in Inventory Management (Facilities)

1. Provision of components2. Goods receipt of final product with consumption details of components. We can

adjust the components at Goods receipt3. Subsequent adjustment of components4. Allowed transfer postings

a) Plant to Plant – 1step (301)b) Material to Material (309)c) Between Unrestricted and QI ( 321 & 322)

Provision of components• Posting from Unrestricted stock – Can be with respect to a PO or Without PO• The components can be delivered by another vendor

Issue PO to a Vendor for supplying the components, the delivery address should be the address of subcontracting vendor. Enter the check box provision at PO. When you are getting the information that the Vendor is supplied the components to your Subcontracting vendor. Make a Goods receipt (STATISTICAL GOODS RECEIPT) in the system so that the stock position will be updated

The Goods receipt for a Subcontracting Order is VALUATE the material at Subcontracting Price PLUS the value of the components consumed

Subsequent adjustmentIn this transaction the consumption account is already posted is available / displayed as a second line for each itemUse + or - sign to adjust the components. The movement type is 544.Subsequent adjustment is possible ONLY for subcontracting orders (L)

Receipt of a BY PRODUCT generated during subcontracting• The by products are entered in the subcontracting Purchase Order as components

with NEGATIVE quantity• While receiving the good at GR, system automatically posts the receipt of

byproducts1. In the material document you can identify the by product by the

movement type –5452. By products are posted to the ‘Stock of material provided to the Vendor”

• Due to the receipt of byproduct, the value of end product will be REDUCED.• To transfer the byproduct quantities from the “Stock of material provided to

Vendor” to Unrestricted stock, make a transfer posting using the movement type –542

Subcontracting for Sales Order stock and Project stock

• An account will be assigned to a sales order or a WBS element

STOCK TRANSFER USING STOCK TRANSFER ORDER


Advantages of stock transfer with STO w.r.to transfer posting1. Good receipt can be planned in receiving plant2. Can include an additional vendors (freight, etc) in Stock Transport Order3. Delivery costs can be entered in STO4. It’s a part of MRP – PR created via MRP can be converted to STO5. Goods Issue can be done through Shipping delivery6. GR can be posted directly to consumption7. Total process can be monitored through PO history

PLANT to PLANT STOCK TRANSPORT ORDER 1 Step 2 Step Without SD With SD With Billing

ORDER TYPE Area - MM-PUR UB UB UB

MOVEMENT TYPE Area -MM-IM

301 (Transfer Posting) 303 & 305 351 & 101 641 & 101

643 & 101645 for 1 step

DELIVERY TYPE Area - SD NL NLCC

BILLING TYPE Area - SD IV

DOCUMENT TYPE Area - MM-IV REPRICE Valuation Price Valuation Price Valuation Price Valuation Price Pricing in SD & MMPLANNING Via Reservation Purchase Order Purchase Order Purchase Order

STOCK after GIStock in Transfer Stock-in-Transit Stock-in-Transit

Stock-in-Transit Company code

DELIVERY COSTS Possible Possible Possible

CROSS-Company Code Via

Company code clearing account




Revenue account & GR/IR Clearing account

STOCK TRANSFER – PLANT to PLANT – 1 Step• Carried out ONLY in Inventory Management• Entered as a transfer posting – MB1B• Can be planned by reservation• The quantity of unrestricted stock entering in sending plant posts IMMEDIATELY

to unrestricted stock of receiving Plant• Postings are valuated at the price of sending plant• If it is between 2 company codes, it will create 2 accounting documents at the time

of goods issue

STOCK TRANSFER – PLANT to PLANT – 2 Step• Carried out ONLY in inventory management


• Transfer posting CAN NOT be planned through a reservation• Goods issue sending plant > Stock-in-transit of receiving Plant > Goods Receipt of

receiving Plant.• Transfer posting (Goods issue-1step) is valuated at the price of sending plant• If it is between 2 company codes, it will create 2 accounting documents at the time

of goods issue. If any offset, will post to Company code clearing account• We can request and monitor stock transfer in purchasing through a PR, STO &

Scheduling Agreement• For stock transfer scheduling agreement use document type –LU and item category

-U

STOCK TRANPORT ORDER WITHOUT SD DELIVERY• Goods Issue Sending Plant > Stock-in-transit of receiving plant > Goods receipt of

receiving Plant• Delivery costs CAN BE entered in ST Order• Transfer posting (Goods issue-1step) is valuated at the price of sending plant• If it is between 2 company codes, it will create 2 accounting documents at the time

of goods issue. If any offset, will post to Company code clearing account• Process Flow

1. Creation of ST order in receiving Plant for sending plant with a document type UB in ME21N

2. Posting a goods issue through transfer posting –MB1B at sending plant with a movement type –351

3. Posting a goods receipt – MIGO at receiving plant with movement type –101

4. Invoice verification at receiving plant – Normal MIRO

STOCK TRANSPORT ORDER WITH DELIVERY• Carried out in Purchasing (entering the STO), Shipping (delivery at sending Plant)

and Inventory management (GR at receiving Plant)• Other characteristics are same as that of STO without delivery• Process Flow

i. Creation of STO at sending Plantii. Post goods issue through delivery (VL 10B or 10F) at sending plant with

movement type 641iii. Goods receipt (MIGO) at receiving plant with movement type -101

STOCK TRANSPORT ORDER WITH DELIVERY & BILLING• The transfer posting in NOT VALUATED at the

valuation price of the material of sending Plant. But defined in both the sending and receiving plant using conditions

• Possible ONLY between plants at DIFFERENT COMPANY CODES


• The areas are – Purchasing (STO), Shipping (sending Plant delivery and goods issue), Billing Plant (Creation of Invoice at sending Plant), Inventory management (Receiving Plant goods receipt) and Invoice verification (MIRO at receiving plant)

• Goods Issue through Delivery > Stock-in-transit Company code at receiving Plant > Goods receipt at receiving plant

• Prices in purchasing as per the conditions maintained in Info record and inter company pricing procedure

• Goods movements are valuated as per the accounting documents generated.

• 4 Accounting documents are generated a. Goods Issue at sending Plantb. Goods receipt at receiving Plantc. Billing at sending Plantd. Invoice verification at receiving plant

• Process Flow a. Creation of STO in receiving Plant for sending Plant. Document type –UB

and item category -Ub. Post delivery in sending Plant (Movement type –643)c. Creation of billing document in sending plantd. Post GR at receiving Plante. Post invoice at receiving Plant

GENERAL –INFORMATIONS ON STO

Pre-requisites for Goods Issue in Shippingb. In customizing in Purchasing, a delivery type (NL for STO with delivery and

NLCC for delivery & billing) must be assigned to the PURCHASING DOCUMENT TYPE (UB)

c. Customer number for receiving plant to be created and that MUST be maintained in customizing in STO

d. In SD customizing, shipping point determination MUST be maintainede. In material master, shipping data MUST be maintained

• To display the stock-in-transit, we can use MMBE and MB53

• Posting of GR for STO to a blocked stock is NOT POSSIBLE because the stock-in-transit is already valuated

• No accounting document will be generated for a GR of STO

CROSS COMPANY STOCK TRANFERWe can do a cross company stock transfer in 3 ways

a. Stock transfer between 2 plants by 1 step or 2 stepb. An STO without delivery via shippingc. STO with delivery via shipping (possible for plants in different company codes)


In all cases the value of transportation is posted to a company code clearing account in both the plants. The stock transfer is valuated at the valuation price of the material in sending plant

Valuation of stock transport with billing- INTERCOMAPNY – EXAMPLE

Plant P1 orders 10Kg of material from Plant P2Value of the material at P1 – 10Price for inter company billing at P1 – 12STO order price – 11

Plant Transaction Value Account RemarksP1 Goods Issue 100(-) - Stock Account (at price of P1)

100(+) – Change inventory stocks (at price of P1)P1 Billing 120(-) – Sales revenue (Price –Inter Co billing)

120(+) – Customer clearing (Price –Inter Co billing)P2 Goods Receipt 110(-) – GR/IR clearing ( P2 -STO Price)

110(+) –Stock account ( P2 -STO Price)P2 Invoice verify. 120(-) - Vendor account (Billing Price)

110(+) – GR/IR clearing (STO Price)10(+) – PDA or Stock A/c (Difference)

THIRD PARTY PROCESSING

Company

Order Pur. OrderBilling Invoice

Customer Vendor Material

• Customer places an order on your company• You are placing/ passing the same order to a Vendor• Vendor supplies the material to customer directly• Vendor submits his invoice to you• You are submitting your invoice to the customer

Process Flow (with SD component)

1. Entering a Sales Order


While entering a sales order with Item category S and account assignment ‘X’, system will automatically creates a PR for each item in the third party sales order.

