aco mm tbp 04 purchasing master data-v4

ACO_MM_TBP_04_Purchasing Master Data-

To Be Process

Purchasing Master Data

TBMM04 - Purchasing Master Data-V3

Table of content

21Document updates and validations

32Scope

32.1Process scope description

32.2Application architecture (global)

32.3Cross references

43Process

43.1Core model - process flow and description

43.2Country or customer specific - process flow and description

54Business Rules

54.1Core model Business rules

54.2Country or customer specific Business Rules

55Key elements of system implementation

55.1Core model Key elements of system implementation

55.1.1Info-record

135.1.2Source-list

155.1.3Quota Arrangement

185.1.4Main SAP Transactions

205.2Country or customer specific Key elements of system implementation

206Organizational roles and impacts

207Application specific development requirements

208Key volume & performance indicators

209Added value for the Business and economical considerations

1 Document updates and validations

Updates

DateVersionAuthorComment

07/03/02v0C. HemeryDocument creation

16/08/02V1C. HemeryDocument modification : V2 adaptation with centralization of strategic master data management

07/11/2002V2F.ZakariaDocument modification

17/02/2003V3F.ZakariaDocument modification

08/10/2003V4F.ZakariaAddition of condition GRWR

Validations

DateVersionValidation Resp.Comment

2 Scope

2.1 Process scope description

This document describes the maintenance and the use of purchasing master data.

It deals with the following Master Data:

Standard, sub-contracting and consignment info-records

Source-lists

Quota Arrangement

These Purchasing Master Data are related to strategic, external and/or group vendors.

2.2 Application architecture (global)

Not relevant.

SAP is the master system for these data, and they are not sent to WMS systems.

2.3 Cross references

TBMD06Logistic Flow & Master Data Creation

TBMM02Material Master Management

TBMM03Vendor master data

TBMM08Supply Manage Deliveries Requests

TBMM09Purchasing process per material type

TBMM11Purchase process Requisition

TBMM12Purchase process Contract

TBMM13Purchase process Scheduling agreement

TBMM14Purchase process Purchase order

TBMM15Purchase process Sub-contracting

TBMM16Purchase process Third Party

TBMM17Purchase process Inter-company

TBMM18Purchase process Intra-company

TBMM20Purchase process - Consignment

3 Process

3.1 Core model - process flow and description

The following chart illustrates how the Purchasing Master Data are embedded in the global purchasing flow.

Within SG Sekurit design:

The Purchasing Info Records are mandatory for all purchasing deals with external and internal vendors (for stored products).

The Source Lists are mandatory for all purchasing deals with external and internal vendors (for stored products).

The Quota Arrangements are mandatory for all the manufactured glasses (FER1, HLB1), and for the ZHLB. They can be used also for specific flows on other products (STRA, UNBWetc)

These Master Data represent the direct but non-dynamic link between a Material Master and a Vendor in SAP.

SAP system is the master system for purchasing master data. Purchasing departments, both General Warehouse and Logistics, and Centralized cell for Master data maintenance have access to the purchasing master record.

3.2 Country or customer specific - process flow and description

Not relevant

4 Business Rules

4.1 Core model Business rules

Purchasing master data are very important for MRP calculations, which would be difficult to analyze without good purchasing master data.

It is also important to complete the data to facilitate further treatment linked documents and Import INTRASTAT records and declarations.

The detailed procedure for the creation of the Purchasing Master Data is defined in the To-Be-Process TBMD06 Logistic Flow & Master Data Creation

4.2 Country or customer specific Business Rules

Not relevant.

5 Key elements of system implementation

5.1 Core model Key elements of system implementation

5.1.1 Info-record

There are two different types of data which are stored separately, corresponding to the level of information:

General data which are client relevant. Such as reminding times, vendor contacts

Purchasing data which are relevant either for the Purchasing Organization (there is one Purchasing Organization per country in SGS Organization) or for the plant depending on the availability of vendor conditions in the country or only for one plant. They include, for example, data on delivery and price. These data are optional to start a purchasing flow.

INITIAL SCREEN

Field CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

EINA-LIFNRVendor number(MandatorySAP code of the Vendor.

