1. Basic of Procurement Process..........................................................................................................
1
2. Master data.......................................................................................................................................2
3. Procurement of stock material.........................................................................................................2
4. Procurement of consumable materials.............................................................................................3
5. Procurement of external services.....................................................................................................3
6. Subcontracting.................................................................................................................................3
7. Planning prerequisites......................................................................................................................3
8. Lot size calculation:.........................................................................................................................4
9. Source of supply 1: Info records......................................................................................................4
10. Source of supply 2: Outline purchase agreement..........................................................................4
11. Source determination.....................................................................................................................5
12. Document release procedure:.........................................................................................................5
13. Customizing purchasing................................................................................................................6
14. Goods receipts................................................................................................................................6
15. Reservation and Goods issue.........................................................................................................7
16. Stock transfers/Transfer postings...................................................................................................8
17. Special Inventory Management features:......................................................................................8
18. Physical inventory..........................................................................................................................9
19. Basic Invoice verification procedure:............................................................................................9
20. Variances and blocking reasons:....................................................................................................9
21. Invoices for PO with account assignment......................................................................................9
22. Delivery cost..................................................................................................................................9
23. Tcodes............................................................................................................................................9
1. Basic of Procurement Process
- Org levels: client, company code, plant, storage location, purchase org/purchase group
"Once you have decided on an organizational structure, it is very difficult to change it"
- One Pur Org can purchase for one or more plants in the same CoCode. If we want one PurOrg can
purchase for more than one plants which belong to different CoCodes, we cannot assign a company
code to the purchasing organization in Customizing. When we create a purchase order, for
example, the system asks us to enter the company code for which we want to procure the material.
- Procurement cycle: 8 steps. Determination of Reqs -> Source determination -> Vendor selection
(price comparisons between the various quotations) -> PO processing (Just enter it) -> PO
monitoring (The buyer can monitor the processing status of the purchase order online at any time
and can determine whether goods or an invoice have been received for the relevant purchase order
item. The system also supports reminder procedures) -> Goods receipt (The system compares the
goods receipt quantity with the purchase order quantity)-> Invoice verification -> Payment
processing.
- PO: You can create purchase orders without reference, or with reference to a purchase requisition,
a request for quotation, or another purchase order.
- Procurement material is delivered for stock or for direct consumption (cost center, asset, project)
- PO: The item categories displayed depend on the document type. In Customizing, you can define
which item categories are allowed for which documents
2. Master data
- Enter storage location: Tcode "MMSC"
- You can block the vendor master record (for example, for vendors who deliver products of poor
quality). Once you have set the block indicator, you can no longer place purchase orders with this
vendor.
- Note: In the source list, you can block a vendor for a single material.
- If you want to create PO automatically from purchase requisition, you have to check "Automatic
purchase order" in "Purchasing" view of Vendor master and "Autom. PO" in "Purchasing" view of
Material master.
- Đã set cả hai option -> chưa thấy tạo PO tự động?
3. Procurement of stock material
- Quotation processing: The mean value of the quotations can be saved as the market price in the
quotation price comparison list. The market price is used as the basis for valuating the price level of
a vendor and is called up for vendor evaluation
- Conditions in info records, contracts, and extended conditions, are time-dependent conditions.
Conditions in purchase orders are time-independent conditions.
* The following types of conditions are used in Purchasing:
Conditions in a contract apply to all contract release orders created with reference to this
contract.
Conditions in a purchasing info record apply to all purchase order items that contain the
material and vendor contained in the purchasing info record.
Extended conditions are only included in the purchase order if they meet certain criteria.
For example, you can use extended conditions to define vendor discounts or include discounts
for a material type. Extended conditions are more flexible than conditions in info records or
contracts in that you can define which criteria must be met if the conditions are to apply to
purchase orders.
- MM user term "Calculation schema" instead of "Pricing procedure" as in SD.
- If you create an RFQ for a particular plant, and reference the quotation when you create the
purchase order, you can no longer change the plant that is specified in the purchase order. In the
RFQ, you should therefore only specify a plant if you do not intend to procure the item for other
plants.
- When you create purchasing documents (for example, purchase orders or contracts), the system
displays data maintained in info records as default values.
- Selecting InfoUpdate (check InfoUpdate in Item details - Material data) causes one of the
following situations to occur:
+ If just one info record (with or without plant) exists, it is updated.