2. Entering a Purchase OrderProcess the PR generated above, assign a Vendor and convert it to a Purchase Order The delivery address in the Purchase Order will be as that of the customer

3. Delivering goods to CustomerVendor supplies the material directly to the CustomerCan create a STATISTICAL GOODS RECEIPT in the system, but NOT mandatory.

4. Enter the Invoice of VendorInvoice verification of the Vendor invoice. This CAN be a mandatory requirement as per the customized settings (If customized for creation of billing document after the posting of Vendor invoice)

5. Creating Billing document for the CustomerBilling document is created in SD.Depending on the BILLING RELEVANT INDICATOR set for this item category in SD

• The path in customizing for this is – SPRO > SD > Sales > Sales Documents > Sales Document Item > Define Item Category > Check the details of TAS.

• Billing Document cab be Quantity based on Order OR Quantity specified in Vendor Invoice

• If the customer is billed on the basis of quantity, we CAN create billing document, IMMEDIATELY after the sales order is entered

• If it is based on Vendor invoice, we CAN NOT create the billing document TILL the vendor invoice is entered/ posted in the system

Implications of Third Party Processing in SALES

• By creating a Sales order for Third party, the resulting activities in Purchasing are 1. A Purchase Requisition will be created with one or more delivery schedule2. Purchase Requisition numbers are updated in the sales order (Item details)3. Item is scheduled automatically after considering the delivery time and

purchasing processing time from material master

Implications of Third Party processing in PURCHASING

• A PR is created automatically. We can do LIMITED changes in this automatically created PR, like purchasing group

• Order quantity / Scheduled Delivery date CAN NOT be changed manually. It can be changed through sales order ONLY.

• We can create a PR for third party processing manually using Item category –S & account assignment –X

• We can create the PO with respect to PR or manually• GR Indicator- For account assignment category –X, GR can be

posted as per the customizing.


• If the Purchase Order is with respect to a Purchase Requisition, the VENDOR ADDRESS CAN NOT be changed.

• If the delivery address is same for all items, the delivery address will be printed on Header, other-wise it will be item-wise

Implications of Third Party processing in Inventory Management

• We can enter the Goods receipt, if the GR indicator is set in PO• Goods receipt for third party processing will be similar that of a GR for a PO with

account assignment

RETURNABLE PACKING (RTP) – VENDOR PROCESSING

• It’s a multi-trip packaging medium• Property of your Vendor came along with material, stored at your place• It is NOT VALUATED• It is managed as a SPECIAL STOCK. So special stock data is required in addition

to material master data.• Special stock Indicator is ‘M’• The special stock data is defined for EVERY vendor at storage location level. It is

created automatically 1st receipt is posted to RTP stock.• This RTP stock can not be maintained manually, but updated automatically upon

goods movements.• RTP is an UNRESTRICTED STOCK ALWAYS• Allows a Negative stock• We CAN NOT transfer RTP stock to your own stock• At Goods receipt, the movement type for RTP ‘501+M’ is selected automatically by

the system. For returns, ‘502+M’. Can use Goods Issue –Others for returning to Vendor with 502+M

• If we want to transfer these RTP material between storage locations, system selects the movement type –311+M

• RTP stocks are available in stock displays – MMBE / MB53

PIPLINE MATERIAL PROCESSING

• Material is ALWAYS available. It can be withdrawn any quantity at any time• These PIPE materials are NEITHER PRODUCED/ PROCURED Nor STORED• Pipeline movements are mandatory in all Valuation areas• For each material type, you can specify in the valuation area whether pipeline

movements are Mandatory/ Allowed.


• Info record is mandatory for movements• Pipeline withdrawals are to be for a Order/ Cost center• Considered as a special stock• The special stock indicator is “P”• Withdrawals are valuated at Info record price. Withdrawals leads to a payment

liability to the Vendor and it’s Consumption history is updated.• In standard system, the same account is assigned for consignment and pipeline. But

it can be separated by settings in customizing• Process Flow

1. Creation of PIPE material . Maintain purchasing and accounting views. Price control can be S or V

2. Creation of Info record 3. Maintain the source list (Not mandatory) 4. Posting of Goods Issue – Movement type can be – 201+P, 261+P, 281+P/

291+P5. Settlement of Pipeline Liabilities (MRKO)

SALES ORDER STOCK

• Stocks maintained for sales order• Special stock Indicator “E”• It can be Valuated / non valuated• If it is NOT valuated, it is managed via a Cost Center• Can be transferred to own stock using movement type – 411+E

PROJECT STOCK

• The stocks stored for a Project till the completion of the project• It can be valuated / non valuated• It is allocated to a WBS element (Work Breakdown Structure)• Components from this stock can be issued for a WBS element• The stock is available for MRP• Managed with a special stock Indicator ‘Q’• It can be transferred to own stock using the movement type – 411 +Q

9 VALUATION AND ACCOUNT DETERMINATION

General Postings in MM


At Goods Receipt Stock Account - Debited (+)GR/IR clearing - Credited (-)

At Invoice VerificationGR/IR clearing - Debited (+)Vendor - Credited (-)

At PaymentVendor - Debited (+)Bank cash - Credited (-)

At Goods IssueConsumption - Debited(+)Stock Account - Credited (-)

• Valuation Area – Can be at Company code level or Plant level. SAP recommends the valuation at Plant Level.

• Valuation at Plant level is MANDATORY if we want to use Production Planning (PP) or Product costing accounting components or retail system.

• Once the valuation area is defined In the customizing, it is very DIFFICULT to reverse it.

• If you want to have a storage location for storing materials non-valuated, you can have it through another Plant(Valuation area) where only quantity updation will take place

• The transactions in inventory management that affects accounting are Goods Receipt, Goods Issue and Transfer Posting

• These transactions can change the valuation price of the material depending on the price control of the material

• The posting of invoice verification (MIRO) also can affect the material valuation• Material Valuation during :

1. RECEIPTS – are valuated at current material price in the material master2. a) GR for PO – GR before IR –Materials are valuated at PO Price

b) GR for PO – GR after IR – Materials are valuated at Invoice price3. GOODS ISSUE – Goods Issues are valuated at the current price of the

material in material Master.4. Free Delivery – Zero Value

• Materials that are to be valuated should have accounting data with valuation Class• Material Price Control

1. In standard pricing (S ), • Material is valuated at material master price and in case any

difference, will be posted to Price Difference Account (PDA)• Exact value available for cost accounting/ Controlling purposes• In accounting view, the difference can be displayed.


• The changing of this standard price in material master is possible2. In moving average pricing (V),

• GR at PO price and GI at material master price. Receipts are valuated at actual price (PO or IV)

• In case of any difference, the difference is posted to Stock account, if sufficient stock available (in such case, the MAP will be changed)or it will be posted to a PDA.

• System modifies the price in material master according to the delivered price

• If the data is used for cost accounting, will have fluctuations

• If the material is managed at Standard price, the moving average price will be recorded in the material master by the system

• Changing of Material master price (MR21) from Standard to Moving average price is ALWAYS possible

• Changing of Material master price from Moving average price to Standard is NOT POSSIBLE in 2 cases

1. If the material is valuated in SPLIT VALUATION2. If the standard price is coming from COSTING and is NOT equal to the

moving average price3. Changing fro S to V & V to S are Possible, if POs are Not created or Stocks

are not existing• Periodic Unit Price (PUP) – Price that changes periodically as a result of goods

movements and invoice postings• PUP = Value of material / Quantity of material • PUP is used in single level or multi level price determination to valuate the material

for closing period.• PUP can carryout in 3 currencies and 3 valuation areas• The valuation in current period, system uses standard pricing.

