procurement of trading materials (new)

MM – Procurement of Trading Material

Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field


C Conditional field


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Contents

Sl No Description Page No

1 Purpose 4

2 Prerequisites 4

3 Creating Purchase Requisition 4

4 Request for Quotation 6

4.1 Message Output: RFQ 11

4.2 Maintaining Quotation 12

4.3 Price Comparison 15

5 Purchase Order 17

6 Message Output: PO 20

7 Goods Receipt for Purchase Order 21

8 Logistics Invoice Verification 23

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Procurement of Trading Material

1. PurposeIn Indian scenario apart from own production and sales activities, lots of trading activities also take place. To fulfill that requirement in this Best Practices, we have taken up this scenario. For such trading scenario there will not be any Excise Duty related entries and also there will not be any Excise registers.

2. Prerequisites The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.

Material Master record

1000005

Vendor Master record

o 1000

3. Creating Purchase Requisition

UseA Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required.

This transaction is optional for the process.

Procedure1. Access the transaction by choosing one of the following navigation options:

SAP R/3 menu Logistics Materials Management Purchasing Purchase Requisition Create

Transaction code ME51N

2. On the Create Purchase Requisition screen, make the following entries:

Field name Description R/O/C User action and values Comment

Shopping cart symbol

Document Type R System defaults in Standard Purchase Requisition. Use pull down to change if necessary

Purchase requisition

Number that uniquely identifies a requisition

O Leave blank. Number assigned by system.

Source Flag that determines O

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determi-nation

whether automatic sourcing of materials from a vendor is to be used

Choose on Item Over view Icon to see the full details of items Item Serialized item

numbers R Leave blank, system

defaulted.

Account assignment

key specifying whether accounting for an item is to be effected via an auxiliary Account

O Leave blank for this process

Item Category

Denotes specific features of an item (example - material is consignment)

O

Material Name or number that uniquely identifies a material

R Enter material code

1000005

Input value

Short Text Description of Material O Required for materials with no material master

Defaulted from material master

Quantity Quantity requisitioned R Enter number of units required

Input value

Unit Unit of measure in which the requested material is to be ordered

R Defaults from material master

C Category of delivery date (indicates whether the date format is day, week or month)

R Select from the drop-down list

Defaulted by the system

Delivery date Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued

R Enter date on which material is required

Input value

Material group

Grouping of several materials with similar features

R Enter material group code or system will pick from material master

Defaulted by the system

Plant Plant requiring material R Enter plant where material is to be shipped to PM01

Storage location

Key for determining storage location for a specific plant

O Input valueFGP

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Purchasing Group

The Buyer responsible for purchasing the specific requisition/item

R Identify the buyer who will purchasematerial

PMG

Defaulted from material master if entered.

Requisitioner Indicates for whom the material is ordered

R Input value Example: Your name

Tracking number

This number can be used to facilitate the monitoring of material procurement

O Input value if required

Des. Vendor Desired vendor from which material required


Fixed Vendor

Fixed vendor is maintained for this material


SPlt Supplying plant O Used incase of stock transport order

POrg Purchase Organization

O

Agreement Agreement number O Leave blankItem Agreement item

numberO Leave blank

3. Choose to save or choose Control + S.

Result Purchase Requisition is created.

Example Purchase requisition number 00100000## created.

4. Request for Quotation

UseRequest for Quotation is used to float enquiries in market to obtain quotations from prospective vendors.


Procedure1. Access the transaction choosing one of the following navigation options:

SAP R/3 menu Logistics Material Management Purchasing RFQ/quotation Request for Quotation Create

Transaction code ME41

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2. On the Create RFQ: Initial Screen, make the following entries:

Field name Description R/O/C

User action and values

Comment

RFQ Type Default is ‘AN’ - standard RFQ

R Enter RFQ type if you want different document type

RFQ Date Default is creation date R May be changed if required

The RFQ can be created for future issuance. Note that SAP will release it on that date without notification.

Quotation Deadline

The due date for vendor quotations

R Enter the due date in the date format assigned in the system

If the deadline is stated as a date after the required delivery date, the user will be given an error message when the delivery date is entered.

RFQ Externally numbered RFQ numbers

C If allowed, user can assign RFQ number. Note: each vendor’s RFQ is assigned a separate number.

Not recommended. “Collective number” of subsequent screen is an effective means to capture and track RFQ’s.

Purchasing Org.