+ If no info record exists and "plant condition requirement" was specified in Customizing, an
info record with plant is created. Otherwise, an info record without plant is created.
+ If two info records exist (that is, one info record with plant and one without plant) the info
record with plant is updated.
- If no info record exists for the combination of vendor, material, and organizational level when you
create or change a contract, the system creates an info record with the conditions from the contract.
- If you check "InfoUpdate" -> system will automatically update corresponding info record.
- The valuation area is the organizational level at which material is valuated. Plant and company
code are two possible valuation areas in the R/3 System.
- Valuation class: You can use the valuation class to combine materials for assigning G/L accounts
so that you do not have to manage a separate stock account for each material. (Oracle lai maintain
nhieu account cho moi kho). Valuation class allowed for a material depends on the material type,
and can be configured in Customizing
- In the standard price procedure (price control “S”), the system carries out all stock postings at a
price defined in the material master. Variances are posted to price difference accounts.
- In the moving average price procedure (price control “V”), the system valuates goods receipts
with the purchase order price and goods issues with the current moving average price. The system
automatically calculates the latter upon every goods movement by dividing the total value by the
total stock quantity. Differences between the purchase order price and the invoice are posted
directly to the relevant stock account if there is sufficient stock coverage.
4. Procurement of consumable materials
5. Procurement of external services
- Tcode AC03: Service master
- For service procurement: enter PO first -> enter service entry sheet once service has been
provided (partially or fully) per PO (So, Service entry sheet is something like Goods receipt for
service)
6. Subcontracting
- Menu path: Logistics Materials Management Purchasing Purchase Order Reporting
SC Stocks per Vendor (Tcode ME2O)
You can post Goods issue (issue components to Subcontractor to make demi-finished products) in
the above screen.
7. Planning prerequisites
* There are three types of MRP areas:
+Plant MRP areas (obligatory) that are automatically created by activating planning with MRP
areas. Their numbers match the number of the plant. If no more MRP areas are defined, the plant
MRP area covers the entire plant.
+ Storage location MRP areas that are defined by the storage locations assigned to them.
+ Subcontractor MRP areas that provide planning of the requirement of the material provided for a
subcontractor, and are defined by the assignment of this subcontractor.
* In order to carry out material requirements planning for a plant:
+ You have to activate MRP at the respective plant
+ You have to maintain the MRP parameters at this plant
+ You have to maintain the MRP data of the materials that are subject to automatic planning.
* Automatically planned materials are materials that are NOT assigned the material type ND (= not
planned).
- As opposed to MRP, consumption-based planning procedures are only based on material
consumption
- For all consumption-based planning procedures, the following are not relevant to planning: sales
orders, planned independent requirements, and reservations. These are planned directly as
requirements in MRP.
- Material requirements planning (MRP) is based on current and future requirements. The planned
requirement quantities trigger requirements calculation. In MRP, the requirement elements are sales
orders, planned independent requirements, material reservations and so on, as well as the dependent
requirements that are created by a BOM explosion for assembly groups and components.
- MRP is especially useful for planning finished products and important assembly groups and
components (A materials).
8. Lot size calculation:
* Three groups of procedures exist for calculating the lot size:
- In the static lot-sizing procedures, the lot size is calculated using only the entered quantities in the
material's master record (lot-for-lot order quantity, fixed lot size, replenishment up to maximum
stock level).
- The periodic lot-sizing procedures group together requirement quantities from one or several
periods to form a lot (days, weeks, months, period of flexible length).
- The optimum lot-sizing procedures groups requirements from several periods together to form a
lot, whereby an optimum cost ratio is determined between lot size independent costs and storage
costs.
- MRP Profile: Logistics ® Materials Management ® Material Master ® Profile ® MRP Profile
® ...
- Stock/Requirement list (Tcode MD04): Logistic ® Material Management ® Inventory
management ® Environment ® Stock ® Stock/Requirement list
- The availability date (e.g. of a purchase req caused by MRP run) results from the sum of
purchasing department processing time (Customizing - Plant parameter - External procurement -
Purchasing [Link] in days), planned delivery time (Material master record - MPR 2) and GR
processing time (Material master record - MPR 2). Forward scheduling is used in reorder point
planning
- We can convert a planned order to 1. Purchase requisition (purchasing) or 2. Production order
(Production), based on procurement type in Material master record.