VALUATION AND ACCOUNT ASSIGNMENT• For automatic account determination• The system will automatically determine the relevant G/L accounts for each

transaction in MM.• There are several accounting transactions are linking to a single MM Transaction• We can configure the automatic account determination facility to occur within the

areas of Inventory management, Invoice verification and material valuation• Valuation area to be set before creating a material• Company code chart is assigned in FI module• Levels of valuation in automatic account determination

1. Chart of Accounts/ Company Code2. Valuation area3. Material Type/ Valuation class4. Transactions (Movement type)


1. Chart of Accounts – Influencing Factors• Chart of account is assigned to company code• Used as a key factor for account determination to enable a differentiation for

the purpose of G/L account assignment• Configure separately for automatic account determination• Financial accounting, Cost & Revenue accounting uses the optional chart of

accounting2. Valuation Area- Valuation Grouping code – Influencing factors

• Key for account determination that enables a differentiation for G/L account assignment WITHIN Chart of accounts

• By Valuation grouping code, dependency of accounts on Valuation area• If a valuation grouping code is there assign a code for each valuation area• Valuation Area is the level at which the materials are valuated• If the valuation is at company code, G/L account CAN NOT be assigned

according to Plant• We can assign a totally different G/L accounts to Plant if it is having a

separate Valuation grouping code

CHART OF ACCOUNTS

COMPANY CODE

PLANT

VALUATION GROUPING CODE

3. Material Type – Material – Influencing Factors• It’s a key in account determination that enables a differentiation for G/L

Account assignment depends on Material• Material is assigned to a Valuation class, which depends on a Material type• More than 1 material type is allowed for a valuation class

MATERIAL TYPE A/C ASSIGNMENT VALUATION CLASS CATEGORY

Raw Material –ROH 3000

Finished Goods – FERT 0001 3001

Oper.Supplies –HIBE 30024. Transaction – Influencing Factors

• It’s a key for account determination that symbolizes the transaction


• Posting transactions will define the relevant accounting• Posting records are assigned to each Movement type to each invoice

verificationa. Account groupingDepending on Movement type and special stock indicators, we can assign an account grouping for individual transactions.We can use the rules to define its configuration of automatic postings for a posting transaction depends on

1. Valuation Grouping code2. Account grouping3. Valuation class


COMPANY CODE Chart of Accounts

Valuation Area Valuation Grouping Code

Material Material Type

Account CategoryReference

Valuation Class

Business Transaction(Movement Type)

ValueString

TransactionEvent Key

Account Modifier

1

2

3

4 5

General Ledger ACCOUNT

ACCOUNT DETERMINATION – Specific InformationAccount determination is required if the system is to fulfill its integration promise and post financial transactions at the same time as the relevant operational transaction.Accounts are determined differently, depending on which functional area you are using: MM: The process of account determination varies depending on whether the transaction involved has a movement type such as inventory management or whether there is no movement type such as invoice verification and valuation.Account determination in SD uses the condition technique.This chapter looks at the account determination of MM transactions w. and w/o movement type only.You can do most of the settings relevant for the account assignments for MM transactions either in the configuration menu for "valuation/account assignment" (settings for MM transactions w. movement type) or in the configuration menu for "invoice verification" (settings for MM transactions w/o movement type). You will get to the same tables but there are different simulation functions.It is also possible to access these tables via the configuration menu for accounting.

The valuation area is the level at which material valuations are carried out. In the MM application transactions, the valuation area is hidden. In customizing, you can choose whether the valuation area equals the company code or the plant. This setting must be carried out before creating materials and before entering transactions in MM inventory management. If PP is active the valuation area must be on plant level !

Grouping of organizational entitiesThe allocation of a company code to a chart of accounts is carried out in the FI customizing. The chart of accounts to be used is determined for each company code.The valuation grouping code facilitates the allocation of G/L accounts with as little effort as possible. Valuation areas to be treated equally in terms of account assignment must be defined with the same valuation grouping code. Valuation grouping codes either serve as a means of fine differentiation within a chart of accounts or they correspond to a chart of accounts.When making the basic settings for valuation, you can specify whether the valuation grouping code is active.

Grouping of material master entitiesAccount category reference is the grouping term for account determination depending on the material type.Several valuation classes can be allocated to one account category reference.Each material type is allocated to one account category reference. When maintaining the accounting data of a material of this material type, you can select one of the valuation classes that are defined for the corresponding account category reference.


The G/L account determination for a material is carried out according to the settings for this valuation class.

Via the Account category reference You can define the same G/L account determination for all materials of one or even several material types.But you can also specify that different G/L accounts are determined for different materials of a material type.

INVOICE VERIFICATION

Invoice verification process the invoice in FI. By posting an invoice the data in MM & FI are updated.

UPDATION IN UPDATION INMATERIALS MGT. ACCOUNTING

1. PO Update 1. G/L accounts update2. PO History updates 2. Assets update3. Delivery cost updates 3. Cost center update4. Mat Master update 4. Projects update5. Vendor master update 5. Orders update

• Invoice verification works in conjunction with Purchasing and Inventory management• We can post an Invoice with respect to

1. A Purchase Order2. A Service Order3. A Goods Receipt

• While posting an Invoice in the system, system will 1. Vendor account and GR/IR clearing accounts are

updated2. MAP and Value will be updated in Material Master3. PO History updated with GR, Down payment, Invoice

• GR/IR clearing account is debited and Vendor is credited

• In MAP price control, if the PO Price and Invoice prices are varying from the material master price, then the difference is distributed to the stock (If sufficient stock available or it will post to price difference account). So the price in material master is fluctuating with respect to invoice posting

• In Standard price control, the difference is booked in price difference account and the material master price is CONSTANT.

• GR based Invoice verification is set at – PO, - Vendor master record


• Conventional Invoice Verification Logistics Invoice verification

1. Material is directly posted to 1. It’s a distributed systemmaterial & G/L account

2. ONLY FI document is created 2. Unlimited multiple selection3. Unplanned delivery cost postings 3. Option of IV in background

is NOT possible 4. Invoice reduction facility5. FI & MM Documents on posting

BASIC INVOICE VERIFICATION PROCESS

Structure of Invoice verification screen1. Transaction Area – Defines the entry for Invoice/ Credit memo2. Header Area3. Allocation area – Assign reference (PO or delivery note, etc.)4. Invoice Items5. Vendor data6. Balance area7. PO Structure area

Basic Invoice structure1. While referring the PO number, the following information are copied by the system from the PO

- Vendor detail- Payment- Currency- Bank information- Invoice items, etc.

2. From PO History, the following information are derived- Quantity- Amount

3. System proposes -RATE OF TAX –as per the settings4. We have to ENTER

- Document date- Purchase order number- Invoice amount- Tax amount- Terms of payment (default)- The terms of payment can be changed at MIRO level

A. Selection of Invoice for


B. Payment Block for C. Posting type selection for D. Allocation -Invoice posted against E. Reference F. Display Variant selection

A. Invoice selection for - OPTIONS1. Invoice2. Credit Memo3. Subsequent credit4. Subsequent Debit

B. Payment Block for (In Payment tab of Header)1. Blocked for payment2. FREE for payment3. Invoice verification4. Payment clearing

C. Posting Type selection for (Details tab in Header)1. Asset posting2. Accounting document posting3. Net asset posting4. Customer Invoice/ Payment5. G/L account posting6. Vendor account document/ Invoice/ Payment7. Vendor credit memo8. Subsequent credit settlement9. Gross Invoice receipt10. Net Invoice receipt

D. Allocation – Invoice can be against a 1. Purchase Order/ Scheduling agreement


2. Delivery Note3. Bill of lading (Delivery costs)4. Service Entry Sheet (SES)5. Vendor6. Transportation/ Service Agent

E. Reference of 1. Goods/ Service items2. Planned delivery costs3. Goods/ Service items + Planned delivery costs

F. Display variant selection1. Accounting assignment ( Cost center/ Asset/ Order)2. All information3. Invoice reduction4. Purchase Order - Order price quantity5. Purchase Order History6. Purchase Order delivery note7. Purchase Order entry sheet8. Purchase order – Jurisdiction code9. Services10. Shipments11. Aggregation

- Configurable material- Delivery note- Material- Plant- Purchase Order

• Unplanned delivery cost will be posted as DEBIT MEMO in invoice entry sheet, if the invoice is separately for unplanned delivery cost

• In the payment block option in ‘Payment’ tab of the header data, we can block the invoice MANUALLY

• If we want to post an invoice of ‘Free for payment’, use the option free for payment

• We can define new display variant in customizing

• Payment terms are defined in PO. While entering an invoice, the system displays the terms as per PO, but can be changed

2. INVOICE BLOCK TOLERANCE LIMITS

Path – LIV > Invoice block > Set tolerance limits


These tolerance limits are at COMPANY CODE LEVEL and ITEM-WISE INVOICE VALUE

Most popular types of invoice blocks are:1. Amount of item WITHOUT Order reference (AN)

Upper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value -------

2. Amount of Item WITH order reference (AP)Upper Limit

- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value -------

3. From small difference automatically (BD)Upper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value -------

4. Percentage Order price unit variance (IR before GR) - BRUpper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%Lower Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%

5. Percentage Order price unit variance (GR before IR) - BWUpper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%Lower Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%

6. Exceed amount quantity variance (DQ)Upper Limit

- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value ------- Percentage– Do not check (Radio button)- Check Limit (radio button) – Percentage ------%

Lower Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value ------- Percentage– Do not check (Radio button)- Check Limit (radio button) – Percentage ------%


7. Variation from Condition Value (KW)

Upper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value ------- Percentage– Do not check (Radio button)- Check Limit (radio button) – Percentage ------%


8. Price Variance (PP)



9. Price variance – ESTIMATED PRICE (PS)


Lower Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Value ------- Percentage