Purchasing Organization responsible for RFQ

R Enter or select Purchasing Org. from tableBP01

Purchasing group

Buyer or Buying group Identifier

R Enter or select Purchasing group number from table001

Item Category

Key defining how the procurement of a material or service item is controlled.

R Leave it blank for this scenario

Delivery Date Date on which the goods are to be delivered or the service is to be performed.

O Enter delivery date

Plant Key for a production facility or branch office within the company (that is, company code).

O Enter PlantPM01

Storage Location

Number of the storage location where the material is stored. A plant may contain one or

O Enter Storage LocationFGP

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more storage locations.Material Group

Key that you use to group together several materials or services with the same attributes, and to assign them to a particular material group.

O Enter material group or use match code

Defaulted from material master record

Requirement Tracking number

Number that facilitates monitoring of the procurement process for required materials or services. This number can relate to an external "need note" (notice of requirements) that was not generated in the system.

O Enter requirement tracking number if required

3. If you want create RFQ with reference to purchase requisition, choose push button Reference to PReq or choose Control + F3. By this system will copy most of the data from purchase requisition.

4. Enter the purchase requisition number 00100000## in this filed and choose Enter to continue.

5. Then system will show new screen with purchase requisition line item, select that line item and choose on Adopt + details icon to copy data. System will go into Create RFQ: Item 00010 screen choose enter to continue.

6. By this process most of the data is already copied from purchase requisition. However, this is not mandatory process for creating RFQ.

7. On screen Create RFQ: Item Overview, enter information in the fields as specified in the table


Item Number that uniquely identifies an item within the RFQ

R Defaults - Line items are defined by the system in increments of 10.

No User Action

I Item Category - determines if standardpurchase or other such as 3rd party order, etc.

R Enter or select from table. Default is blank - standard purchase

No User Action

Material Material Number R Enter material number or use match code to select

1000005

All stock material must have material numbers

Short Text Short Description of Material

N/A Defaulted in from material master

RFQ Quantity Quantity of Material requested for

R Must be numeric Input value orDefaulted from

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quotation 4 purchase requisition

C Category of delivery date (indicates whether the date format is day, week or month)

R Select from the drop-down list

Delivery Date Date required if ordered

R Must be in correct date format

Input value

Material Group

Group of material which this material belongs

N/A Defaulted in from material master

Plant Plant where material is required

O Enter or select Plant from table.Note: the material master must exist for that plant.PM01

Sloc Storage Location where material willbe delivered and stored if ordered

O Enter or select Storage Location fromTableFGP

Strictly optional. Storage Location may be entered later at the time of P.O. creation

8. Choose the “header detail ” on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below:

Field name Description R/O/C User action and values CommentRFQ RFQ number R System will display saved

document number unless externally assigned

Grayed out

Company code

Company code R Supplied from initial screen Grayed out

Purchasing group

Purchasing group R Supplied from initial screen Grayed out

RFQ type RFQ type R Supplied from initial screen Grayed outPurch. Org Purchase

organizationR Supplied from initial screen Grayed out

Vendor Vendor number C Will be displayed if vendor number was added before this step.

Grayed out

RFQ date RFQ date R Supplied from initial screen Grayed outItem interval Item interval R Supplied by systemColl. No. Collective number O Enter a number to track

vendors of the same RFQLanguage Language R Supplied from initial screenQout. Dead. Quotation deadline R Supplied from initial screenValidity start Validity start O Enter date quotation will

startValidity end Validity end O Enter date quotation will

end.Applic. By Application date O Enter closing date of Bids

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Warranty Warranty O Enter warranty information Bindg. Per. Binding period O Enter date period is

bindingTarget val Target Value O Enter total value of all

materials that can be released.

Your reference

Your reference O Enter Vendors reference number/name

Salesperson Salesperson O Enter Salesperson nameOur reference

Our reference O Enter your reference number/name

Telephone Telephone O Enter telephone #

9. Choose the “vendor address” on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified in the table below:

Field name Description R/O/C User action and values CommentVendor Vendor code R Enter valid vendor code

INJ86V01Title Possible titles are

stored in a check table. They are language dependent.

O Enter title or use match code

Defaulted from vendor master record

Name Vendor Name C Up to 4 lines available Defaulted from vendor master

Search Term 1 & 2

This field contains only upper-case letters. All entries are automatically converted to upper-case letters. There are two of these fields for search terms.