EINA-MATNRMaterial number(MandatorySAP code for Materials

EINE-EKORGPurchasing Organization(MandatoryOrganizational unit that negotiates and purchases the general conditions of purchase for several plants

Select one of the Purchasing organization:

EKDE: Deutsch Einkaufsor.

OABE: Org. Achats Belgique

OAFR: Org. Achats France

OAIT: Italia Acquist.Org.

OASP: Org. Compras Espaa OAPO: Org. Comp. Portugal

EINE-WERKSPlant(OptionalUsed to define the info record on a plant specific basis

EINA-INFNRInfo record(MandatorySAP code of the Info-Record.

The system will assign a number automatically

INFO CATEGORY

RM06I-NORMBStandard(Mandatory

(Select one of these 3 categories)

Specifies that the Info-Record is used only in connection with standards purchase orders.

The data from Info-Record are only adopted in standard Purchase Orders

RM06I-LOHNBSub-contracting(Specifies that the Info-Record is used only in connection for subcontracting orders.

The data from Info-Record are only adopted in orders

RM06I-KONSIConsignment(Specifies that the Info-Record is used only in the case of consignment withdrawals

Remark: especially for vendor consignment flows, info-record should be created before any purchasing document, with a correct conditions validity period.

GENERAL DATA


VENDOR DATA

EINA-MAHN1Reminder 1(OptionalNumber of day representing the time intervals at which reminders or urging letters/messages are to be issued to the vendor. The basis for the reminder intervals is the delivery date or deadline for submission of quotations. Reminding levels should be set out in ascending order of time.

They are copied by default from the material master, field Purchasing value key, but can be adjusted manually in order to create some specificity per vendor

EINA-MAHN2Reminder 2(Optional

EINA-MAHN3Reminder 3(Optional

EINA-IDNLFVendor material number(OptionalIt is the vendor internal reference for this purchased product.

EINA-WGLIFVendor material group(OptionalMaterial group classification at the vendors.

Mandatory for strategic products :

S for strategic products (triggers the vendor quotation when receiving goods)

V for glass products (triggers the vendor quotation when receiving goods)

Warning: if the S value is not set for strategic materials, no vendor quotation would be triggered.

EINA-VERKFSalesperson(OptionalSalesperson at your vendor responsible in case of requests (Information only, not copied in purchasing documents). Copied by default from vendor master.

EINA-TELF1Telephone(OptionalVendors telephone number (Information only, not copied in purchasing documents). Copied by default from vendor master.

EINA-RUECKReturn agreementOptionalTwo-character key indicating whether a return agreement has been concluded with the vendor (the system does not evaluate this key)

EINA-KOLIFPrior vendorOptionalYou can negotiate with the prior vendor. If the price determination process is then set up appropriately (customizing for purchasing), the system will apply these conditions in determining the price in purchase orders.

ORIGIN DATA

EINA-URZLACountry of origin(OptionalCopied from Material master. Value used in INTRASTAT documents.

If necessary (if the vendor is an alternative supplier of your material), change the value in info-record.

EINA-REGIORegion of origin(OptionalValue used in INTRASTAT documents. Mandatory only for countries managing different Regions

SUPPLY OPTION

EINA-LIFABAvailable from date(OptionalPeriod in which the vendor can supply the material.

EINA-LIFBIAvailable until(Optional

ORDER UNIT(PURCHASING)

EINA-MEINSOrder unit measure(MandatoryUnit of measure in which the material is ordered. It is copied by default from material master data.

EINA-UMRENEquals

Denominator for conversion

Order UoM

Numerator for conversion

Variable order unit(MandatoryConversion of order unit into base unit.

To convert a quantity, whose unit of measure is not the same as the base unit of measure, into the base unit of measure, the system requires a quotient : Quantity (in alternative unit of measure) = quotient x quantity (in base unit)

EINA-VABMEVariable order unit(OptionalActivation of variable order unit in Purchasing. It is copied by default from material master.

The order unit can also be entered in the source list and in the purchase requisition.

PURCHASING ORGANISATION DATA 1Field CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

CONTROL

EINE-APLFZPlanned delivery time (in days)(MandatoryNumber of calendar days needed to obtain the material if it is procured externally. The planned delivery time is needed for planning material requirements and for scheduling.