9. Source of supply 1: Info records
- In MM Purchasing, the term source of supply (or source) can mean a vendor (external supplier)
or an outline purchase agreement.
- Conditions in info records, contracts, and extended conditions, are time-dependent conditions.
Conditions in purchase orders are time-independent conditions.
- A purchasing info record can be valid for all the plants covered by a purchasing organization or
for a single plant within a purchasing organization.
- Info records can be created manually or automatically during the maintenance of a quotation, a
purchase order or an outline purchase agreement. Ordering data is updated automatically in the info
record
- There are two types of info records: Info record with material master data and Info record without
material master data.
10. Source of supply 2: Outline purchase agreement
- Outline agreement can be a contract or a scheduling agreement. There are two types of contracts:
quality contract (is regarded as fulfilled when the agreed total quantity has been supplied on the
basis of individual release orders issued against the contract) and value contract (is regarded as
fulfilled when the agreed total value has been supplied on the basis of individual release orders
issued against the contract)
- The items of a contract can relate to a single plant or all the plants covered by a purchasing
organization (centrally agreed contract)
- In contracts, you can use the special item categories M (material unknown) and W (material
group).
- Item category M is recommended for similar materials with the same price but different material
numbers. When you create the contract item, you enter the short text, material group, quantity, and
unit of measure, but no material number. This is not specified until a release order for such a
material is created against the contract.
- Item category W is recommended for materials belonging to the same material group but with
different prices. When you create the contract item, you enter the short text and the material group,
but no price. This and the material number are not entered until a release order is created against
the contract.
- Item category W can be used only in value contracts.
- You can enter a material number in the contract release order. The corresponding material master
record must be assigned to the same material group as the contract item that is referenced. If the
contract release order does not contain a material number, it must have a valid account assignment
(such as a cost center).
- Using the "Plant conditions" function, the centrally agreed contract allows you to stipulate
separate prices and conditions for each receiving plant
- A scheduling agreement is a longer-term purchase arrangement with a vendor covering the supply
of materials according to predetermined conditions. These apply for a predefined period and a
predefined total purchase quantity.
- Neither the item categories M and W nor the account assignment category U (account assignment
unknown) are allowed in scheduling agreements.
11. Source determination
- In the SAP R/3 System, a source of supply can be a vendor (external supplier) or an outline
agreement.
- Some Tcode: Purchase requisition (ME51N, ME52N, ME53N), Purchase order (ME21N,
ME22N, ME23N), RFQ (ME41, ME42, ME43), Info record (ME11, ME12, ME13
* Possible sources are determined and suggested by the system according to the following
priorities:
- The system first checks whether a quota arrangement whose validity period covers the
delivery date in the purchase requisition exists for the material. If so, the system calculates
from which vendor the material is to be procured on the basis of the quotas stipulated for
the vendors.
- If no quota arrangement exists, the system attempts to determine a suitable source on the
basis of the source list.
- If the source list contains neither a vendor nor an outline agreement item, the system
attempts to find a contract or a scheduling agreement for the material. If outline agreements
exist for the material, these will be suggested as possible sources. The system also searches
for suitable info records and suggests these for the material.
12. Document release procedure:
....
- A release strategy can include up to eight release points which were identified by two character
key (release code).
- Release class: The communication structures CEBAN (for purchase requisitions) and CEKKO
(for external purchasing documents) contain all the fields that can be defined as release
characteristics. If you have additional requirements, take advantage of the user exit made available
by the SAP system
- The release class is assigned to the release object in Customizing (1 = purchase requisition, 2 =
external purchasing documents, 3 = service acceptance).
- Đường dẫn tạo PO một cách tự động: SAP menu Logistics Materials Management
Purchasing Purchase Requisition Follow-On Functions Create Purchase Order
Automatically via Purchase Requisitions.
Điều kiện để tạo PO một cách tự động gồm:
+ Vendor master và Material master phải được đánh dấu kiểm vào ô "Cho phép tự động tạo
PO"
+ Purchase Req đã được assign Source of Supply,
- Các bước tạo release procedure:
(đường dẫn IMG-MM-Purchasing-Purchase Requisition-Release Procedure-Setup procedure with
classification)
+ Tạo release code: represents an individual or a department which involves release process
+ Define new Release strategy (lưu ý trong classification, điều kiện "Total value of item"
phải gõ cả dấu >=, nếu ko hệ thống chỉ tính đến PReq có total value bằng đúng số tiền ta khai báo)
13. Customizing purchasing
- Parameter EVO: define the default values in Customizing first and then assign them to a user by
entering the key (which was defined in Customizing) for the default values in the user master
record under the parameter ID EVO.
