Procurement contract Scenario SAP MM

EHP3 for SAP ERP 6.0

December 2009

English

Procurement Contract with Purchase Requisition and Approval Workflow (376)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Procurement Contract (376): BPD

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Contents

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 6

2.1 Master Data and Organizational Data...................................................................................6

2.2 Business Conditions..............................................................................................................7

2.3 Preliminary Steps.................................................................................................................. 7

2.4 Roles..................................................................................................................................... 7

3 Process Overview Table...............................................................................................................9

4 Process Steps............................................................................................................................ 10

4.1 Create Outline Agreement Purchase Requisition................................................................10

4.2 Approval PR via Workflow...................................................................................................11

4.3 Request for Proposals/Vendor Selection.............................................................................13

4.4 Quotation for Procurement in Public Sector........................................................................13

4.5 Creating a Basic Agreement (Quantity Contract)................................................................13

4.6 Create Purchase Order.......................................................................................................14

4.7 Approval of Purchase Orders..............................................................................................16

4.8 Print Purchase Order...........................................................................................................16

4.9 Monitor Contracts................................................................................................................17

4.10 Goods Receipt.................................................................................................................18

4.11 Invoice Receipt by Line Item............................................................................................19

4.12 Invoice Receipt by Line Item (with Invoice Reduction).....................................................20

4.13 Outgoing Payment...........................................................................................................23

5 Appendix.................................................................................................................................... 23

5.1 Reversal of Process Steps – Overview...............................................................................23

5.2 SAP ERP Reports...............................................................................................................24

5.3 Used Forms......................................................................................................................... 25

5.3.1 Procurement.................................................................................................................25

5.4 Frequently Asked Questions...............................................................................................25



Procurement Contract

1 Purpose

DocumentThis scenario deals with the use of contracts in procurement activities. Target groups are purchasing managers as well as buyers.

ScenarioContracts are agreements with the vendor to supply materials or services under negotiated conditions within a certain period. Contracts are differentiated as follows:

Quantity contracts: An agreement that a company will order a certain quantity of a product during a specified period.

Value contracts: A contract in which the purchase of goods or services up to a total value is agreed.

In source determination, contracts replace the purchasing info records and can be assigned in the source list.

Purchase orders are created after the contract.

The creation of a contract is triggered by the need to secure a large number of supplies, as well as reducing procurement costs. The creation of a contract can start if the following issues have been clarified: Number and amount of material or services, validity start and validity end, payment terms, quantity of each contract material or service, price of each contract item in the contract, and location to where the goods or service must be delivered.

A contract is signed from a purchasing manager or a buyer. After the creation of a contract, purchase orders can be processed with relation to the contract.

The scenario includes the following process steps:

Creating a purchase requisition

Approval of purchase requisition

Determine the source of supply

Creating a basic agreement (quantity contract)

Creating purchase order

Approval of purchase orders

Contract monitoring

Goods receipt

Invoice receipt by line item

Outgoing payment



2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ERP system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master / org. data Value Master / Org. data details Comments

Material PS-H001

Material PS-H002

Material PS-H003

Material PS-H004

Material PS-N001

Material PS-N002

Material PS-N003

Plant #1000 Plant 1

Storage Location 1040 Plant #1000 Storage Location

Vendor 300000 Paper Clipz

Vendor 300001 Office Club

Vendor 300002 ACME Paper Co.

Vendor 300003 BW Sign & Signal

Vendor 300004 Engineering Consultants

Vendor 300005 Boulder Construction



Master / org. data Value Master / Org. data details Comments

Vendor 300006 Spotless Cleaning

Vendor 300007 ABC Security

Vendor 300008 Camco Uniforms

Company Code #1000 Company Code 1000

Purchase Organization #1000 Purch. Org. 1000

Purchase group 100 Group 100








2.2 Business ConditionsThe business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:

Business condition Scenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

2.3 Preliminary StepsThere are no preliminary steps for this scenario.

2.4 Roles

UseThe following roles must have been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.



Business role Technical name Process Step

Warehouse Clerk SAP_BPR_WAREHOUSESPECIALIST-S

Goods Receipt

Employee [Professional User]

SAP_BPR_EMPLOYEE-S Create Purchase Requisition

Employee [Professional User]

SAP_BPR_EMPLOYEE-S Approve Purchase Requisition

Buyer SAP_BPR_PURCHASER-S Create ContractAssign Requisition and create Purchase Order

Business Analyst Purchaser

SAP_BPR_PURCHASER-K Create Info Record

Purchasing Manager

SAP_BPR_PURCHASER-E Release Purchasing DocumentsMonitor Contracts

Accounts Payable Accountant 1

SAP_BPR_AP_CLERK-S1 Invoice Receipt by Line Item



3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Create a Purchase Requisition

Requisitioner ME51N The purchase requisition is created.