O Enter search terms Defaulted from vendor master

Street & House #

Street address and/or House #

C Defaulted from vendor master

Postal Code & City

Postal code and city / town / village


Country Name of country C Table validated / selection Defaulted from vendor master

Region In some countries, the region forms part of the address. The meaning depends on the country.

C Table validated / selection Defaulted from vendor master

PO Box Post Office Box Number C Defaulted from vendor master

Postal Code Zip Code / Postal Code C Defaulted from vendor master

Company Postal Code

Postal code which is assigned directly to a company. This field is used in countries in which large companies


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can have their own postal code.

Language Language C Defaulted from vendor master

Telephone Telephone # C Defaulted from vendor master

Fax Fax # C Defaulted from vendor master

10. Save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined above.

Result The system will display the message RFQ Created under the number.

Example RFQ created under the number 60000000##

4.1 Message Output: RFQ

UseA RFQ needs to be printed for transmitting to vendor.


SAP R/3 menu Logistics Materials Management Purchasing Request for Quotation Messages Print/Transmit

Transaction code ME9A

2. On the Message Output screen, make the following entries:

Field name Description R/O/C User action and values CommentPurch. Doc. DataDocument Number

RFQ # O Choose from drop down menu

Vendor Vendor # O Choose from drop down menu

Purchasing Organization

Purchasing Organization # O Choose from drop down menuBP01

Purchasing Group

Purchasing Group # O Choose from drop down menu001

Document Identifier allowing O Choose from drop down

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Type differentiation between the various kinds of purchasing document in the SAP system

menuAN

Document Date

Date on which the purchasing document was created.

O Enter Document date or choose from drop down menu

Message DataApplication Subdivides the usage of a

condition for the use in different application areas

R EA defaults for RFQ

Message type

Specifies the kind of output O Choose from drop down menuNEU

Transmission time-spot

You can process the message immediately or at a later time. If processing later you must use report program RSNASST00

O Choose from drop down menu

Processing status

Indicates the status-1 indicates the process was successful.2 indicates an error0 indicates the process has not yet started

C Default is 0

Creation date

Date the message is create O Enter date or choose the drop down menu

Time created

Displays the time the message was created

C Defaults to time started

3. Choose on the Execute

4. On screen Message Output select the appropriate Document number and perform the following:

Choose Output Message and/or

Choose Display Message and/or

Choose Message Detail and/or

Choose Trial Printout

4.2 Maintaining Quotation

UseThis transaction is used to maintain the quotation, which is submitted by vendors. Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.



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SAP R/3 menu Logistics Materials Management Purchasing RFQ/quotation Quotation Maintain


2. On the Maintain Quotation: Initial Screen, make the following entries:

Field name Description R/O/C User action and values CommentRFQ RFQ Number R Enter RFQ Number for

which price entries are to be made.

Match code (F4) search help can be used to locate the appropriate value.

3. Choose the Enter key, or choose on the green Enter icon to proceed.

4. View the screen Maintain Quotation: Header Data by choosing on the Header data icon in the toolbar.

5. Enter information in the fields as specified in the table below. Some fields will not be available for input, as they are reference fields only.

Field name Description R/O/C User action and values CommentAdministrative Fields:Item interval Item interval R Supplied by systemColl. No. Collective number O Enter a number to track

vendors of the same RFQLanguage Language R Supplied from initial screenQout. Dead. Quotation deadline R Supplied from initial screenValidity start Validity start O Enter date quotation will

startValidity end Validity end O Enter date quotation will

end.Applic. By Application date O Enter closing date of BidsWarranty Warranty O Enter warranty information Bindg. Per. Binding period O Enter date period is bindingTerms of Payment & Delivery:Payment terms

Key for defining payment terms composed of cash discount percentages and payment periods.

O Enter appropriate value if necessary.

Matchcode (F4) search help can be used to locate the appropriate value.

Currency Currency key for amounts in the system.

O Enter appropriate value if necessaryINR

Defaulted from vendor master

Payment in / Days

Number of days. In conjunction with the baseline date for payment, this number represents a payment

O Enter appropriate value if necessary

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period or period of qualification for discount.

Exchange Rate

Determines that the exchange rate used for currency translation purposes calculated or entered in the purchasing document is fixed.

O Enter appropriate value if necessary

Exchange Rate Fix

Indicator: if you fix the exchange rate, the PO currency and exchange rate cannot be changed during Invoice Verification.

O Check to fix exchange rate if appropriate.