– Do not check (Radio button)- Check Limit (radio button) – Percentage ------%

10. Date Variance – Value x days (ST)

Upper Limit- Do not check (Radio button)- Check Limit –Value -----

11. Moving Average Price Variances (VP)Upper Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%Lower Limit- Absolute – Do not check (Radio button)- Check Limit (radio button) – Tolerance limit ------%

4. AT GOODS RECEIPT

• If the variances are within the tolerance limit, the system displays message as per the customizing

• If the payment is automatically blocked due to the (settings) exceeded the units, payment block is filled in the Vendor line item of the FI document

• Payment block is filled in MM document when an invoice is blocked MANUALLY (at header level of MIRO)- Not in item level

• Manual block of an invoice done at tab “Payment” in header ( “Payment block” ) of MIRO screen. In this case in Vendor line item (after posting the invoice) the reason for block will be displayed as “A” (payment Block)

• In other cases, payment block due to variance by system and manual block made in item level (during MIRO), the reason for block (after the invoice posting) in the vendor line item is “R” (Invoice verification)

• If once the invoice is blocked, we have to clear it separately

• Header Manual Block – A – In MM & FI • Other blocks – R – In FI only

BLOCKING VARIANCES

1. Quantity2. Price3. PO Price Quantity


4. Date5. Stochastic6. Quality7. manual

1. Quantity Variances (Q)If the Invoice qty > GR quantity, the difference posted to GR/IR clearing account. Total payment will be released to the Vendor.System expects another GR. At that time this additional amount in GR/IR clearing account will be cleared.

2. Price Variance (P)In this case the account movements depend on the Price control (S or MAP) set in material master.a) If IR is after GR

If the price control is ‘S’ – The difference will be posted to Price difference AccountIf Price control is “V” – The difference will be posted to the stock account, if sufficient stock available (it will lead to the change in price of the material), otherwise to Price difference account

b) IR before GRSystem posts the variance to GR/IR clearing account.The segregation of this amount depending on “S” or “V”, will be done at the time of GR posting

3. PO price quantity4. Date (D)5. Stochastically Blocking

It is at COMPANY CODE LevelInvoices do not contain a blocking reason, can be blocked stochastically (at random)It will be as per the customizing done for the threshold value.An invoice blocked stochastically, system sets a payment block in vendor line item in the FI document. Individual item WILL NOT contain a blocking reason.

6. Blocking due to QUALITY• Material is subject to Quality Management fixed in Material Master.• While posting GR, system will create an inspection lot• System will block in this case, if there in NO user decision on inspection lot/

rejected in Inspection. (To be entered in the system)

7. Manual Blocking

a) Manual blocking can be made at HEADER Level. In payments tab in MIRO screenb) At ITEM LEVEL – In column “Ma” put the tick


• If the invoice is blocked at Header level, the blocking is for total items in the invoice

• If the block is at item level, it is applicable for only that item• If the manual blocking is at Header level, the reason of the invoice blocking

will appear as “A” in MM and FI document after posting the invoice• If the blocking is at Item level OR automatic blocking by the system on any

reason, the reason of blocking will appear as “R” and will appear only in FI document

INVOICE REDUCTION

It is an option available at MIRO to reduce the invoice and accept it.

For example,At PO – 100Nos x Price 10 (1000)At GR – 70Nos x Price 10 (700)At IV – 100Nos x Price 10 (1000) and if we are opting Invoice reduction,System will generate 2 accounting documents

1. 100Nos x Price 10 – Invoice (as per the invoice)2. 30Nos x Price 10 – A CREDIT MEMO (for the difference value)

• The invoice reduction option is available at Display variant option in MIRO screen

• The payment to Vendor will be the difference of Invoice and the credit memo created

• While posting the invoice, system will issue a message and the same can be used to generate a letter of complaint to the Vendor

Procedure of Invoice reduction- Select the option “Invoice reduction” in MIRO screen- The fields in Item detail

- In “Correction ID” column, select the reason for invoice reduction like Vendor error/ reduce invoice, etc.- In Invoice quantity at Item detail, enter the Invoice quantity as per the Vendor.- In Invoice amount at Item level, enter the value as per the Vendor- In Header, in amount filed, enter the amount to be paid to the vendor after reducing.


In simulation, we can see the credit memo detail and Vendor payment detail (reduced amount)

Account Movements

Purchase Order - 100Nos x Price 10Goods Receipt - 70 NosInvoice receipt - 100Nos x Price 12 + 10% Tax = 1200 + 120 =1320

At Goods Receipt At Invoice Verification Credit memoStock Account +700 +140 GR/IR clearing Account -700 +700 Vendor Account -1320 +396Input Tax +120 -36Clearing account for Invoice reduction +360 -360

At Invoice verification,Vendor account – 1320, GR/IR clearing – 700, the difference = 1320-700 =620Out of 620,

Clearing account = 30Nos x 12 = 360Input tax = 10% of 1200 = 120So the amount will go to stock account = 620 – (360+120) = 140

• As the invoice is accepted, the GR/IR clearing account will be cleared and the balance amount (140) will go to Stock account

• After posting the invoice reduction, we CAN NOT see the higher amount invoiced by the Vendor in PO History. It will show the actual amount paid to the Vendor after the invoice reduction

• 2 accounting documents are generated One for Invoice and the other for Credit memo

VARIANCE WITHOUT REFERENCE TO AN ITEM

The options are1. Total based Invoice reduction2. Total based acceptance3. Vendor specific tolerances


1. TOTAL BASED INVOICE REDUCTION

In this type of invoice verification, 2 accounting documents are generated1. Suggested Quantity and Value2. Credit memo for difference quantity and Value (Offsetting entry)

It is not reducing the invoice, but posting a credit memo for the differenceIn customizing, we can allocate each Vendor to a tolerance group of LIV. For each tolerance group, set the limits up to which invoices can be automatically reduced without reference to a particular item. All these settings are at company code level.(Vendor specific tolerance –Automatic invoice reduction – case 3 explained earlier)

2. TOTAL BASED ACCEPTANCE

In this case, system accept a difference (positive or Negative) between the item total it expects and it posts the difference to a”Non operating expense or revenue” account.

In customizing, we can set this tolerance limits at Company code level.(Vendor specific tolerance limits – Automatic acceptance of Negative differences, Automatic acceptance of Positive differences- explained in case 1 & 2 explained earlier)

3. VENDOR SPECIFIC TOLERANCE LIMITS

EXPECTED INVOICE VALUE

SETTINGS FOR SMALL DIFFERENCES

INVOICE INVOICECANNOT BE CANNOT BEPOSTED POSTED

SETTING FOR SETTING FOR NEGATIVE POSITIVE TOLERANCE TOLERANCES


( - ) ( + )

-

SETTING FOR INVOICE REDUCTION

MANUAL ACCEPTANCE

• We can accept the differences manually only, if the invoice is verified in the background and containing errors

• Accept the difference on header data and reprocess the invoice• While posting these invoices system will post the difference amount to the same

account.

INVOICE VERIFICATION OF CONSUMPTION MATERIALS

• These invoices will not have any GR/IR clearing account as there is not any GR

INVOICES of PO WITH ACCOUNT ASSIGNMENTThe topics are

1. Enter invoice for Pos with account assignment2. Posting Logic for invoices for Pos with Account assignment3. Invoice posting for Blanket Pos

1. Invoices for Pos with Account Assignment• While posting the invoice, system proposes the individual current account

assignment as per the PO• In case of multiple account assignment, and partial invoice, the system will

distribute- on a progressive fill-up basis- Proportionately


• Account assignment categories are – Asset (A), Cost Centre (K), Sales Order (C), Order (F), etc.

• Account assignment category is fixed in PO per item which is having the control of a) you can post a GR b) you can post an invoice. The controls are fixed in Customizing

• The account assignment fixed in PO can be changed in cases (a) Defined (changes) in customizing (b) Non-valuated GRs are defined in PO

• The account assignment categories are available in SPRO at Purchasing > Account assignment > Maintain account assignment category

• The detailed settings for each account assignment categories arei. Changeability of account assignment

ii. IR changeableiii. Define account assignmentiv. Delivery cost separatev. Goods receipt

vi. GR non-valuatedvii. Invoice receipt

viii. GR indicator bidingix. GR non-valuated bidingx. IR indicator biding


Account movements for Pos with account assignmentPO - 100Nos x Price 10GR - 50NosIR - 50Nos x Price 11

CASE -1 - VALUATED GR At GR At IVConsumption Account +500 +50GR/IR clearing Account -500 +500Vendor Account -550

CASE -2 - NON-VALUATED GR At GR At IVConsumption Account +550GR/IR clearing Account Vendor Account -550

If the valuated GR defined in PO, the price difference is posted to the Consumption account

INVOICE VERIFICATION OF BLANKET PURCHASE ORDERS

• It will directly post the invoice for the material / service• System will check the Value & Quantity along with the Validity period at the time

of Invoice verification• If it crosses the limits, system will block the invoice• We can enter an invoice for Blanket PO with many account assignments and

relevant amounts

DELIVRY COSTS

• Planned and unplanned delivery costs• Planned delivery costs are entered at item level of the PO• Unplanned delivery costs are entered during Invoice verification

o Planned delivery Costs

Freight Customs

Fixed amount % of Value


Quantity dependent

• In account movements, Freight clearing account and Customs clearing account at GR. At Invoice verification, these clearing accounts are cleared

• If there is any difference in these planned delivery costs at Invoice verification, system will treat it as a normal price/ quantity variance and postings will be accordingly.

