SAP Purchasing/Sales

SAP Purchasing/Sales
/3 Integration Model
Part II ASSIGNMENTS
SD FI
Sales
Sales & & Financial
Financial
Distribution
Distribution Accounting
Accounting
MM CO
Materials Controlling
Controlling
Mgmt
PP AA
R/3
Production Asset
Asset
Planning
Planning Accounting
QM
Quality
Client /Server PS
Project
Project
Quality
Mgmt
Mgmt PM
Plant
ABAP WF
System
System
Plant
Maintenance Workflow
Workflow
HR IS
Human Industry
Resources Solutions
 SAP AG
Arno van Lumig
Mirjam van Kuijk
September 2009
Author: Farnas Gahanbas
Martin König
Isabelle Schiffer
Student number: 2086095

2100908
2099880
Class: FIE4B
Learning Arrangement: Enterprise Resource Planning ERP

ALA5
Tutor: Arno Van Lumig
Institute: Fontys, University of Applied Science
Study course: International Business and

Management Studies
Study phase: Main Phase
Academic year: 2009/2010
Place and Date: Venlo, 11th December 2009
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1 Table of contents
1 Table of contents.........................................................................................................................1
2 Introduction.................................................................................................................................3
3 General remarks..........................................................................................................................4
4 Organizational structure..............................................................................................................5
5 Master data purchasing process..................................................................................................6
5.1 Introduction..........................................................................................................................6
5.2 Material master data.............................................................................................................6
5.3 Vendor master data.............................................................................................................11
5.4 Pricing master data.............................................................................................................16
5.5 Default settings...................................................................................................................18
5.6 Bank account posting.........................................................................................................19
6 Process description purchasing.................................................................................................21
6.1 Introduction........................................................................................................................21
6.2 Basic purchasing process....................................................................................................21
6.3 Alternative purchasing process..........................................................................................21
7 Executing purchasing process in SAP......................................................................................26
7.1 Introduction........................................................................................................................26
7.2 Availability and stock quantity checking...........................................................................26
7.3 Creating purchase requisition.............................................................................................28
7.4 Selecting potential vendors ...............................................................................................29
The reason that there is no information available for the new material is that the company
does not yet have any vendor for the new material but has to inquire this from potential
vendors.....................................................................................................................................29
7.5 7.5 Creating RFQ...............................................................................................................30
7.6 Maintain quotation.............................................................................................................33
.................................................................................................................................................33
7.6 Creating info record............................................................................................................34
7.7 Assigning source of supply................................................................................................35
7.8 Creating purchase order......................................................................................................36
7.9 Creating confirmation.........................................................................................................41
7.10 Creating shipping notification..........................................................................................41
7.11 Creating goods receipt......................................................................................................43
7.12 Recording inspection result..............................................................................................49
The screenshots above shows the result of the inspections of the new material. The results
differ from the results of the old material as the data which was entered in SAP differed, too.
Values such as Minimun, Maximum, mean value and standard deviation influenced the
results differently......................................................................................................................50
7.13 7.14 Creating usage decision............................................................................................51
7.15 Creating invoice..............................................................................................................53
7.16 Releasing invoice............................................................................................................58
7.18 Summary of the postings.................................................................................................61
7.19 Creating shipping notification remaining new materials................................................62
7.14 Creating goods receipt .....................................................................................................64
7.15 Recording inspection result..............................................................................................69
7.16 Creating usage decision....................................................................................................70
7.17 Creating invoice...............................................................................................................71
7.18 Releasing invoice............................................................................................................74
7.19 Creating outgoing payment..............................................................................................74
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8 Master data sales process..........................................................................................................77
8.1 Customer master data.........................................................................................................77
8.2 Master data new customer..................................................................................................79
8.3 Extending distribution channel material.............................................................................80
8.4 Pricing master data.............................................................................................................82
9 Process description sales and distribution................................................................................84
9.1 Introduction........................................................................................................................84
9.2 Basic sales process.............................................................................................................84
9.3 Alternative sales process....................................................................................................84
10 Executing sales and distribution process in SAP....................................................................90
10.1 Introduction......................................................................................................................90
10.2 Creating inquiry ...............................................................................................................90
10.3 Analysis results.................................................................................................................92
10.4 Creating quotation............................................................................................................94
10.5 Redistribution available quantities...................................................................................96
10.6 Creating order.................................................................................................................101
10.7 Creating outbound delivery............................................................................................105
10.8 Creating picking.............................................................................................................108
10.10 Creating invoice/bill.....................................................................................................114
10.9 Creating stock transfer order..........................................................................................120
10.12 Creating outbound delivery plant Maastricht..............................................................124
10.13 Creating picking plant Maastricht................................................................................127
10.10 Creating goods issue plant Maastricht..........................................................................128
10.11 Creating goods receipt plant Amsterdam.....................................................................132
10.12 Adapting sales order quantities...................................................................................134
10.13 Creating outbound delivery..........................................................................................135
10.14 Creating picking...........................................................................................................137
10.15 Creating goods issue.....................................................................................................139
10.16 Creating invoice/bill.....................................................................................................142
10.17 Creating incoming payment.........................................................................................148
The screenshot above shows the final balance sheet after the incoming payments of the both
customer. Actually the abnk account should be increased by the amount, which is still in the
customers receivable account. By reason that this has not been cleared the total amount from
the existing customer has not yet been paid by him...............................................................153
All other accounts which have been affected through the incoming payment are also
displayed and in comparison to the former financial statement bear changes. The output tax
and the customer discount should also be different, as those two accounts would also be
affected by the incoming payment of the existing customer..................................................153
10.18 10.22 Summary of the postings....................................................................................154
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2 Introduction
Below the SAP exercises of this course will be given. These exercises have to be dealt with
completely. A mark will be assigned only in case the complete processes have been executed.
The SAP-exercises will be carried out for the wholesaler Pulles. Pulles cooperates closely with
the vendor/supplier: van Lierop. Van Lierop is a well-known player on the market for
electronic equipment and Pulles is one of the major customers.
Despite this close cooperation the quality control has not been shifted to van Lierop. The
quality control remains the responsibility of Pulles. The quality control is performed at the
goods receipt.
Pulles has organised a quality management system in the plant in Maastricht. The plant in
Amsterdam is lacking this facility.
The customer: Luiten is a major customer of Pulles.
In addition to these existing trading partners, additional trading partners will be created by you.
Following the assignments, the criteria, which apply for the determination of the mark, are
given.
Next the logon procedure, to logon to the SAP system, is given. The sign in codes will be
handed out at the beginning of the learning arrangement.
Finally a number of default settings and other useful hints are given.
For a global time scedule see the course manual.
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3 General remarks
4
4 Organizational structure
The following table shows the logon on data of Pulles company 41
Logon data Value
Client number 910
User name FON041
Password FON041
The table below shows the organizational structure of the company with all departments included.
Organisational unit/part Value
Company code CC41
Sales department SO41
Sales office DS41 IS41
Sales group D41 I41
Purchasing department PO41
Purchasing group M41 A41
Plant PM41 PA41
Country plant NL NL
Language plant NL NL
Storage location SM41 SA41
Distribution channel 01 02
Division 01 02 03
Additional distribution channel:

For exports to countries beyond the Netherland, the company could assign agents to create a
distribution network within a foreign country. An agent serves as link between wholersaler and
the customers.
Additional division:
An additional division which would fit into a wholesale company would be HiFi equipment.
This refers mainly to smaller electronics such as DVD players, speakers, TV sets and
accessoires.
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5 Master data purchasing process
5.1 Introduction
5.2 Material master data

5.2.1 Introduction
The table below shows several departments of the company and additional data fields that these department
includes as information in the SAP system.
Organisational level/department Additional data field
Basic Product allocation
Sales Cross distribution
chain material status
Plant Hazardous material
number
Purchasing Order Unit
Quality management Catalog profile
Accounting Price determination
In the following the additional data fields are explained:
Product Allocation: The procedure of product allocation determines how a product allocation
is carried out. An info structure is assigned which influences the criteria used when product
allocations are stored in the planning hierarchy. There is also the possibility of assigning
several objects to the product allocation. Each object then has its own validity period. The
corresponding planning hierarchy contains the product allocation which is determined for each
object.
Cross distribution chain material status: For all distribution chains the cross distribution
chain material statues indicates whether the material my be used in individual functions in Sales
and Distribution. Through this status the usability of the materials is restricted for the
distribution chains.
Hazardous material number: The hazardous material number indicates whether the material
is hazardous or dangerous. This number assigns hazardous material or dangerous goods data to
the specific material.
Order Unit: This field indicates the unit of measure in which the material is ordered. It differs
from the base of unit measure.
Catalog Profile: Is a key of the report schema which is the basis for the message. It is used in
plant maintenance and customer service.
Price determination: This data field provides information about how the price is determined.
Two options how to determine it are given. Either the activity-based determination which
calculates the moving average price. Or the single-/multi level price which calculates the
periodic unit price.
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Additional department relevant in the material master record:
Theoretically, there is a possibility to found a customer service and repair department,
assuming that there is none until now. This department would handle customer complaints and
goods for repair.
Additional material type:

An additional material would be raw material which is needed for the company to produce
finished goods.
5.2.2 Material list
The screenshot above shows a part of the material list provided through material master data. The material
Standard Lightning Purchase/Sales are shown for the two production plants in Amsterdam PA41 and Maastricht
PM 41. 42 indicates the material number for the Standard Lightning Purchasing/Sales. (Name will be changed later
into: Standard Lighting Purchasing/Sales)
5.2.3 Master data existing material
5.2.3.1 Introduction
5.2.3.2 Changing material master data existing material
The following table shows the material master data of the existing material, which can be recognized through the
material number 42.
Organisational level Data field Value
Basic Material (number) 42
Base Unit of Measure ST
Material group 01
Division 03
GenItemCatGroup NORM
Gross weight 4
Net weight 3
Weight Unit KG
Language EN
Material description Standard Lighting Purchasing/Sales
Language DE
Material description Standard Lampe Einkauf/Verkauf
Language NL
Material description Standaard lamp inkoop/verkoop
Sales department Base Unit of measure ST
Delivering plant PM41
Country (code) NL NL
Tax category (code) MWST MWST
Tax classification (code) 1 1
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Net price condition Scale quantity Amount
(PR00) 1 200
PM41 PA41
Plant Base Unit of measure ST ST
Availability check 02 02
Loading group 0001 0001
Purchasing Purchasing group M41 A41
department Tax indication f. material 1 1
GR processing time 100 100
Quality management QM proc. active Y
dep. QM control key 0007 0000
Inspection setup Y N
Inspection type 01 10
Active Y Y
Post to inspection stock Y -
Inspection with mat. Y Y
specification
Accounting Currency EUR
department Current period 09 2009
Valuation Class 3100 3100
Price control S
Price unit 1 1
Standard price 65,00 60,00
Description of the data fields (the F1 function was not possible at this time):
Base Unit of Measure: is the base for the stock in which the materials are managed. Quantities
which are entered into the system are converted into the base of unit of measure. It is also
possible to define alternative units of measure and the corresponding conversion factor.
Delivery Plant: Indicates from which plant the material will be delivered to the customer. This
plant is automatically copied into the sales order as a default value.
Scale Quantity: The scale quantity might be for example the number of pieces to which a scale
refes.
Net Price Condition: Depending on the document the net price can be determined by 3
different tables. These tables stand for the net price conditions.
Tax Indication for material: The tax indication for material is used to determine the tax code
for the purchasing process. Within the process of price determination this indicator helps to
facilitate this process.
Goods receipt processing time: This data fields indicates how many workdays are required for
the inspection and placement into storage of the material after receiving it.
Inspection Setup: Within SAP this indicator is set when an inspection setup for the material
and plant exists. If this setup is activated, also a control key has to be stored.
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Quality Management control key: As mentioned before for the inspection setup a control key
has to be stored. Through this key the conditions which are valid for the quality management
are determined.
Standard Price: This data field indicates that the evaluation of the material stocks at this
standard price means that the goods movements are valuated at the same price throughout an
extended period.
5.2.3.3 Quality control master data existing material
The following table shows the quality control data for the existing material.
Material Plant Master inspection Short text inspection (Inspection) Short text
number characteristic (number) characteristic Method
42 PM41 1000000 Maximun tolerable MAXCUR Measuring maximum
current tolerable current
Quantitative data
Measurement unit A
Lower plausible limit 8
Upper plausible limit 12
Target value 10
5.2.4 Material master data new material
Pulles is interested in extending its lighting product range. Lighting materials range from basic lighting equipment
to very expensive lighting systems. Therefore, a new material has to be created. The master data for this material is
shown in the table below and will be entered into the SAP system.
Basic Base unit of measure ST
Gross weight 13
Net weight 12
Weight unit KG
Description (English) Solar Panel
Description (Dutch) Solair plaatje
Sales department Delivering plant PM41
Net price condition (Sales Scale quantity Amount
price) 1 800
10 650
PM41 PA41
Purchasing department Purchasing group M41 A41
Goods receipt processing time 100 100
Accounting department Price unit 1 1
Standard price 600 500
5.2.4.2 Creating master data new material
The advantage of an external number assignment is, that the number means something for the
user of the system, as the user is able to assign this number on his/her own. A disadvantage
would be that chosen terms might already been used by other records. If an internal number
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assignment is used this problem is not likely to occur, since the system itself will choose and set
the numbers.
An advantage of the creation of a master record centrally is, that it is easier to restrict the
system. One central department can create these records, which is positive as this department
has the full overview of the master records. A disadvantage would be, that the workload of this
single department is pretty high and the communication level at the company must be very
advanced to avoid communication errors. The creation of master records decentrally would
mean less burocracy. Nevertheless the usage by several users might be confusing and end up in
faults of records.
The table below shows the total master data of the new material, indicates through the material number 772.
Material group 01
Division 03
GenItemCatGroup NORM
Gross weight 13
Net weight 12
Weight Unit KG
Language NL
Description Solair plaatje 130W
Language EN
Description Solar panel 130 W
Sales department Base Unit of measure ST
Delivering plant PM41
Country (code) NL Netherlands
Tax category (code) MWST Output Tax
Tax classification (code) 1 Full tax
Net price condition PR00 Scale quantity Amount
(sales price) 1 800
10 650
PM41 PA41
Purchasing department Purchasing group M41 A41
Tax indication f. material 1 1
Quality management QM proc. active Yes
department QM control key 0007 0000
Inspection setup Yes No
Active Yes Yes
Post to inspection stock Yes -
Inspection with mat. Yes Yes
specification
Accounting department Currency EUR
Current period 09 2009
Price control S
Price unit 1 1
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5.2.4.3 Quality control master data new material
5.2.4.3.1 Introduction
The table shows the quality control master data for the new material.
Material Plant Master inspection Short text Inspection Short text
number characteristic inspection method (code)
(number) characteristic
772 PM41 1000004 Inspection of solar ISI Inspection of
item solar item
Quantitative data
Measurement unit mV
Lower plausible limit 10
Upper plausible limit 20
Target value 15
5.2.4.3.2 Creating quality control master data new material
The screenshot abve shows the material inspection characteristics, which have been set for the new material
before.
The screenshot above shows that the material specifications for the new material have been set. The inspection
method, which is indicated through the short text is displayed as well as the plant PM, where the quality
management takes place.
5.3 Vendor master data