Incoterms Commonly-used trading terms that comply with the standards established by the International Chamber of Commerce (ICC).


Match code (F4) search help can be used to locate the appropriate value.

Target Value Total value of all materials to be released against the contract.


If the value entered is exceeded, the user will receive a system message when creating a contract release order.

Reference Data:Quotation Date

Date quotation submitted

O Enter date if desired.

Quotation Number of vendor’s quotation

O Enter number if desired.

Your reference

Your reference O Enter Vendors reference number/name

Salesperson Salesperson O Enter Salesperson nameOur reference

Our reference O Enter your reference number/name

Telephone Telephone O Enter telephone #6. Once all necessary header data has been maintained, the user can then enter the price

information in one of two fashions:

a. Enter the price in the “Net Price” field on the “Maintain Quotation: Item Overview” screen.

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b. To enter more detailed information in addition to the net price, select the line item and choose on the Item Details icon. Choose on the green Back arrow to return to the ‘Overview’ screen once data has been maintained.

i. A vendor’s quoted price can be entered in one of two ways.

ii. Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately.

iii. Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.

iv. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes etc.) in the Tax code field. If a purchase order is created by referencing an RFQ, this code facilitates the determination of the tax amount when the invoice is entered in the system.

v. After entering tax code, you need to enter Jurisdiction code to enter jurisdiction code select menu path, “Item More functions Taxes” after choosing this system may give an information message showing the effective price, choose Enter to continue.

vi. You will get a new popup screen displaying jurisdiction code, system will display jurisdiction code as a default from plant, choose enter to continue or Tax Details icon to see the tax details.

7. Once all quotation information has been successfully entered, save the data by choosing on the Save, or choose the <Ctrl + S> keys. A message will be displayed that the data has been saved.

Result Quotation is maintained.

Example Quotation for RFQ 60000000##maintained.

4.3 Price Comparison

UseRequired to compare prices from all quotations received as a result of a competitive bidding process.



SAP R/3 menu Logistics Materials Management Purchasing RFQ

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/Quotation Quotation Price Comparison


2. On the Price Comparison List screen, make the following entries:

Field name Description R/O/C User action and values CommentPurch Org. Organization unit that

negotiates the general conditions of purchase for several plants or a single plant

R Enter Purchasing OrgBP01

Quotation Purchasing document number

R Choose either quotation or collective RFQ number in combination with Purchasing Org

Coll.RFQ Call for bid number or bid invitation number

R Choose either quotation or collective RFQ number in combination with Purchasing Org

Number which you might have maintained in RFQ

Vendor Vendor Number O Enter vendor number if applicable

Material Material Number O Enter material # if applicable

Maximum # of Quotations per page

Shows the maximum amount of quotations that are displayed next to each other.

R Defaults to ‘12’, change if necessary.

a. Choose the comparison values to be used:

i. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation.

ii. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation.

iii. Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following:

+: The highest value for each item is the 100% value

-: The lowest value for each item is the 100% value

-: The mean value for each item is the 100% value

b. Select the desired price computations:

i. Select the appropriate field to determine which of the following should be included in the determination of the comparison price:

i. Cash discount

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ii. Delivery costs

iii. Effective price

3. Once all entries have been made, choose on the Execute button.

4. On screen “Price Comparison List in Currency INR”, view the Price Comparison list.

5. To view any of the following information for a particular quote included in the comparison, choose on the RFQ number with the mouse to select it, then choose on the appropriate icon/button on the menu toolbar:

6. Maintain Quotation: Allows the user to modify quotation information if necessary.

7. Display Material: Allows the user to view the purchasing data in the material master record.

8. Display Vendor: Allows the user to view the vendor master record.

9. Additional Info: Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list.

10. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action.

11. To exit the transaction, choose on the green Back arrow, the yellow Exit arrow, or choose the F3 button.

Result Price Comparison List in Currency INR is displayed on the screen.

5. Purchase Order

UseA purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.


SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Create>Vendor/Supplying Plant Known

Transaction code ME21N

2. On the Create Purchase Order screen, make the following entries:

Field name Description R/O/C User action and values CommentShopping Cart Symbol

Order type R System defaults in Standard PO. Use pull down to change if necessary

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NBPPurchasing document number

Number can be internally or assigned

O Leave blank

Vendor Vendor number R Vendor number known 10000

Input value

Doc. date Purchase order date R Date PO created (defaults to today’s date)

Header Section HeaderPurchasing Organization

Purchasing organization code

R Purchasing Organization known or via match code searchPAPO

Purchasing Group

Purchasing group code

R PMG

Company Code

Company code for purchase

R Enter if not defaulted in from purchasing org or groupPAPL

Select Delivery / Invoice tab on Header data.Payment Terms

Payment Terms of Vendor

O 0001 This field is important to get base line date in Invoice Verification.