- Maintain the parameter as follows:
+ IMG - Material Management - Purchasing - Environment data - Define default values for buyers -
Settings for default values. Here you maintain the default values, after that record the setting
number (ex 01, 02, 03...).
+ Use Tcode SU01 or you choose "Maintain User" in the above path, go to tab "Parameters", enter
"EVO" into Parameter ID field and setting number (ex 01, 02, 03...) into Parameter value field.
- Parameter EFB allows you to define the authorizations for certain functions that may be required
during the processing of requisitions or purchase orders. For example, you can define the
authorizations for:
Manual source assignment
Display and/or maintenance of conditions
Creating documents with reference to a certain existing document
Changing the source after creating a document by referencing a requisition
You define the authorizations in Customizing and assign them to a user by entering the
key for the authorizations in the user master record under the parameter ID EFB.
User parameter EFB does not provide authorization protection but facilitates the control
of complex purchasing functions.
14. Goods receipts
- In the settings for Enjoy transactions in Customizing for Inventory Management, you can define
which fields appear on the MIGO transaction screen and how they appear. See also the
documentation in Customizing
- the initial entry of inventory data: movement type 561
- GR blocked stock: hàng chưa thỏa mãn một số yêu cầu và bị block lúc nhận hàng. Sau khi kiểm
tra, (move to warehouse) hàng trong GR blocked stock có thể được release tới 1 trong các kho sau:
Unrestricted use, Stock in quality inspection, Blocked stock (valuated). Nếu không, hàng có thể
được trả lại cho người bán trực tiếp từ GR blocked stock. Thao tác này sẽ tạo 1 material document
và PO history được update.
- Effects of the release of material from GR blocked stock:
+ Material and financial accounting documents are created.
+ Total valuated stock is updated.
+ Purchase order and purchase order history are updated.
+ The G/L accounts are updated.
- As a rule, underdeliveries are allowed in the standard system. The standard system does not allow
overdeliveries
- To enable you to return a material via Shipping, you must maintain the following data in the R/3
System:
+ Plant data, such as sales organization, distribution channel, and division
+ The Shipping view in the material master record
+ The customer field in the central vendor master record, as the vendor for shipping is also
the customer.
- For Goods receipt: we can configure to create PO automatically (per movement type) by using
IMG - MM - Inventory management and Physical inventory - Goods receipt - Create PO
automatically
- You can create purchase orders automatically only for valuated materials
- The shelf life expiration date is checked only if the following conditions have been fulfilled:
+ The minimum remaining shelf life has been maintained in the material master or the
purchase order.
+ The minimum remaining shelf life value is the number of days that a material has to be
usable in order that the R/3 System will accept the goods receipt.
+ The shelf life expiration date check is active in the plant.
+ The shelf life expiration date check is activated for this movement type.
- If you maintain "Latest GR date" in tab "Delivery" of PO, system will check the receipt date and
produce and error or warning message (up to setting) in case of the latest receipt date has not been
satisfied.
- You can use report RM07MBST to display the total stock quantity and total stock value for one or
more materials.
15. Reservation and Goods issue
- Reservation may be stands for: planning of a receipt, planning of an issue, planning of a transfer
posting.
- If the dynamic availablility check is actively set for a type of reservation, the system includes
imminent material requirements in the availability check
- Activating the missing parts check: The R/3 System runs the missing parts check only if it is
activated in a plant, a checking rule is defined for the transaction, and a checking group is assigned
for the availability check in the material master record.
- You enter the stock determination group in the material master at plant level. It controls material-
related stock determination.
- The stock determination rule is assigned by the application in which it is called.
- The stock determination group, along with the stock determination rule, forms the unique key for
the stock determination strategy at plant level.
- The stock determination strategy defines which stocks can be considered for a transaction (special
stock indicator, storage location), which preferences are to be included (sorting criteria), which
priority these preferences should have when they are combined with other strategies, or whether
stock determination is carried out online or in the background.
- Negative stock balances are required if, for organizational reasons, goods issues are entered
before the corresponding goods receipts, and the material is already physically located in the
warehouse
- Settings for negative stocks: set for valuation area, set for plant and special stock types, set for
storage locations, activate in material master record.