PR Approval via Workflow

Employee (Professional User)

SBWP Purchase requisition is approved.

Request for Quotations

See 386 – Request for Quotation scenario

Use this activity to determine the appropriate sources of supply.

RFQs sent to vendors. Responses analyzed and supplier determined.

Creating a Basic Agreement (Quantity Contract)

Opportunity to establish contract (Quantity)

Buyer ME31K Contract is created.

Create Purchase Order

Buyer ME21N PO document created referencing the contract.

Approval of Purchase Orders

ME29N The PO is released

Outline Agreement Monitoring

Desire to monitor contract

Buyer ME80RN Contracts are reviewed/changed.

Goods Receipt Warehouse Manager

MIGO Goods receipt is posted

Invoice Receipt by Line Item

Accounts Payable Accountant 1

MIRO Invoice is booked

Outgoing Payment

158: AP Accounts Payable

In this activity, you process the outgoing payment.

See 158 scenario

See 158 scenario

The outgoing payment is processed.



4 Process Steps

4.1 Create Outline Agreement Purchase Requisition

UseIn this activity, you create a purchase requisition.

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ERP menu Logistics Materials Management Purchasing Purchase Requisition Create

Transaction code

ME51N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Employee (Professional User) (SAP_BPR_EMPLOYEE-S)

Business role menu

Purchasing Purchase Requisitions Create Purchase Requisition

2. On the Create Purchase Requisition screen, enter the following values and choose Enter:

Field name User action and values Comments

Document Type RV – Outline Agreement Requisition

Select this type of requisition for contracts.

Account Assignment Category

K for cost center

F for internal order

Select the appropriate account assignment, if creating a requisition for non-stock materials, items without material master record (for example, services), or inventory items intended for immediate consumption.

Material (Item Overview) PS-H001 (for example) Leave blank for items without material master record

Short text Enter a description for items without material master records.

Quantity (Item Overview) 500

Unit of measure Enter the appropriate unit of measure.

Delivery date Enter the expected delivery date.



Plant (Item Overview) Plant 1(#1000)

Purchasing group For example, 100 Select a purchasing group

3. Choose Enter.

4. On the Valuation tab, make the following entry:

Field name User action and values Comment

Valuation 1000 CAD Not required for inventory items

5. If an account assignment type has been chosen, maintain the cost center or the internal order number on the Account Assignment tab.

6. On the Source of Supply tab, make the following entry:

Field name User action and values

Comment

Purch. Org. 1000 Purch. Org. 1000

7. Choose Save. Make a note of the Purchase Requisition number: _________

ResultA purchase requisition is created.

4.2 Approval PR via Workflow

UseA workflow is started for every purchase requisition created with a total amount >= 1,000 CAD.

The steps in the workflow are as follows:



The following release codes are set and must be released depending on the amount:

Total amount >= 1,000,- CAD and < 10,000,- CAD, release code A1, one approval required;

Total amount >= 10,000,- CAD, release codes A1, and A2, thus two approvals required (one on each of the release codes).

All users who participate in the workflow are assigned to pre-defined positions (organizational element).

In this case, two positions have been defined: PURApprover1 and PURApprover2. All users having to play a role of Approver (performing approval activities) for purchase requisitions below 10,000,- CAD or a role of 1st Approver for purchase requisitions above 10.000,- CAD are assigned to position PURApprover1, while users having to play a role of 2nd Approver for purchase requisitions above 10,000,- CAD are assigned to position PURApprover2 (there are no 2nd Approver for purchase requisitions below 10,000,- CAD)

Multiple users can be assigned for each role/position, but only one user performs the activity; once the activity is performed, it disappears from the inboxes of other users with the same role.

Procedure1. Access the transaction choosing the following navigation path:


SAP Menu SAP Easy Access Menu Office Workplace

Transaction Code SBWP


Business Role SAP_BPR_EMPLOYEE-S



Business Role Menu Control Panel Employee Services SAP Business Workplace

2. From the menu, choose Inbox Workflow.

3. Double-click Please release purchase requisition

Here you can decide to release – choose the Release button- or reject –choose the Reject button- the purchase requisition. In both cases, an information task is sent to the Workplace of the purchase request initiator to inform the person about your decision.