• Unplanned delivery costs

• As per the settings in Customizing, the unplanned delivery costs can be (1) Distributed to invoice items (2) Posting to a separate G/L account

• If it is distributed to items, it WILL NOT list them separately in PO History, will be included in the invoice amount

• If it is posted to a separate G/L account, they also WILL NOT appear in PO History

• Unplanned delivery costs are posted to item in PROPORTION to the total value in the current invoice

• We can post an invoice of unplanned delivery costs alone for an invoice already posted. It will be treated as a Debit memo.

• If the unplanned delivery costs are distributed among PO items, the offsetting entry (in case of Price difference) is post to the respective stock account or a price difference account as per the price control for that material

• The setting made at customizing for unplanned delivery costs are at COMPANY CODE level

• We CAN NOT have an unplanned delivery cost option for a Planned delivery cost with distribute the value among the items in MIRO transaction.

• To tackle the situation of unplanned delivery cost of a planned delivery cost in MIRO, got to the item level populated value, edit there itself and put the total at header level. Another option is to activate direct posating to G/L accounts. So it is suggested to enter the planned delivery cost accurately to the extent possible way.

SUBSEQUENT DEBITS/ CREDITS

• This option is used for the changes due to TOTAL invoice value (NOT QUANTITY)

• These postings are done AFTER a posting of an invoice• When you enter to subsequent debit/ credit system suggests full quantity, but

NO value• Subsequent debit/ Credits are flagged in PO History• Account movements in subsequent credit/ debit are stock account and Vendor

account• Case1 – If GR is posted


System makes the offsetting entry to stock account or price difference account depending on the price control of the material and the stock position

• Case 2 – If GR is NOT postedSystem posts the offsetting entry to GR/IR clearing account. When the GR is posted and this GR/IR clearing account will be cleared and posted to stock or Price difference account as per the price control of the material and stock position

• In subsequent debit/ credit, there is no material movemento We can enter a subsequent debit/ credit memo for a PO item only if an invoice

has been already posted

CREDIT MEMO/ REVERSALS

Credit Memo – received from Vendor if we are overcharged• It can be entered with respect to a PO• It should be posted as subsequent Credit/ debit• The value only will change/ reduce• Account movements are SAME as that of an invoice• (+) and (-) signs are available for posting the value

Reversing Invoice – Transaction code – MR8M• When you reverse an invoice, all the items in the invoice document will be reversed• We can reverse a PART of an invoice ONLY by entering a CREDIT MEMO

manually.• When we reverse a Credit memo, system creates an Invoice• We CAN NOT reverse a reversed document

Calculation of GR/IR account

=Quantity X ( Clearing Value (Total) - GR Value (1st)) (Invoice quantity - GR Quantity)

INVOICE VERIFICATION IN BACKGROUND – Transaction code – MIRA

• Used for larger invoice with hundreds of line items• Enter the general data like Gross value, Taxes, Payment terms, etc• DO NOT enter item-wise details.• Save in an invoice document (without any item)


• By the settlement program (RMBABG00) by system administrator in the background, creates the items for this invoice document. Based on quantity and value, R/3 system checks(if the total of the items and amounts already saved results in a ZERO balance) and system posts the invoice.

• Main Disadvantage is we can have cases of price differences cancel each other without being noticed

• If the invoice is processed in background and given status as “errors” are to be cleared manually only

• The invoices processed by MIRA will appear in parked invoice till the settlement program runs

EVALUATED RECEIPT SETTLEMENT (ERS) Transaction Code - MRRS

• GRs are settled directly without the vendor invoice• The system uses the information of PO and GR• ERS to be defined in Material Master• Vendor Master data and Info record should have the selection of ERS• GR based IV should be there in PO• We CANNOT use ERS for settling Delivery costs• Tax code should be SAME in PO and info record• Customizing setting for ERS for the company code mandatory

INVOICING PLAN2 types of Invoicing plans are used

1. Periodic2. Partial

1. PERIODIC INVOICING PLAN• Generally used for automatic settlement of invoices which is periodic in nature• Recurrent procurement transactions• Examples are Rentals, lease amounts which are fixed in nature• TOTAL VALUE of the PO item is invoiced on EACH due date. These due dates

can be suggested by R/3 system as per your plan• Invoicing plan types are defined in customizing and is assigned to the PO item,

while creating a PO• Vendor should have the ERS tick if you want to work with ERS

2. PARTIAL INVOICING PALN• Invoicing in different stages• Example is % invoicing in a construction project


• In this type the total value of the item is SPREAD among the individual due dates as per the invoicing Plan

• ONLY a PART of the total item is due on a payable date• The total value of the total items is SPLIT on the dates and the values are specified

in Invoicing Plan

PRE-REQUISITES for INVOICING PLANS1. Account assignment for the item2. No GR or Non-valuated GR3. Document type – FO for the Purchase Order4. Validity period should be entered in PO5. Invoicing Plan settings are to be defined in customizing6. For ERS, settings of ERS

CUSTOMIZING FOR INVOICING PLANS1. Invoicing Plan type for Periodic and Partial2. Maintain Date IDs3. Define and maintain Date category4. Maintain date proposal for the Invoicing Plan type5. Define rules for Date determination6. Define Invoice blocks

Periodic Partial1. Validity period 1. Starting date2. Periodicity of Invoicing date 2. Reference invoicing Plan number3. Maintenance 3. Maintenance

RELEASE OF BLOCKED INVOICES – Transaction Code – MRBR

• Invoices can be released manual and automatic• While releasing a blocked invoice, we can change the baseline date for the payment• Basic invoice blocking reasons are Q- Quantity, D- date, P- Price, T – Quality• Automatic release of blocked invoice done in background by running the program

RM08RELEASE• Procedure of manual release

1. Select that particular invoice in MRBR transaction2. Keep the cursor on the reason (X) and click on the flag icon for

deleing that particular blocking reason. Then it will change to green in color

3. Click on ‘Save change” icon. The invoice blocking is removed. The particular invoice will disappear from the list


GR/IR ACCOUNT MAINTENANCE

The GR/IR clearing account is cleared only if the invoiced quantity and delivered quantity are equal.If it is NOT equal the system expects invoice/ material. And if the material is not coming, we have to clear this account manually.List of GR/IR balances are available in transaction code – MB5S

GENERAL CUSTOMIZING SETTINGS OF INVOICE VERIFICATION

1. MessagesPath – LIV > Define attributes of system messagesWarning & error messagesUser defined messages

2. Automatic PostingsOBYC transaction and Group – RMK for MM accounts

3. Document type & Number ranges Path – LIV > Incoming Invoice > Number assignment

There are 2 types of transactions1. Manual Invoice entry – RD2. Automatic by ERS/ EDI/ reversal – RS

Accounting Document types1. Gross Posting – RE2. Net Posting – RN

Number ranges are defined per document type and for a fiscal year


4. Taxes & Currencies Path – Fin. Accounting > FA Global setting > Taxes in sale & Purchase > Basic settings

1. Tax code – For each company code2. Set unplanned delivery cost distribution3. Set postings of exchange rate differences

5. PO Text types – general messages

6. ITEM LIST VARIANTS

7. Duplicate Invoice checkIf we have selected duplicate invoice check in Vendor master record and while entering the invoice, there is an entry in the field ‘REFERENCE”, by which R/3 system always checks for an invoice entry already made for this vendor with same data. The data checked by the system are :

1. Company Code2. Vendor3. reference4. Document date5. Amount and currency

In customizing, we can decide if the system has to take care of Company code/ the reference and dates as check criteria


8. Invoice Blocks9. Message determination in LIV (standard condition technique)

10 GENERAL INFORMATIONS on LIV

• Most of the data related to LIV are stored in Tables – EKBE, RBKP & RSEG• Data for LIV are

1. Master data – Material master, Vendor Master & Accounting data of G/l Account

2. Transactional data – Purchasing documents, Material document & Accounting documents

• If you post an invoice without checking the invoice items, variances in individual documents can cancel each other without your notice