Item Overview

Item Overview

Item number Item number within document

R Will default by system

Acct. assignment category

Account where costs are allocatedFor a consumable material. For a stock material it is not required

C Leave blank

Item category Type of purchase C Leave blank Material Material number R Use match code search if

needed1000005

External numbering is used.

Short text Text from the material master record

R Default from master record

PO Quantity Required units / quantity

R Enter quantity3

Defaulted from purchase requisition or quotation

Unit of measure

Unit that good or service is purchased

R Enter unit of measure Defaulted from material master

Category of delivery date

Indicates whether the delivery date is to be entered and displayed as a calendar day,

R default

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week or month.

Delivery Date Date material is required R Enter delivery dateNet Price Vendor selling price

for good or serviceR Enter price

25,000.00Currency Currency used for plant R INR Input the ValuePer Price per unit R Default Order unit The unit of measure

for which material is purchased

R Default

Material group

Grouping together of materials by characteristics

R Enter material group Defaulted from material master

Plant Facility where goods or services are produced or sold.

R Enter plantPM01

Storage Location

Location where stock is stored

R Enter storage locationFGP Required for stock item

tracking number

Number that facilitates monitoring of the procurement of required materials

O Enter if known Can be used in List display to list all PO’s created by a certain buyer. Potential entry is employee number.

Requisitioner To whom material or service is ordered


Info Record Purchasing information record informal price agreement that may be updated with each purchase

O Default if goods was purchase from vendor previously or info record created by system

Purchase req Reference document number

C Use tool bar button to reference other purchasing documents

Outline Agreement

Reference document number

C Enter contract number if you want create Release Order.

Use tool bar button to reference other purchasing documents

Agreement Item

Item number C Enter contract line item number for Release Order

Item number within purchasing document

Item Details Item DetailsSelect Invoice tabTax code Enter Tax code R Select V3

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GR-based IV Goods receipt based invoice verification

O Tick this check box

3. The Purchase Order may be posted by choosing on the Save icon.

Result A message will be displayed stating that the purchase order was saved, with the purchase order number.

Example Standard PO created under the number 45000000##

6. Message Output: PO

UseA Purchase Order needs to be printed for transmitting to vendor.


SAP R/3 menu Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit

Transaction code ME9F

2. On the Message Output screen, make the following entries:

Field name Description R/O/C User action and values CommentPurch. Doc. DataDocument Number

Purchase Order # O Choose from drop down menu

Vendor Vendor # O Choose from drop down menu

Purchasing Organization

Purchasing Organization #

O Choose from drop down menuBP01

Purchasing Group

Purchasing Group # O Choose from drop down menu001

Document Type

Identifier allowing differentiation between the various kinds of purchasing document in the SAP system

O Choose from drop down menuNB

Document Date

Date on which the purchasing document

O Enter Document date or choose from drop down

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was created. menuMessage DataApplication Subdivides the usage

of a condition for the use in different application areas

R EF defaults for Purchase Order

Message type

Specifies the kind of output

O Choose from drop down menuNEU

Transmission time-spot

You can process the message immediately or at a later time. If processing later you must use report program RSNASST00

O Choose from drop down menu

Processing status

Indicates the status-1 indicates the process was successful.2 indicates an error0 indicates the process has not yet started

C Default is 0

Creation date Date the message is create

O Enter date or choose the drop down menu

Time created Displays the time the message was created

C Defaults to time started

3. Choose on the Execute.

4. On screen Message Output select the appropriate Document number and perform the following:

Choose Output Message and/or

Choose Display Message and/or

Choose Message Detail and/or

Choose Trial Printout

7. Goods Receipt for Purchase Order

UseGoods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.