For rejection (= refusal), a task is sent to the Workplace of the purchase request initiator allowing the person to modify the purchase request and to re-submit it for approval.

For release (= approval), if only one release code was set (1,000.- CAD <= amount < 10,000,- CAD), the purchase requisition is released. Otherwise (amount >= 10,000,- CAD) a second approver performs the release from the SAP Workplace

4. In the A1 row, choose the button in the Release column.

5. In the A2 row, choose the button in the Release column.

6. In the A1 and A2 rows, the Status column displays green checkmarks and the Release column displays a leftward-pointing arrow graphic.

7. Save your entries.

4.3 Request for Proposals/Vendor Selection

If a vendor selection is required execute step 4.4 (scenario 386 – Quotation for Procurement), otherwise proceed to step 4.5 and create the purchase order with reference to the originating purchase requisition

4.4 Quotation for Procurement in Public Sector

For this activity, run the Quotation for Procurement in Public Sector (386) scenario document in its entirety, using the master data from this scenario document.

4.5 Creating a Basic Agreement (Quantity Contract)

UseA quantity contract is an agreement between a purchasing organization and a supplier or vendor to decrease or increase a certain quantity of a product in an indicated period. The purchasing organization fulfills a contract by placing purchase orders against it. These purchase orders are called now release orders (or call-offs). The supplier or vendor fulfills the contract by supplying the released quantity.

When you create a call-off, you refer to the relevant contract. The system automatically updates the released quantities in the contract.

Procedure



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


SAP ERP menu Logistics Materials Management Purchasing Outline Agreement Contract Create

Transaction code

ME31K


Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menu Purchasing Contracts Create Contract

2. On the Create Contract: Initial Screen, enter the following values:

Field name Description User action and values

Comments

Vendor Paper Clipz (300000)

Only when referencing the requisition.

Agreement type MK Choose quantity contract

Agreement date Today’s date Start date of the contract

Purchasing Organization

Purch. Org. 1000

Purchasing Group Group 100

3. To reference the purchase requisition, click Reference to PReq and enter the Purchase Requisition Number. To reference the request for quotation, click Reference to RFQ and enter the Quotation number. On the next screen, select the line(s) coming from the requisition and click.

4. On the Create Contract: Header Data screen, in the Validity End field, enter end date (for example, two years in the future) of the contract and choose Enter.

5. Additional step:If you want to use the information of an existing info record mark the line of the agreement item (item 10) and go to Environment → Info record. On the Info record: General Data screen, choose Conditions. On the screen Display Gross Price Condition (PB00): Condition Supplements, you can see the value of the gross price (here: 1250 per 100 pieces.).

6. Choose Save (Check if the automatic print function of the contract works).Make a note of the contract number: __________

ResultThe contract is created.

4.6 Create Purchase Order

UseIn this step, you create the purchase order.





SAP Menu Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known

Transaction Code

ME21N


Business Role Buyer (SAP_BPR_PURCHASER-S)

Business Role Menu Purchasing Purchase Orders Create Purchase Order

2. Choose Document Overview On.

3. Choose and select from the drop-down list Contracts.

4. Drag and drop the contract to the shopping-basket. The details from the document are copied to the purchase order.

5. On the purchase order screen, make the following entries:


PO type NB Standard PO

6. Choose Enter.

7. Maintain the PO quantity.

8. If it is not already selected, select the Goods Receipt checkbox on the Delivery tab.

9. Save your entries. The system message Standard PO created under the number 45000xxxxx displays. Note the purchase order number __________

If warnings appear, follow the instructions you receive after double-clicking the red or yellow symbol in the item position line.

Verify the yellow warnings with Enter.

You can save the Purchase Order with yellow warnings. It is not possible to save with red symbols.

Choose Save and note the PO number here: ______________________________.

ResultA purchase order is created.

Option A: If the purchase order is accurate, is a purchase order approval required?

A PO approval is only required with a value higher than 500 CAD

If Yes, go to section Approve Purchase Orders.

If No, go to section Goods Receipt.

Option B: If the purchase order is not accurate, update the purchase order first and then continue with Option A (see above).



4.7 Approval of Purchase Orders

UseIf the purchasing document you created is subject to a release procedure (for example, total net order value > 500 CAD), you have to go through these transaction steps.