• Invoice can be posted directly to a G/L account OR material account by activating direct posting to G/l account and Material account in Customizing

• If Vendor is NOT CREATED, system will post the amount to ONE TIME VENDOR Account

• Automatic settlements facility is available for1. Consignment & Pipeline2. ERS3. Invoicing Plan4. Revaluation

-

• ALLOCATION FEATURE in Invoice verification (MIRO) ALLOCATION TO MORE CRITERIA TYPE OF INVOICE ITEMS

1Purchase Order/ Sch. Agreement 1Multiple allocation 1Goods & Services Only

2Planned Delivery costs only

3Goods &services + Planned delivery costs

2Delivery Note (GR based IV) 1Multiple allocation 1Goods & Services Only

2Selection Vendor 3Bill of Lading 1Multiple allocation 1Planned Delivery costs only

2Selection Vendor

4Service Entry Sheet (SES) 1Multiple allocation 1Services Only

5Vendor 1Plants 1Goods & Services Only 2Deliveries 2Planned Delivery costs only

3Returns 3Goods &services + Planned delivery costs

4Time Periods 6Transport Agent 1means of transport 1Services Only


2Partner 3Freight Cost number

-

• Invoice verification of ONE time Vendor – Same as that of LIV but, the system proposes the address data for the invoicing party and OTV button for Vendor data screen area. Collective accounts are set up for One time vendors. These accounts are used for more than 1 vendor so the master record does not contain any vendor specific data. SO the details are to be entered in Purchasing OR Invoice verification.

• The procedure of Invoice verification of ONE TIME Vendor is 1. In the Vendor data of MIRO screen, choose OTV (One Time

Vendor) and enter address, Bank data, etc.2. Enter the relevant invoice data3. Post the invoice

• If you are having 2 types of operations – Domestic and Foreign, you have to have 2 one time vendor master record

• While posting an invoice verification of FREE GOODS, (511) Qty, MAP, total value will be changed/ updated in material master

• If there is different payee, the option to enter this are (1) At the time of Invoice verification (2) AT the time of Payment program run

• Work List is used in the application of (1) enter invoice (2) Park the invoice• GR based IV can be used for invoice against PO and invoice against Delivery note• Automatic amount correction –

When quantity changes occur, you can perform automatic correction of an ITEM AMOUNT using the USER PARAMETER –RBB. For enter invoice and park invoice set the user profile RBB in SAP easy menu in Parameter tab and in value column put 12 Blanks and ‘X’ for the 13th and then save.In easy Menu – Go to SYSTEM > Maintain User Profile, > Set Data, will get parameter Tab

• Invoice reduction – Correcting quantities or Values Tax – We can configure whether we want to take into account tax postings (a) Only in Invoice document (b) Invoice document + Credit memo

• While SIMULATING, following POSTING LINES are NOT DISAPLYED because they are NOT determined while simulating the document

1. Posting for withholding Tax2. Multiple Vendor line items due to SPLIT TERMS of Payment3. Multiple documents due to cross-company code postings

• In simulation we can switchover currencies, if there are more than one currency involved


• Duplicate Invoice Check System checks only FI document created in LIV. ONLY for INVOICESIt will NOT check the Credit memos/ Subsequent Credit or debitChecking will be done in FI document for – Company code, Vendor, Currency, Document date & reference document numberDuplicate invoice check can be fixed for

1. Reference document number2. Company code3. Invoice document date – It will check here for

i. Invoice dateii. Gross amountiii. Currencyiv. Vendor

• You CAN NOT REDUCE the invoice while in PARKING • Invoice verification in background is used for

1. Invoice with mass amount of data for which ITEM CHECK is NOT mandatory

2. Invoicing referring to transactions NOT YET ENTEREDProgram – RMBABG00

• ACCOUNT DETERMINATION in LIV DEPENDS ON 1. Information from entries

a) Vendor accountb) Amount

2. Material Master recorda) Valuation classb) Price controlc) Material accountd) Stock details

3. Posted Documenta) Purchase Order Priceb) GR is posted or not

4. System settingsa) Gross/ Net postingb) G/L account details

• If One invoice refers MORE THAN 1 PO, then the system suggests the TERMS of PAYMENT of the FIRST PO

• If Quality management is active, SAP recommends GR based Invoice verification• Invoice blocks indicators

1. Q – Quantity Variance2. P - Price variance3. D – Scheduled date4. G – Order price quantity variance5. I – Quality6. O – Others (item amount check)


• If an invoice for a Blanket PO is blocked due to DATE variance CANNOT be released automatically.

• If an invoice is blocked (a) Blocking manually at header AND (b) item having block due to variances, the system will display this invoice block as –DUE to VARIANCES

• Planned delivery costs are on ITEM basis• We CAN NOT differentiate between UNPLANNED DISTRIBUTED DELIVERY

COSTS and PRICE VARIANCES at PO HistoryEven system will not display the unplanned delivery cost that posted to a separate G/l account in PO History

• System WILL NOT CHECK the maximum amount of the prices for unplanned delivery cost

• Subsequent Debit/ Credit System records every subsequent credit/ debit in PO historySubsequent credit/ debit are VALUE basis

• Total based Differences – Vendor specific tolerances 1. Total based invoice reductionPosting to Invoice reduction clearing account2. total based acceptancePosting the difference to Expense/ revenue account3. Manual acceptanceas per customizing

• Credit memos can be created using ERS• Planned delivery costs CANNOT be processed with ERS• Program used for ERS – RMMR1MRS• Revaluation – To determine the difference values on the basis of price changes that

retro-actively valid and to create settlement documents for themPre-requisites

1. It should be with respect to a PO/ Sch. Agreement item2. The item should not be deleted or blocked3. GR based IV4. Flagging for revaluation in Vendor Master5. Customization

• PO History – History category of revaluation – NeuB• CHECKS before posting of a CREDIT MEMO

1. Maximum Value – It should be less than earlier invoice value2. Maximum Quantity - It should be less than earlier invoice Quantity3. EQUAL – It will leads to a FULL REVERSAL (It will not create

credit memo)• Advance payments / Down payments (F-58) are NOT updated in PO History• If an item out many item in an invoice is cleared for payment and other items are in

blocked for other reasons, the ITEM-WISE RELEASE is NOT possible• Automatic Payment Program (APP)


Credit Master Basic Parameters Online parameters Invoice document

PROPOSAL RUN

PAYMENT RUN

PRINT RUN

MESSAGE DETERMINATION PROCESS

Message Determination SCHEMA PURCHASE ORDERPO - RMBEFO Vendor - VVVVV

Pur. Orn - XXXX

MESSAGE TYPES

1. New Printout - NEU2. Reminder - MAHN

MESSAGE TPYEACCESS SEQUENCE


1

2

ACCESS SEQUENCE1. Doc Type/ Pur Orgn./ Vendor2. Document type

RECORDS OF MESSAGE TYPES MESSAGE HEADER 1. NO valid record exists Message Type Printer 2. Valid Record exists NEU 1DRUCKLF 123

PRINTER1. Output immediately2. Number of copies -2

CUSTOMIZING of MESSAGES in PURCHASING

1. Texts for messages. – We can maintain any text if required. Separate options for a. Document headerb. Document Itemc. Document Supplementd. Change Textse. Headings

For1. RFQ2. Purchase Order3. Contract4. Scheduling Agreement5. Purchase Organization

2. Forms (Layout sets) for MessagesAdjust forms separately for 1. Purchase Organization2. RFQ3. Purchase Order4. Contract5. Scheduling Agreement Delivery schedule

3. EDI1. Set-up partner profiles

1. Bank – B2. Benefits Provider – BP3. Customer – KU4. Vendor – LI5. Logical system – LS6. Partner type –US


3 4

5

2. Profiles for sending Stocks/ Sales data

4. Output Control1) Condition Tables for RFQ, PO, Outline Agreement/ Sch. Agreement release

Select the Tables1. Purchase Order Type2. Purchase Organization3. Vendor

Condition Tables – General)025 – Document type/ Purchase Organization/ Vendor026 – Document type only027 – Purchase Organization / Vendor EDI987 – Purchase Organization

Variants available for selection of condition tables are:1. Company Code2. Purchase Organization3. Inter company4. Ordering address5. Purchase document type6. Purchase group7. Supplying Plant8. Vendor2) Access Sequence – it is CROSS CLIENTDefine access sequence for RFQ/ PO/ Outline Agreement/ Sch Agreement release Order/ Inbound delivery0001 - Document type/ Purchase Organization/ Vendor (025)Access for inbound delivery should be delivery type3) Message (Output Type) TypeDefine message types for RFQ/ PO/ Outline Agreement/ Sch Agreement release Order/ Inbound delivery.Standard message types are