It is copied by default from material master, but can be adjusted manually in order to create some specificity per vendors

EINE-EKGRPPurchasing group(MandatoryKey for a buyer or a group of buyers, who is/are responsible for certain purchasing activities.

EINE-UNTTOUnder-delivery tolerance(OptionalPercentage up to which an under-delivery of this item will be accepted.

It is copied by default from material master, but can be adjusted manually in order to create some specificity per vendors.

EINE-UEBTOOver-delivery tolerance(OptionalPercentage up to which an over-delivery of this item will be accepted.


EINE-UEBTKUnlimited over-delivery delivery allowed flag(OptionalIndicator that specifies whether unlimited over-delivery can be accepted.


EINE-KZABSAcknowledgement required flag(OptionalDetermines whether the purchasing document (Purchase order, outline agreement ) is to be acknowledged by the vendor.

It is copied by default from the vendor master.

EINE-NORBMStandard quantity(MandatoryQuantity (at least 1) of the material that is normally ordered from this vendor. The standard purchase order quantity serves as a basis for :

Computing the effective prices in vendor evaluation

Determining the price if a price / quantity scale applies.

EINE-MINBMMinimum quantity(OptionalSmallest quantity of the material that can be ordered.

EINE-BSTAEConfirmation control keyOptionalKey that determines which confirmation categories are expected for a PO item.

Confirmation required 5 days after the PO creation, if confirmation is required from the vendor (sometimes used for new products or strategic products).

EINE-WEBREGoods receipt based invoice verification flag(OptionalIndicator specifying that provision has been made for GR-based invoice verification for a purchase order item or invoice item. To be flagged.

It is copied from Vendor Master Data.

EINE-MWSKZTax code(OptionalThe tax code represents a tax category which must be taken into consideration when making a tax return to the tax authorities. Tax codes are unique per country. The tax rate calculation rules and further features are stored in a table for each tax code.

(Mandatory when ERS)

EINE-EXPRFExport / Import procedure(OptionalFor business transactions within the European Community (EC), the export/import procedure code is part of the information that you submit in monthly reports to Intrastat and is of statistical interest only.Values to be used are defined per country.

EINE-BSTMAMaximum quantity(OptionalMaximum order quantity

EINE-RDPRFRounding profile(OptionalKey that the system uses to adjust the order proposal quantity to deliverable units.

Copied from material master.

EINE-NETPRNet price(MandatoryNet price = actual purchase price : this will create condition records for the information. During purchase order creation the system will determine the purchase item price based on these conditions.

You can enter the price in two ways :

Enter the net price per unit (including normal discounts and surcharges)

Enter the gross price (PB00) and maintain the pricing conditions (see below Conditions)

EINE-EFFPREffective priceDisplayEnd price after taking all conditions into account.

EINE-INCO1Incoterms-Code(OptionalThis field should normally be left blank (Incoterms are transferred into the purchasing document header from the vendor master). It only has to be maintained if they are different to those in the Vendor Master. In this case the Incoterms are transferred into the purchasing document item.

EINE-INCO2Incoterms-Text(Optional

PURCHASING ORGANISATION DATA 2Field CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

REFERENCES

EINE-ANGNRQuotationOptionalReference of the vendors quotation (Information only).

EINE-ANGDTQuotation from dateOptionalDate of vendor's quotation, on the basis of which the purchasing info record was created (Information only).

PRICING CONDITIONSField CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

VALIDITY

RV13A-DATABValid from(MandatoryDefaulted from the current date

RV13A-DATBIValid to(MandatoryDefaulted to 31.12.9999

CONDITION SUPPLEMENTS

KONP-KSCHLCondition type(OptionalThe condition type indicates, for example, whether, during pricing, the system applies a price, a discount, a surcharge, or other pricing elements, such as freight costs and sales taxes. For each of these pricing elements, there is a condition type defined in the system.

The standard pricing condition PB00 contains the gross price.

NB: For Vendors par of the Europeen Community, the condition GRWR has to be added

KONP-KBETRRate(OptionalRate that determines how the system calculate pricing using this condition

KONP-KONWAUnit (Currency key)(The unit determines whether the condition for a material is based on a percentage or on a amount in a particular currency

KONP-KPEINBy (or Price unit)(The quantity on which the amount or percentage is based. The quantity based on sales units.