All purchase orders that require authorization are listed, and need to be approved.



SAP ERP menu Logistics → Materials Management → Purchasing → Purchase Order → Release → Collective Release

Transaction code

ME29N


Business role Purchasing Manager (SAP_BPR_PURCHASER-E)

Business role menu Purchasing Approval Release Purchase Order – Individual

2. On the following screen, select the Release Strategy tab on the purchase order.

3. Select the Release Options icon to release the purchase order.

4. Choose the Save button.

ResultThe purchase order has been released. But the purchase order may need to be released by multiple people depending on its value (customizing). Once the last person has released the purchase order, the buyer/planner can output (print, fax, EDI) the PO as necessary.

The release procedure can also be necessary before releasing the goods receipt.

4.8 Print Purchase Order

UseThis activity can be performed after the purchase order is created/released.

If the purchase order is set to be printed immediately after it is saved and – if necessary – approved, this step is not necessary.



SAP system Logistics Materials Management Purchasing Purchase Order Messages Print/Transmit

Transaction code ME9F





Business role menu Purchasing Purchase Orders Message Output

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


Processing Status

0 Status '0' means that the processing program has not yet been started.

3. Select document number, vendor, purchasing organization or purchasing group.

4. Choose Execute.

5. Select the purchase order number and select Output Message. After that, your PO is printed out.

Result The purchase order has been printed out.

4.9 Monitor Contracts

Use

You need to perform this activity if you want to monitor existing vendor contracts.



SAP ERP menu

Logistics → Materials Management → Purchasing → Outline Agreement → Reporting → General Analysis

Transaction code

ME80RN



Business role menu Purchasing → Reporting → General Analyses

2. On the General Evaluations screen, enter the following values, and choose Execute.

Field name User action and values Comments

Material PS-H001 (for example)

Vendor Paper Clipz (300000) The vendor you used in step Create Contract

Plant Plant 1(#1000)

Document Type MK (Quantity Contract) The contract type you created in step Create Contract

You can enter values in as many fields to limit results. Ensure that the purchase order is fully released and can be received against.



3. To see details for the contract, which you created and issued a purchase order against in previous steps, select the contract and choose Purchasing Document (F2).

4. On the Display Contract: Item Overview screen, select a line item and choose Release Documentation (CTRL+SHIFT+F12).

5. On the Release Order Docu. for Contract 46XXXXXXXX Item XXXX screen, to view details for a single PO that has been issued against the contract, select the purchase order then choose Display Document (SHIFT+F2).

6. On the Release Order Docu. for Contract 46XXXXXXXX Item XXXX screen, To view the Release details for a single PO, select the purchase order then choose Release (SHIFT+F4).

Contracts may also be monitored using list displays, for example from transaction code ME3L.

It is not foreseen to have a contract release strategy. The access to contracts is granted via role assignment, for example, only professional purchasers are allowed to maintain contracts.

ResultAll needed contract information is listed.

4.10 Goods Receipt

UseThis activity posts the receipt of goods with reference to an existing purchase order.



SAP ERP menu

Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Purchase Order → PO Number Known

Transaction code

MIGO


Business role Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST-S)

Business role menu Warehouse Management Receiving

2. When using SAP NetWeaver Business Client, on the All Open Purchase Orders tab, select your purchase order and choose the Post Goods Receipt button.

3. When using SAP GUI, on the initial screen, confirm that the fields in the top left of screen shows A01 Goods Receipt and the second field shows R01 Purchase Order. The movement type in the top-right field is 101.

4. Enter your Purchase Order Number in the field to the right of R01 Purchase Order and choose Enter. For the SAP NetWeaver Business Client, skip this step.



5. On the General tab of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.

6. Confirm the entries from the purchase order. On the Quantity tab, enter the quantity to be received.

7. On the Where tab you can change the storage location (if necessary) and enter values in the text field (optional).

8. Select the Item OK checkbox and choose Post. Make a note of the material document number: __________

ResultA goods receipt for the selected purchase order is posted.

Financial Postings:

Posting Key

Account Description Note

89 (Debit)

135070 Inventory Trading goods or

consumption account

96 (Credit)

211200 Goods Receipt / Invoice Receipt

86 (Debit) or

96 (Credit)

86 (Debit) or

96 (Credit)

530000 or

530000

530000 or

530000

Price differences (expense) external products (for raw material and trading goods)Price differences external material revenue (for raw material and trading goods)

Price differences (expense) external products (for Semi-finished products)Price differences external material revenue (for Semi-finished products)

Depending whether you have positive or negative pricing differences and depending of material type

4.11 Invoice Receipt by Line Item

UseThe invoice verification is done here.