1. NEU – New PO printout2. AUFB – Dunning Order confirmation3. ERIN – reminder4. MAHN – Dunning

For each message (output type) type,Processing routines like

a. Printb. Faxc. EDId. ALE are to be fixed

For each processing routines, the partner functions likea. Ordering addressb. Vendorc. Delivering Plant, etc are to be assigned


4) Requirement of Output control Keep the tick for make it active

5) Message determination SchemaSchema (Procedure) to be attached for each ofRFQ/ PO/ Outline Agreement/ Sch Agreement release Order/ Inbound delivery

6) Partner roles per message typeDefine partner role for RFQ/ PO/ Outline Agreement/ Sch Agreement release Order/ Inbound delivery

5) Assign output device to Purchasing groupAttach printer/ output device to each purchasing group

6) Field relevant Purchasing document changesDetailed selection of filed names in the documents

11 RELEASE PROCEDURE

Key terms in release procedure1. Release strategy – It controls entire release procedure/ approval process. It contains

release conditions, release codes and release pre-requisites2. Release Condition – It determines which release strategy applies for a situation3. Release Codes – Represents an individual/ Deptt. That must give their approval. It’s

a 2 character key. These release code should be attached to a release object (‘2’ for Purchasing documents)

4. Release pre -requisites – It will tell the system the order in which approval process will take place.

5. Release Status/ Indicator – The code represents the release status of a document

• Release procedure can be WITH and WITHOUT Classification• ONLY PURCHASE REQUISITION is having the facility of release procedure WITH

and WITHOUT classification. All other can have ONLY WITH CLASSIFICATION• Release can be applied to TOTAL items (HEADER LEVEL)and also can be by

ITEM-by-ITEM (ITEM LEVEL). It is determined by the DOCUMENT TYPE• Purchase requisition is the ONLY purchasing document that having the facility of

ITEM LEVEL release strategy. All others are at HEADER LEVEL only• We can cancel a previously affected release and reset the former release status.• A Release strategy can include up to EIGHT Release points • A release condition must be defined as classification characteristic (Eg. Plant/ Gross

Amount). The part of the characteristic definition is a link to a FIELD of the COMMUNICATION STRUCTURE (CEBAN – for PR or CEKKO – for external purchasing documents). The classification characteristic should have the attribute


“Multiple Value” so that you can not only maintain the characteristic value but can enter several values, if necessary

• Group together all characteristic that we wish to use in release strategy for PRs or external purchasing documents in a class. The class must be assigned to class type ‘032’. This release class is assigned to the release object in customizing

• Pre-requisites for release strategy customizing 1. Release class type ‘032’2. Release characteristics (WERKS –Plant, GNETW – Net PO value, etc)

• Process flow of Release Strategy 1. Create/ Edit characteristicsCreate characteristics for the release strategy control objects like Plant/ Total PO Value/ Invoice value, etc. Table –EBAN for PR & CEKKO for purchasing documents

2. Create/ Edit className a class, create it in class type ‘032’In basic data tab, you can enter the validity of this class.In characteristics tab, enter the characteristics created in step 1 along with Data type, Number of character, decimal points, unit of measurement, etc.

3. Set-up Procedure with classification (Do it in a sequence)1. Create release group/ CodeIt’s a 2 digit key and is to be assigned to a release object‘2’.Provide the overall release tickEnter the class created in step2

2. Release codesIn each group/ code, enter the release codes. Workflow is also can be attached here

3. Release IndicatorDefine the release indicator here, like released, under process, blockedChangeability options are available hereYou can assign the % value change against each release indicatorChangeability Indicators available in standard system are:

1. BLANK – Changeable, new release in case of new strategy2. 1 – Cannot be changed3. 2 – Changeable, No new determination of strategy4. 3 – Changeable, New release in case of new strategy5. 4 – Changeable, new release in case of new strategy OR value change

4. Release strategyDifferent strategies are to be created for each release groups/ Codes

1. Release pre-requisite – Select the appropriate check boxes for each strategy

2. Release statuses – Attach the release indicator for each step in each strategy


3. Classification – Enter the specific values for the characteristics created ion step1 for each strategy

4. Release Simulation – Simulate and see for errors by the system


12 PRICING PROCEDURE

Time dependent conditions

• We can specify in customizing via Document type whether time dependent (TD) or Time Independent (TID) conditions can be maintained for Outline Agreements

• Conditions in Purchase Order are Time independent • TD conditions can be maintained for

1. Plant specific2. Purchase Organization specific3. Reference Purchase Organization specific4. Info Record5. Outline agreements6. General conditions

• TD conditions can be limited to a VALIDITY PERIOD• Price/ quantity scaling• We can specify the limits for TD conditions• TD conditions from info record or Outline agreements are accepted as default

values in Pos

Maintaining TD Conditions

Conditions can be maintained using master data menu in purchasing. But SAP does not recommend it. But maintain them in the relevant documents or in the info records

1. Using Master data menu for maintaining TD conditionsa) Master data > Conditions > Pricesb) Master data > Conditions > Discounts/ surcharges

- per Vendor- per Condition group- per material type- per invoicing party

Condition types – Vendor discount – RL01- Group discount – RGRO- Miscellaneous – MAR1- Accounting discount – REST

c) Master data > Conditions > OtherCondition types – GAU2, NAVS and you can create your own here

No Access sequences for supplementary conditions. Eg. Material specific discounts & surcharges


No Separate price determination for PB00. They are found using condition record for the gross price. PB00 is NOT having any access sequence

CONDITION TYPES.

Each condition type is defined with1. Condition class2. Calculation Type3. Condition category4. Access sequence

• Individual conditions are described by condition typesExamples like Gross Price, Freight, etc

• Condition types are defined together with their CONTROL PARAMETERS in customizing.

• Condition types are differentiated broadly by their Condition class and finely by Condition Category

• Condition type stipulates how the R/3 system calculate the condition value• ‘+’ or ‘-‘ sign determination whether a condition is treated as + or –• -ve amounts are Discounts• +ve amounts are Surcharges• Scale basis foe scales depend on condition type. Scale can be on quantity or value• Access Sequence is assigned to a condition type (Not mandatory)• Access sequence is a search strategy that enables you to specify the order in which

condition tables are to be searched for relevant entries for a condition type• In standard SAP R/3 system

No access sequence is attached for Discounts and surcharges (RA00, RA01..) because they DO NOT HAVE ANY SEPARTE VALIDITY PERIODS.They are maintained at the same time as the Gross Price (PB00) and their validity period is always the same as the validity period of Gross Price

• Some of the condition types and its control parameters are;Goss Price – PB00 Condition Class – PricesCalculation type – Quantity dependentCondition Category – Basic PriceAccess Sequence – Gross Price

Freight – FRB1 Condition Class – Discount / SurchargesCalculation type – Fixed amountCondition Category – Delivery CostsAccess Sequence – Not applicable

CASH DICOUNT - SKTOCondition Class – Discount/ Surcharges


Calculation type – %Condition Category – Cash DiscountAccess Sequence – Not applicable

• The CONTROL FUNCTIONS of condition types are1. Condition Class (Price or Discount, etc. )2. Condition Type ( Quantity or Value or % or fixed, etc. )3. Condition Category (Gross or delivery cost, Etc)4. Access Sequence (Gross Price, etc)

• CUSTOMIZING CONDITION TYPES Condition types defines the properties and characteristics of a Pricing elementCondition types are defined in customizingWe should not change the standard condition type available in the standard systemIf a new condition type with a validity period is created, it must have an access sequence assigned to it

• A condition class and a calculation type must be assigned to a Condition type along with a Condition category

• Condition types can be defined as a HEADER CONDITION or ITEM CONDITION or GROUP CONDITION

• Condition amounts/ Values CAN be changed or deleted by change option by manual entry

• A CALCULATION SCHEMS (PRICING PROCEDURE) for supplementary conditions must be assigned to the Condition type for the Gross Price

• Scaling facility and upper & Lower limits are available for condition types• Options in Condition type (General)

1. CONTROL DATA 2. GROUP CONDITION1Condition Class

A Discount/ Surcharge 1Group conditionB Prices 2Group condition routineC Expenses 3Rounding difference comparisonD TaxesE Extra Pay

2Calculation Type 3. CHANGES WHICH CAN BE MADEA PercentageB Fixed amount 1Manual Entries - No LimitationC Quantity A FreeD Gross Weight B Auto entry priorityE Net weight C Manual entry priorityF Volume D No manual entry priority

3Condition CategoryA PackagingB Delivery costC InsuranceD TaxesE Cash Discount


F FreightG Cost

4Rounding RuleCommercial

A Round upB Round down

5Structure conditionA Condition to be duplicatedB Cumulation of condition

6+' or '-' sign


ACCESS SEQUENCE

• It’s a search strategy that enables you to specify the order in which Condition tables are to be searched for relevant entries for a condition type.

