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SAP AG 2007
Basic Procurement Process
Additional Documents and Functionalities of Purchasing
Contents:
Purchasing – A/P
SAP AG 2007
Model the purchasing process using SAP Business One
Post procurement documents
Post returns and credit memos
Use the reporting functions to analyze your procurement data
At the conclusion of this unit, you will be able to:
Purchasing – A/P: Unit Objectives
SAP AG 2007
You purchase your warehouse goods from external vendors. Normally, you use the purchase order document to order goods. In some cases, however, you might submit your order by phone and your vendor might deliver immediately. In this case, the process modeled in the system must be as short and quick as possible.
If the delivered goods do not meet your quality standards, you might want to return them to your vendor. This can happen either before or after you have received the invoice.
Purchasing – A/P: Business Scenario
SAP AG 2007
Basic Procurement Process: Topic Objectives
Model a basic procurement process in SAP Business One
Use the different transactions of Purchasing – A/P
At the conclusion of this topic, you will be able to:
SAP AG 2007
Document Flow in Purchasing
General Ledger(Value)
Warehouse(Quantity)
Target document Base document
1.) 2.) 3.)
PurchaseOrder (PO)
Goods Receipt PO AP Invoice
•When u entered a PO, no value-based changes are posted in Accounting.
•However, the order quantities are listed in inventory management.
•View the ordered quantities in the inventory status report and the item master data window
•Create this document as you receive the goods.
•The goods are accepted into the warehouse and the quantities are updated.
•SAP Business One creates the relevant postings to update the stock values as well
•When an incoming invoice is received, the related accounts for the vendor are posted in Accounting
SAP AG 2007
Draw Document Wizard
PurchaseOrder
Goods Receipt PO AP Invoice
Draw Document WizardDraw Document Wizard
Row Ex, Rate for Prices
Use Exchange Rate from Base Document Use Current Exchange Rate from the Exchange Rate Table
Draw all data (Freight and Withholding Tax) Customize
•If you have copied the base document completely, it will be closed and you will not be able to draw it again to another document.
•The only exception is a sales quotation which can be copied even if it has been closed.
•PO’s target doc is goods receipt PO’s
•Goods receipt PO’s base doc is PO
SAP AG 2007
Consequences when Goods Receipt PO is created in SAP B1
PurchaseOrder
Goods Receipt PO AP Invoice
Warehouse(Quantity Increasing)
General Ledger(Value Increasing)
1.)
2.)
3.)
4.)
5.)
The PO (base document) can not be changed.
The goods receipt PO can not be changed, because of the journal entry
The system creates an accounting document
The system updates the stock situation
Items that have been partially or completely delivered appear in light gray in the purchase order document
SAP AG 2007
Consequences when A/P Invoice is created in SAP B1
PurchaseOrder
Goods Receipt PO AP Invoice
Warehouse(Quantity Increasing)
General Ledger(Value Increasing)
1.)
2.)
3.)
4.)6.) 5.)
1) With reference to the PO increases the quantity and value of your stock 2) With
reference to the goods receipt PO only the values update
3) Without any reference, both the quantities and values update
4) You cannot change the A/P invoice
5) Vendor’s account is updated
6) items in the goods receipt PO that have already been partially or completely invoiced display in light gray
SAP AG 2007
Postings in Purchasing Process for Inventory Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Allocation Costs Acc.Stock Acc.
100 100
Purchase Order
AP Invoice
VendorAllocationCosts Acc.
100100
Goods Receipt PO
Item Category:
goods receipt PO creates a journal entry that post values of goods received to the:•debit side of the stock account (retrieved from the
Inventory Account field) and •credit side of an allocation costs account. (Allocation Costs Account field on the Inventory Data tab of the item master record)
A/P invoice creates a journal entry that posts the invoiced amount to the:• debit side of the allocation costs account and •credit side of the vendor account
• Use the allocation costs account to check if the goods receipts PO and the A/P invoices match•To post a purchase order, choose Purchasing – A/P Purchase Order.•To post a goods receipt PO, choose Purchasing – A/P Goods Receipt PO.•To post an A/P invoice, choose Purchasing – A/P A/P Invoice
SAP AG 2007
Posting Price Differences
A/R Delivery
Goods Receipt PO
1000
Stock AccountStock Account
1000
Allocation Allocation Costs AccountCosts Account
1100
VendorVendor
400
Cost AccountCost Account
1 2
1000
1
1
3
23
A/P Invoice
40
Price Differences Price Differences AccountAccount
3
3
400 2
603
You receive a goods receipt PO with a total of 1000•Debit stock account •Credit allocation costs account
You sell 40% of your stock and post an A/R delivery. The system posts 400 to the •Credit side of the stock account •Debit side of the cost account
Receive the A/P invoice for the goods receipt PO; total is 1100, resulting in a difference of 100•The system clears the allocation costs acct. •Post the total to the credit side of the vendor account ……………
Then ……………•Debit the remaining 60% stock price difference to the stock account•Debit the 40% (of price difference for the
stock sold) to the price difference account
SAP AG 2007
Postings in Purchasing Process for Non-Inventory Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Purchase Order
AP Invoice
Vendor
Expenses AccountEU Expenses Acc.Foreign Expenses Acc.
100100
Goods Receipt PO
Item Category:
• The system does not trigger a posting for the goods receipt PO even if you create one
•The expenses account is retrieved from the default warehouse on the Inventory tab of the item master record.
•If the vendor is located in the same country, the account from the Expenses Account field is used.•If the vendor is located in an EU country, the account from the EU Expenses Account field is used.•If the vendor is located in a non-EU foreign country, the account from the Foreign Expenses Account field is used.