Procedure1. Access the transaction choosing one of the following navigation

options:

SAP R/3 menu Logistics Materials Management Inventory Management

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Goods Movement Goods Receipt For Purchase Order PO Number Known

Transaction code MIGO

2. On the Goods Receipt Purchase Order screen, make the following entries:


Goods Receipt

Goods Receipt R Select from drop down list for action

Purchase Order

Purchase Order R Select from drop down list for reference

45000000##

Input PO number

Movement Type

101

Enter

Document Date

Document Date R Enter document date

Delivery Note in Header O Delivery Number from Vendor

Vendor Vendor R Defaulted from purchase order Grayed out

Posting Date Posting date R Enter posting date

Bill of lading Bill of lading O Enter bill of lading

Header text Header text O Enter header text

Close Header Detail data to enlarge the Detail data.

Select Material tab at Detailed Data.

Material Material tab R Defaulted from Purchase Order Grayed out

Select Quantity tab in Detail data.

Qty in unit of entry

Quantity in unit of entry

R Enter the quantity you have received from vendor. As a default system will give open purchase order quantity

3

Quantity defaulted from Purchase Order

Qty in delivery note

Quantity in delivery note

O Enter the quantity as per vendor delivery challan

4

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Select Where tab in Detail data.

Movement type

Movement type R Defaulted from header screen

Stock type Stock type R Defaulted from material master or purchase order

Plant Plant R Defaulted from purchase order

BP02

Storage location

Storage location R Defaulted from purchase order if entered

DP01

Goods Recipient

Goods Recipient O Enter the name of person who received goods

Unloading point

Unloading point O

Text Text O Enter the text if required

Select Purchase Order tab in Detail data.

Purchase Order

Purchase Order R Defaulted from header data Grayed out

Del. completed ind.

Delivery completion indicator

O Defaulted by system if PO Qty = GR Qty

Select Partner tab in Detail data.

Vendor Vendor name O Grayed out

Select Batch tab in Detail data.

This tab will come only if material is managed in batches.

Proceed with the following steps if material is batch managed only.

Batch Batch number R Enter batch number if externally maintained by you or system will allocate batch number

Vendor batch Vendor batch O Enter vendor batch number for reference

3. Select the Check box Item OK, after entering all the data.

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4. Choose Check at the top of screen.

5. Choose on Post to post the document.

Result Material document posted

Example Material document 50000000## posted

8. Logistics Invoice Verification

UseIn this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.


SAP R/3 menu Logistics Materials Management Logistics invoice Verification Document Entry Enter Invoice

Transaction code MIRO

2. If you are opening for the first time this transaction, system will ask for Company Code, please give BP01 to go in side the transaction.

3. On the Enter Incoming Invoice: Company Code PAPL screen, make the following entries:


Transaction Invoice R Select Invoice from drop down list

Header Data Header data of Invoice R Defaulted by system

Basic tab Basic information tab R Select basic information tab to give initial information

Invoice Date Invoice Date R Enter the Vendor invoice date

Reference Invoice reference O Enter the vendor invoice reference

Posting date Posting Date R Enter the posting date of document

System will give current date as default

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Amount Invoice Amount R Enter invoice gross amount as per Vendor Invoice

75,000.00

Currency R INR

Calculate tax Check box calculate tax

O Do not select

Tax code R V0

Bus.place/sectn

Business place or section code

R Enter section code if Tax deduction for source is active for this vendor

Leave blank for this process

Text Text O Enter text if required for reference

Payment tab Payment tab R Select payment details tab

BaselineDt Base line date for payment

R Enter the base line date for payment

Will be defaulted if payment terms entered in PO

Pmnt terms Payment terms O Payment terms of document, if entered will be defaulted from purchase order

Due on Payment due on O Will be calculated by system

Grayed out

Discount Cash discount O Enter if cash discount is offered by vendor

Hide Header data for getting full screen of items if required after the purchase order number has been maintained.

Purchase order / Schedule Agreement

R Select Purchase order / Schedule Agreement in the reference document category from drop down list

Defaulted for user

Purchase order number

R Enter the purchase order number

45000000##

Goods / service items R Select Goods / Service items in indicator from drop down list

Defaulted

Layout Layout of invoice verification

R Select All information from drop down list

Choose Enter

4. Choose Enter to complete the document feeding part.

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5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.

Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.

6. If you want to see the accounting postings in simulation mode, choose Simulation on middle of fourth row of your screen.

7. Since this scenario does not involve any Excise Duty, there is no Part I and Part II entries are made and there are not excise register entries. Due to this system may give some messages (warning or information) saying Part II is not yet made please ignore them for this scenario.

8. Choose Save posting the document.

Result Logistics Invoice verification document is posted.

Example Document no. 5105600### created

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procurement of trading materials (new)

Documents