SAP system Logistics → Materials Management → Logistics Invoice Verification → Document Entry → Enter Invoice

Transaction code

MIRO




Business role Accounts Payable Accountant 1 (SAP_BPR_AP_CLERK-S1)

Business role menu

Accounts Payable Invoice Enter Incoming Invoice w/ PO Reference

2. On the Enter Incoming Invoice: Company Code XXXX screen, select the Basic data sub-screen and make the following entries:

3. Transaction: Invoice


Invoice date Date of the invoice (for example, today)

Amount Invoice (overall) amount (incl. Tax) of a the (fictive) invoice

Calculate tax Mark the flag “X”

Tax amount The system posts here the tax of the PO amount

4. Go to the PO reference tab and make the following entries:


Purchase Order/Scheduling agreement Relevant Purchase Order Number

Layout Invoice reduction

5. Choose Enter to get the PO data in the Item screen. Make sure that all relevant PO data are listed in the Item screen.

6. Choose Simulate to simulate the invoice values. A Simulate Document in CAD (Document currency) dialog box appears. Check that the balance has the amount “0” and choose Back.

If the amount is not “0“, you can perform an invoice reduction (chapter 4.11)

7. In case of messages: Clear messages are warnings and Red messages are show stoppers, fix red messages and choose Post to save the transaction. A message appears that confirms posting and also advise if it is blocked for payment. If a reduction of the invoice was necessary, the system prints a complaint form. Perform invoice reduction in the next step.

8. Choose Post to post the invoice. Make a note of the accounting document number: _________

Result The invoice is booked. The system also executes the financial postings in dependency to the data of the goods receipt and due to the input during invoice verification. The Goods Receipt / Invoice Receipt account is balanced, price differences are either booked on the inventory accounts (if the price control indicator in the material master is Moving price average and enough stock to cover the invoiced quantity is available) or on accounts for pricing differences (if the price control indicator in the material master is Standard price or not enough stock to cover the invoiced quantity is available). Document balances are booked due to tolerance limits (Price variance, small differences).

For financial postings, see in the following section.

4.12 Invoice Receipt by Line Item (with Invoice Reduction)



UseThe invoice verification is done here.



SAP system Logistics → Materials Management → Logistics Invoice Verification → Document Entry → Enter Invoice

Transaction code

MIRO


Business role Accounts Payable Accountant 1 (SAP_BPR_AP_CLERK-S1)

Business role menu Accounts Payable Invoice Enter Incoming Invoice

2. On the Enter Incoming Invoice: Company Code XXXX screen, select the Basic data sub-screen and make the following entries:


Invoice date Date of the invoice (for example, today)

Amount Invoice (overall) amount (incl. Tax) of a the (fictive) invoice

Calculate tax Select the checkbox

Tax amount The system posts here the tax of the PO amount

3. Go to the PO reference tab and make the following entries:


Purchase Order/Scheduling agreement Relevant Purchase Order Number

Layout Invoice reduction

4. Choose Enter to get the PO data in the Item screen. Make sure that all relevant PO data are listed in the Item screen.

5. Got to the header and choose Invoice document → Simulate document. A dialog box, Simulate Document in CAD, (Document currency) appears. Because the balance is not 0, you have to perform an invoice reduction. Choose Back.

6. Go to the PO reference tab, and choose the Item line.

7. Make the following entries (scroll along the line):


Comments

Amount Purchase Order overall amount

Will be set from the system, do not change.

Quantity PO quantity Will be set from the system

Purchase Order Relevant PO number Will be set from the system

Tax Code Relevant tax code (for example, P0)

Will be set from the system

Correctn ID Choose ”2Vendor error; This posting is necessary to let the



reduce invoice” system calculate the invoice reduction.

Invoice AmountAcc. To vendor

Net amount of the vendor invoice (w/o tax)

Post the net amount from the (fictive) vendor invoice.

8. Choose Delete unselected item. A dialog box displaying: Amount reduced in invoice is now xxx.xx CAD (document currency) appears.

9. In the header of the invoice, the green balance light shows that the balance of the invoice is now O.K. and can be posted. Choose Post. A message appears that confirms the posting. The system prints a complaint form for the invoice reduction.