- If the first movement of a material is an outward movement, you can define in Customizing that
storage location data is created automatically for goods issues by choosing Create Storage Location
Automatically
16. Stock transfers/Transfer postings
- Stock transfers: physical goods movement. Stock transfers can have one or two steps or be related
to a stock transport order (cần tra Glossary xem stock transport order là gì?)
- Transfer posting: change of stock type, batch number, or material number. A physical movement
may also occur.
- One step proc: Unrestricted-used -> Unrestricted-used.
- Two steps proc: Unrestricted-used -> In stock transfer (hàng đi đường) -> Unrestricted-used
- Stock transport order (two steps): Unrestricted-used (plant 1) -> Stock in transit (plant 2) ->
Unrestricted-used (plant 2).
- A transfer posting from material to material requires that both materials are managed in the same
unit of measure
- Câu hỏi: stock transfer giữa 2 plant thuộc cùng 1 CoCode có phát sinh accounting document? (thử
làm trên hệ thống)
17. Special Inventory Management features:
* Split valuation:
- The valuation category indicates whether the material’s stock is to be valuated as one unit or in
parts. The valuation category is also a key that indicates the criteria for defining partial stock, and it
determines which valuation types are allowed.
- The valuation type is a key that identifies split-valuated stocks of material and indicates the
characteristics of a partial stock.
- You enter the valuation category in the material master
- Global basis (valuation categories and valuation types): independent of the valuation area. After
that, you have to assign the permissible valuation categories to the valuation areas. As a result, the
category-specific data (in particular, the valuation categories assigned to this category) is then valid
locally.
- Returnable transport packaging: for example containers, pallets. They belongs to vendor.
- Handling units = packaging material (pallet, box…) + Goods
You must make certain settings in customizing in order to be able to use Handling Unit
Management.
The most important settings are as follows:
You must define at least one internal number range for handling units, as the system assigns
an internal number when a handling unit is created. (Standard system: number range interval
01).
You must define packaging material types, since handling units consist of packaging material
and, for example, trading goods. The packaging material type determines, for example, from
which plant the packaging material comes and which number range interval should be used for
number assignment.
You must decide which storage locations are to be managed using handling units. You can
only set a handling unit requirement for storage locations for which no stock has been entered.
The packing control for the delivery item categories must permit packing, otherwise
handling units cannot be created.
You can determine whether the goods receipt for the inbound delivery can already be booked
before the transfer order is created. This decision will depend on the warehouse number and
the delivery item category.
You must set the unique number assignment for handling unit identification to ensure that the
handling units can be displayed, for example.
You can maintain number ranges for internal and external number assignment for handling
units; these are then assigned to the packaging material types.
18. Physical inventory
19. Basic Invoice verification procedure:
- In PO, if you didn't set item(s) is GR-based IV then when you enter invoice (MIRO) system will
populate each PO item as a whole (despite you have multiple GR for one PO item). Otherwise,
system will separate each GR into one item in invoice.
20. Variances and blocking reasons:
- types of variances: quantity, price (PO price vs Inv price), date variance (planned delivery date vs
Invoice entry date)
- Account movement: GR (debit stock, credit GR/IR), IR (debit GR/IR, credit Vendor), Payment
(debit Vendor, credit Cash)
GR IR Payment
Stock +
GR/IR - +
Vendor - +
Cash -
21. Invoices for PO with account assignment
- The account assignment category controls:
+ If you can post a goods receipt
+ If you can post an invoice receipt
- Tcode for Automatic posting in MM: OMWB / OBYC
22. Delivery cost
- Two types of delivery cost: Planned delivery cost (entered in PO items) and Unplanned delivery
cost (entered at invoice receipt).
- Planned del cost can be freight costs or customs (phí hải quan).
- Delivery cost can be fix amount, quantity-dependent amount, percentage of value of goods
- The way in which the R/3 System posts unplanned delivery costs depends on the settings in
Customizing (IMG - MM - Logistic Invoice verification - Incoming invoice - Configure how
unplanned delivery costs are posted).
23. Tcodes
Purchase requisition (ME51N, ME52N, ME53N), Purchase order (ME21N, ME22N, ME23N),
RFQ (ME41, ME42, ME43), Info record (ME11, ME12, ME13