KONP-KMEINUnit of Measure

Default indicator(Quantity units to which the condition rate refers.

Scales(OptionalScales are only relevant when the price (or other conditions) depend on the purchased quantity.

TEXT OVERVIEWField CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

RM06I-LTEX1Purchase order textOptionalDefaulted from the material master, but can be adjusted manually in order to create some specificity per vendors

RM06I-LTEX1Info record noteOptionalOptional text, copied to purchase document.

5.1.2 Source-list

Source lists are used to optimize selection of both internal and external vendors for materials when creating purchasing documents, taking into account existing agreements (formal contracts, scheduling agreements or purchase info-records).

INITIAL SCREENField CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

EORD-MATNRMaterial number(MandatorySAP Code of the material

EORD-WERKSPlant(MandatoryPlant that receives the ordered goods

OVERVIEW SCREEN


EORD-VDATUValid from date(MandatoryPeriod on which the source list record is valid.

EORD-BDATUValid to date(Mandatory

EORD-LIFNRVendor(MandatoryVendor code to whom goods are purchased.

Has to be fulfilled when a Purchase Info Record is to be the valid source.

EORD-EKORGPurchasing Organisation(MandatoryOrganisational unit that negotiates the general conditions of purchase for several plants.

EORD-RESWKProcurement Plant(OptionalPlant code from which goods are purchased:

In Inter-company purchases a Vendor n is assigned to this plant.

In Intra-company purchases no Vendor n is assigned to this plant anyway.

EORD-EBELNAgreement number(OptionalNumber of the outline agreement (Contracts and Scheduling agreements) : long-term arrangement between a purchasing organisation and a vendor concerning the supply of materials.

Has to be fulfilled when an outline agreement is to be the valid source.

EORD-EBELPAgreement item number(OptionalNumber that uniquely identifies an item within an outline agreement (linked to the agreement number).

Has to be fulfilled when an outline agreement is to be the valid source.

RM06W-FESKZFixed source of supply flag(OptionalIndicator specifying that the source is the preferred procurement option within the specified period.

In the source determination process with regard to a purchase requisition or purchase order, the preferred source is proposed first.

Set in SGS

EORD-NOTKZ

Blocked source of supply flag(OptionalIndicator specifying whether the source of supply is blocked for ordering purposes:

In the source determination process, in the purchase requisition or purchase order, a blocked source will not be suggested.

The issue of purchase orders to blocked sources is not allowed.

EORD-AUTETUsage in MRP(OptionalKey that determines how this source of supply is used in material requirements planning (MRP).

The following are valid entries for this field:

"1" Purchase requisitions generated within the framework of material requirements planning are automatically assigned to this source (Default at SGS, except for scheduling agreements).

"2" - If the source of supply is a scheduling agreement, MRP can create a delivery schedule with respect to a requirement.

Blank - The source of supply is not taken into account by material requirements planning.

EORD-SOBKZSpecial stock indicator(OptionalIndicator specifying the special stock type (Stocks of materials that have to be managed separately for reasons of ownership or factors involving the location at which they are kept).

If certain stock (for example, consignment stock) of a material needs to be managed separately, the stock type in question is identified with this indicator.

5.1.3 Quota Arrangement

Quota arrangements aid in the process of sourcing administration and enable the user to manage material and service requirement more efficiently.

They could be used to manage:

the procurement quotas between several external and / or internal vendors for a specific product

the production quotas between several production versions within a same plant

INITIAL SCREEN:


EQUK-MATNRMaterial number(MandatorySAP Code of the material

EQUK-WERKSPlant(MandatoryPlant that receives the ordered goods

OVERVIEW OF QUOTA ARRANGEMENT PERIOD:


EQUK-VDATUValid from(DisplayThe quota arrangement is valid from this date. The system set the date automatically

EQUK-BDATUValid to(MandatoryThe quota arrangement is valid until this date

EQUK-SCMNGMinimum Quantity Splitting(OptionalSpecifies for the splitting quota the minimum quantity that a lot must have in order to be apportioned among several sources of supply in the planning run.