Result The invoice is booked. The system also executes the financial postings in dependency to the data of the goods receipt and due to the input during invoice verification. The Goods Receipt / Invoice Receipt account is balanced. Price differences are either booked on the inventory accounts (if the price control indicator in the material master is Moving price average and enough stock to cover the invoiced quantity is available) or on accounts for pricing differences (if the price control indicator in the material master is Standard price or not enough stock to cover the invoiced quantity is available). Document balances are booked due to tolerance limits (Price variance, small differences).

Financial postings:

Posting Key

Account Description Note

31 (Credit)

Example:

300000

Vendor

86 (Debit)

211200 Goods Receipt / Invoice Receipt

93 (Debit) or

83 (Credit)

530000

530000

Gain from inv. receipt small differences (MM)

Loss from invoice receipt small differences (MM)

Only in case of Small Differences

86 (Debit) or

96 (Credit)

86 (Debit) or

96 (Credit)

530000 or

530000

530000 or

530000

Price differences (expense) external products (for raw material and trading goods)Price differences external material revenue (for raw material and trading goods)

Price differences (expense) external products (for Semi-finished products)Price differences external material revenue (for Semi-finished products)

Depending whether you have positive or negative pricing differences and depending of material type

40 213500 Invoice Reduction Only in case of Invoice Reduction

10. In case of invoice reduction, the system creates a second financial document:

Posting key G/L Act/Mat/Ast/Vndr Amount (example)

21 Example: Vendor Only in case of Invoice Reduction



300000

50 213500 Invoice Reduction Only in case of Invoice Reduction

4.13 Outgoing Payment

For this activity, run the 158 – AP – Accounts Payable scenario document in its entirety, using the master data from this scenario document.

5 Appendix

5.1 Reversal of Process Steps – Overview

Create Purchase Requisition

Transaction code (SAP GUI)

ME51N

Reversal: Change a Purchase Requisition

Transaction code ( SAP GUI)

ME52N

Business role Employee (Professional User) (SAP_BPR_EMPLOYEE-S)

Business role menu Purchasing Purchase Requisitions Change Purchase Requisitions

Comment Choose delete. Save requisition.

Transaction code ( SAP GUI) ME31K

Reversal: Change Contract

Transaction code ( SAP GUI) ME32K


Business role menu Purchasing Contracts Change Contract

Comment Select the item and choose delete. Save contract.

Create purchase orders




ME21N

Reversal: Change Purchase Order


ME22N


Business role menu Purchasing Purchase Orders Change Purchase Order

Comment Go to the header, choose the item(s), and choose delete. Save the purchase order.

Approval of Purchase Order


ME29N

Reversal: Cancel Release of Purchase Order


ME29N


Business role menu Purchasing Approval Release Purchase Order - Individual

Comment Enter the PO then choose Cancel Release.

Receive Goods from Vendor to Purchase Order

Transaction code ( SAP GUI) MIGO

Reversal: Cancel Material Document

Transaction code ( SAP GUI) MBST

Business role Not yet available

Business role menu Not yet available

5.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)



Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction

codeComment

General Analysis ME80RN Certain purchasing documents and various sum totals.

Purchase Order by Vendor

ME2L Listing of purchase orders created for a particular vendor.

Purchase Order by Material

ME2M Items in purchasing documents that contain certain materials.

5.3 Used Forms

UseIn some of the activities of this business process, forms were used. The table below provides details on these forms.

5.3.1 ProcurementCommon form name Form type Used in process

step Output type

Technical name

Purchase Order Smart Form

NEU YBUS_MMPO

PO-Urging/Reminder Smart Form

MAHN YBUS_MMPO

PO-Ack. Expediter Smart Form

AUFB YBUS_MMPO

Contract SmartForm Step 4 NEU YBUS_MMCON

Scheduling Agreement

SmartForm NEU YBUS_MMCON

Contract-Ack. Expediter

SmartForm AUFB YBUS_MMCON

SA-Ack. Expediter SmartForm AUFB YBUS_MMCON

5.4 Frequently Asked Questions Questions Answers

Can I add special instructions to contract? Yes.

Can I add special instructions to the contract Yes.



which will be not printed out?

Can we create a contract with items in a different currency other than the local currency?

Yes. The relevant exchange rates must be maintained in the system.


Health & Medicine

Procurement contract Scenario SAP MM