SAP AG 2007
Additional Documents and Functionalities of Purchasing: Topic Objectives
Create A/P reserve Invoices, goods returns, and credit memos
Use the split purchase order and partial delivery functions
Explain the stock changes in purchasing
Use the purchasing reports in SAP Business One
Analyze the journal postings that have been created in the purchasing process
At the conclusion of this topic, you will be able to:
SAP AG 2007
A/P Reserve Invoice
PurchaseOrder
Goods Receipt PO
A/P Reserve Invoice
General Ledger(Value)
Warehouse(Quantity)
1.) 2.) 3.)
Reserved A/P invoices do not change the In Stock quantity. The available quantity increases by the ordered quantity, •Reserve invoices create value-based postings
SAP AG 2007
Goods Returns (if an A/P Invoice has not yet been created for that Goods Receipt)
General Ledger(Value)
Purchase Order
Warehouse(Quantity)
Allocation Costs Acc.Stock
Acc.100 100
Stock Acc.Allocation Costs Acc.
100 100
Goods Returns
Goods Receipt PO
Stock quantities are reduced. SAP Business One corrects the relevant value-based posting
SAP AG 2007
Credit Memo for Purchasing (If you have already entered an A/P Invoice for the transaction)
Allocation Costs Acc.Stock Acc.
100 100
General Ledger(Value)
Purchase Order
AP Invoice
VendorAlloc.
100100
Stock Acc. Vendor
100 100
Credit Memo
Goods Receipt PO
Warehouse(Quantity) • Updates the
stock quantities, and• Corrects the values in accounting
•The system finds the same accounts that were used to post the invoice and posts a negative value to them.
SAP AG 2007
Split Purchase Order
Purchase Order Blanket 1000
Item Quantity Warehouse
A1000 11 01
A1001 15 02
Logistics
Split PO
Purchase Order 1000-1
Item Quantity Warehouse
A1000 11 01
Purchase Order 1000-2
Item Quantity Warehouse
A1001 15 02
Ship to: Berlin Ship to: Hamburg
Purchase Order Blanket 1000
Note: You cannot split a purchase order containing items from one warehouse only.
• A new field containing a secondary numbering segment will be added to the purchase order number
• Split a single purchase order containing items from several warehouses, into a child purchase order created for each separate warehouse•Setting for splitting purchase orders is made via Administration System Initialization Document Settings on •the Per Document tab page
SAP AG 2007
Goods Receipt PO
#
1
2 20
3
Goods Receipt PO
Goods Receipt PO: Partial Deliveries/Overdeliveries
1.) Overdelivery2.) Add Items
Purchase Order
#
1 10
2 15
3 2
Goods Receipt PO
#
1 6
2
3
#
1
2
3
4 1
Goods Receipt PO
#
1 4
2
3
3.) 1st Partial Delivery
4.) 2nd Partial Delivery
Setting for splitting purchase orders is made via Administration System Initialization Document Settings on the Per Document tab page
SAP AG 2007
Model Report: Inventory Status
Stock Changes in Purchasing A/P
In Stock - Committed + Ordered = AvailableTransaction
Purchase order
Goods receipt PO
Goods Receipt PO w/o reference to PO
A/P invoice forgoods receipt PO
A/P invoice with referenceto Purchase Order
Goods returns
A/P Credit memo
Pu
rch
asin
g /
AP
A/P Reserve Invoice w/o reference to PO
Goods Receipt PO with reference to A/P Reserve Invoice
+ +
+ -
+ +
+ +
+ +
+ -
-
-
-
-
SAP AG 2007
100
Special Control Account
Postings in Purchasing Process for Assets
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Purchase Order
AP Invoice
VendorAsset
Account
100100
Goods Receipt PO
Because the asset is intended for continuous use and not for sale and because you do not place it in stock, the system automatically deselects the Sales Item indicator and the Inventory indicator
Special control account belongs to the Assets Account transaction type.
•If the vendor is located in the same country, the account in the Expenses Account field is used as the asset account.•If the vendor is located in an EU country, the account in the EU Expenses Account field is used as the asset account.•If the vendor is located in a non-EU foreign country, the account in the Foreign Expenses Account field is used as the asset account
SAP AG 2007
Purchasing Reports (1)
Purchase Analysis
Open Items List
Vendor Liabilities Aging
Drag & Relate
SAP AG 2007
Purchasing Reports (2)
Purchase Analysis: To analyze the purchasing volume made from your vendors, to determine
which products you purchase the most, and which of your purchasing employees attains the best deals.
Open Items List: To view open sales and purchasing documents; to give you an accurate
picture regarding the status of documents in the system, only documents with Open status appear in this report; documents that were partially copied to target document also appear in this report.
Vendor Liabilities Aging: Display the detailed information for each vendor in the row. In the detailed
view, the documents are displayed together with the respective liabilities. The report provides the size of the vendor liability and the time that the debt
has remained unpaid.
Drag & Relate: To switch from the Modules menu to the Drag & Relate menu, choose the
Drag & Relate tab. Drag & Relate is an extensive information system that can be used to display
information about the business processes quickly and easily. The Drag & Relate tool uses pre-defined queries in order to generate reports
in the system, and searches both in reports and in the master data, such as G/L Accounts and Business Partners Reports can be filtered using the Filter function.
SAP AG 2007
Transaction Journal Report
Goods Receipt PO
09/10/04 Account Debit Credit
1199 107100 10
•Analyze all the posting documents using the transactional journal report journal•To display the Transaction Journal Report: Financials Financial Reports Accounting Transaction Journal Report•To display the journal entries (for example AP invoice, goods receipt PO): from the Accounting tab page choosing the orange arrow at the Journal Remark
SAP AG 2007
Model the purchasing process using SAP Business One
Post procurement documents
Post returns and credit memos
Use the reporting functions to analyze your procurement data
You are now able to:
Purchasing – A/P: Unit Summary