This function is used carried out via a requirement planning run

OVERVIEW OF QUOTA ARRANGEMENT ITEM


EQUP-BESKZProcurement type-(MandatoryIndicator specifying the type of procurement (In-house, External)

RM06Q-SOBINSpecial procurement type(OptionalIndicator specifying which special procurement type is to be applied.

If the procurement type is internal, the value is always E for in-house production.

In other case (the procurement type is external), select one among of:

blank for standard processing with suppliers

K for Consignment

L for Subcontracting

U for Stock transfer

EQUP-LIFNRVendor(OptionalWith the vendor number, information from the vendor master data is copied into a purchasing document.

The vendor number can be used to keep track of requests for quotation, purchase orders and outline purchase agreements.

This field is only used for purchasing lines

EQUP-QUOTEQuota(OptionalNumber specifying which portion of a requirement is to be procured from a given source of supply.

EQUP-MAXMGMaximum quantity(OptionalWith the maximum quantity, a limit on the quota allocated quantity for a source of supply. If this limit has been reached or exceeded, a quota item is no longer suggested as source of supply.

There are as many lines in the quota arrangement as there are procurement type for the material ( that the procurement type is internal or external).After the quota arrangement has been saved a quota rating will be calculated for each source of supply/production. The sources with the lowest rating will be selected for procurement before the sources with higher ratings

The calculation is as follows: quota rating = base quantity + allocated quantity/ quota .Base quantity is the quantity used to control the quota arrangement when new sources of supply are included

Allocated quantity is the total quantity from all purchase requisitions, purchase orders, release orders, and scheduling agreement schedules allocated to a given source of supply (determined by system)

Quota is a number specifying which portion of a total requirement should be obtained from a certain source.

Once the quota arrangement has been saved, it can be easily maintained and revised.

For example, it may be necessary to add a new vendor to an existing relationship. In this instance the base quantity field is often utilised because it enables the user to manipulate the new vendor's quota rating. This is especially useful when large amounts of materials have already been allocated to existing vendors in the quota arrangement, which in turn often creates large deviations between the existing quota ratings in comparison to the quota rating of the recently added vendor.

5.1.4 Main SAP Transactions

In order to create, maintain or display the Purchasing Master Data, the main transactions in SAP are the followings:

Create Info-Record:

Use menu path:

Logistics

Material Management

Purchasing

Master Data

Info Record

Create

Or use the transaction code ME11

Change Info Record:

Use menu path:

Logistics

Materials Management

Purchasing

Master Data

Info Record

Change

Or use the transaction ME12 Display Info Record:

Use menu path:

Loistics

Material Management

Purchasing

Master Data

Info Record

Display

Or use the transaction ME13 Maintain Source List:

Use menu path:

Logistics


Purchasing

Master Data

Source List

Maintain

Or use the transaction code ME01

Changes Source List:

Use menu path:

Logistics


Purchasing

Master Data

Source List

Changes

Or use the transaction code ME02 Display Source List

Use menu path:

Logistics


Purchasing

Master Data

Source List

Display

Or use the transaction code ME03 Maintain Quota Arrangement:

Use menu path:

Logistics


Purchasing

Master Data

Quota Arrangement

Maintain

Or use transaction code MEQ1

Change Quota Arrangement

Use menu path:

Logistics


Purchasing

Master Data

Quota Arrangement

Changes

Or use the transaction code MEQ2

Display Quota Arrangement

Use menu path:

Logistics


Purchasing

Master Data

Quota Arrangement

Display

Or use the transaction code MEQ35.2 Country or customer specific Key elements of system implementation

Not relevant 6 Organizational roles and impacts

As the detailed procedure for the creation of the Purchasing Master Data is defined in the To-Be-Process TBMD06 Logistic Flow & Master Data Creation, the organizational impacts will be also detailed in this document.

7 Application specific development requirements

Reports were developed, to make material master checking and extractions easier in case of creation or modification.

Queries were created:

User groups

SGS_MD_USER

Query FICHE_INFO_ACH

Application area Global area (cross-client)

Query SOURCE_LISTFormation guide: Queries_Controlling

8 Key volume & performance indicators

Not relevant 9 Added value for the Business and economical considerations

Not relevant

2012/08/05 - 10:08

aco mm tbp 04 purchasing master data-v4

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