• It is assigned to a condition type• The order of access is determined by the order of the condition table in the access

sequence.• The EXLUSIVE INDICATOR determines that the search for further entries in

condition tables is interrupted if an access was successful and a relevant entry was found

• Condition types WITH VALIDITY period SHOULD HAVE an access sequence• We CAN NOT assign an access sequence to a HEADER CONDITION

EXCLUSION OF CONDITIONS

Define Condition Exclusion

In this step, you define the condition exclusion process.If several condition records are valid in the price determination process, you must define rules stipulating which conditions are selected and which are disregarded. To do this, use the condition exclusion mechanism.The exclusion of condition records is controlled via exclusion groups. An exclusion group is a list of condition types that are compared with each other during the price determination process. The result may be the exclusion of a whole group of conditions or the exclusion of individual conditions within a group.The result of the price determination process can thus be influenced with regard to a desired criterion (for example, the lowest price) by the exclusion of certain condition types, whereas others are taken into account in this process.

Example


sapevent:DOCU_LINK%5CDS:GLOS.3526C798AFAB52B9E10000009B38F974

sapevent:DOCU_LINK%5CDS:GLOS.3526C79FAFAB52B9E10000009B38F974

You can define a condition exclusion process that determines the most favorable price and excludes less favorable but fundamentally possible pricing results. The lowest price then overrides the condition type priorities that would have been dictated by the access sequence.

In the calculation schema you define the procedure by which selection within or between the condition exclusion groups takes place. The following possibilities are available:

• Selection of the most favorable condition type within a condition exclusion group.

• Selection of the most favorable condition record of a condition type if more valid condition records exist (for example, selection from different condition records of condition type PR00)

• Selection of the most favorable of two condition exclusion groups (in this case, all condition types of the two groups are cumulated and the totals compared with each other)

The tables for the exclusion of conditions are supplied empty. You must therefore work through the following points if you wish to use the condition exclusion facility:

• Define condition exclusion groups

• Assign condition types to condition exclusion groups

• Enter condition exclusion groups in the calculation schema and define a procedure for the determination of the condition types to be excluded.

Activities1. Create a condition exclusion group by entering an alphanumeric key that is max. four characters long, together with a description.2. Assign the condition types to a condition exclusion group. A condition exclusion group can contain any number of condition types.3. Enter the condition exclusion group in the calculation schema that you will be using for price (or cost) determination purposes.4. In the process, note the sequence (consecutive numbers) in which the exclusion groups are to be processed.You can use two exclusion groups for condition exclusion purposes. In this case, you must choose procedure "C", which determines the lowest price between two exclusion groups.

Condition records in Condition Tables

• Conditions are stored in the system in a condition record• Condition tables enables you to vary the key structure of condition records• Key fields of condition tables are (generally)

1. Vendor / Material / Purchase Organization / Info record category2. Vendor / Material / Purchase Organization/ Plant / Info record category3. Vendor / Material / Purchase Organization / Info record category/ Order

Unit


4. Purchase Document / Item / Plant• The entries in Condition tables are Key part or DATA part • Data part contains the number of condition record• Conditions are stored in following tables

1. KONP – Time dependent conditions – Item2. KONH – Header Conditions3. KONM – Quantity scales4. KNOW – Value scales

• We can creates new condition tables. The numbering should be between 501 to 999.• We can select the required filed from “Field catalogue”• We can include the fields of Communication structures like – KOMK, KOMP &

KOMG

PRICING PROCEDURE (Calculation SCHEMA)

• It is the frame work for determining the purchase or valuation price, which groups together all the condition types that are relevant to this particular process

• The Pricing procedure defines 1. Permissible condition types2. Condition type for which conditions are to be adopted automatically

(Manual indicator)3. Condition types for which the Net price calculation is applied (Statistical

Indicator)4. Order in which the condition types are taken into account in the calculation

of Net or effective price5. Condition types for which subtotals are calculated6. Requirements that must be satisfied before a certain condition type is taken

in to account• Sequence of conditions • The step numbers of the condition type in the pricing procedure determines the

sequence in which condition types are to be taken in to account in the calculation of net or effective price.

• This sequence CAN NOT be changed in the document, even if Condition types are entered manually

• Condition type assigned to the same step in the procedure are sorted by means of a counter

• With these condition types, the order of manual entry decides the point at which the condition type is taken in to account in the procedure for effective price

• You can limit the value of condition by fixing the lower and upper limits of a particular condition in customizing (Define Limits)

• If any condition in the schema is not having an access sequence, then the manual tick is a mandatory requirement. If we are not giving the manual tick, this condition type will automatically populated in your document


SCHEMA DETERMINATION

• The system will pick-up the pricing procedure as per the settings made in customizing for schema determination.

• Schema Purchasing Organization, Schema group vendor (Attached in Vendor master) and the assignment of pricing procedure for this combination

• The schema group of Stock transport order depends on o Purchasing Organizationo Document typeo Supplying Plant

• Schema assignment for the calculation of MARKET price in Vendor evaluation depends on Purchase Organization

• The pricing procedure for external service management depends on the DOCUMENT TYPE

• A uniform pricing procedure per document type

INFO RECORD and ORDER PRICE HISTORY

• Info record can be created manually or auto thru documents• If Info record is created manually, the GROSS PRICE and supplementary

conditions (Discounts & Surcharges) CAN BE maintained for a certain validity period

• If an info record is generated from a Contract, the gross price and supplementary conditions are adopted in the info record

• If an info record is generated from a PO or Scheduling Agreement, the conditions ARE NOT ADOPTED in to the info record. But adopted to ORDER PRICE HISTORY

• If an info record conditions exists and valid, they are suggested when a new PO is created

• R/3 system uses the PO History data, if the valid info record is NOT available• In info record list, displays a distinction is made between

Info record conditions – Head word “CONDITION”The conditions in Last PO – Head word “Purchase Order”

HEADER, GROUP & ITEM CONDITIONS

• Item Condition – Conditions relating to a single item of document• Header condition - % or Fixed amount – Conditions applicable to all the items in

the document• No automatic price determination process carried out for Hearse condition. So

there is No access sequence for header conditions• Group condition – is a condition relating to several items of a document.


• The condition values (price/ Order quantity/ Weight/ Volume) of the relevant items are added and the total used as the condition basis

• Assigning of condition type to header or group condition is defined in customizing of condition type

• If a header condition is Fixed amount, the value will be distributed to all the items proportionately

• If the header condition is in %, the value will be distributed to all the items by the same %

• The group condition value will be proportionately distributed to all items in the document

• The scale value of group conditions are applicable to the basis of cumulated item values

Logistics Information System

You can create a filed catalog in MC18 and pull it during MC21 or directly MC21There will be 2 different application areas in MM02 for PURCHIS and 03 for INVCO

Path in Easy Menu – Tools > ABAP workbench > Development > Work flow > Reporting > Workflow information system > Environment > info structures (MC 21/22/23) & Updating (MC24/25/26)

1. Create Info structure – MC21Initial screen

The info structure number should be in between S500 to S999Attributes taken as standard and planning possible selected

Next screen


See the status as not saveda) Now we have to select the characteristics and key figures of characteristics 3 Characteristics selected – Plant, Vendor & materialb) Now we have to select key figures for these characteristics 1 Key figure total valuated stock selected


c) Save the Info structure (save as a local object)d) Check the info structure – See that there should not be any error messagee) Now generate the info structure by clicking the icon – See that there should not be any error messagef) Save the info structure

2. Create Update the Info structure – MC24Initial screen

Now we have to mention rules for key figures & characteristicsa) Rules for key figuresClicking on rules for key figures, a pop-up comes. You can click on suggest rules so that system will suggest the entries or you can enter directly


Select copyb) Rules for characteristicsSystem automatically suggests the table name & filed names

Copy it


c) Generate – Click on generate icon. See that there should not be any error message

d) Update – Click on update iconSystem will show all info structures.

Select the respective one and look for details

In the pop-up enter the parameters for updation

Now save the updationAgain generate and check for any errors. Save and go back

Now the info structure is ready. You can view it through transaction code – MCSK for inventory) and MCSJ for Purchasing


Select MCSK in our case, system will call the above info structure and field will be populated as per your requirement

Early Warning System

1. Create an exception in MC/1 transactionSelect an area and give a Name. The structure Name should be SXXX (below200)Choose characteristicsChoose Key figuresGive the requirements for early warningGive the detail of follow-on processing – Mail ID , etcSelect each characteristic and give the Value (Plant – 0001, etc)

2. Create the exception through a transaction- System will send a message as per the configuration