5.3.1 Introduction
The following table shows organizational levels of the company and additional data fields, which could be
important.
Organisational level/Department Additional data field
Address Region
Accounting Withholding Tax Code
Purchasing Salesperson
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Additional data fields:
The data field Region is a possible addition to the vendor master data displayed under
addresses. It allows to appoint specific geographic regions (e.g. Limburg in the Netherlands) to
a selected vendor and refers specificly to general adress data.
Under Withholding tax code a default per business partner can be defined. Since tax
information is of explicit interest for the finance department it is integrated under accounting.
As additional information for purchasing the Salesperson datafield highlights a specific

contactperson for dealings with this specific vendor. Only the purchasing department is in need
of this specific information.
5.3.2 Vendor list
The screenshot above shows the vendor list, with the different vendors of the company Pulles. The vendor number,
which is important for any entries in the SAP system is mentioned (34) as well as the address of the vendor.
5.3.3 Master data existing vendor
5.3.3.2 Changing vendor master data
The table below shows tha master data of the existing vendor, which has to be adjusted in the system.
Address Vendor (number) 34
Title Company
Name Van Lierop
Search term 1/2 LIE
12
Street/House number Hoeksestraat 12
Postal code 1234 ER
City Cranendonk
Country NL
Language Dutch
Accounting department Reconciliat. account 160000
Payment terms 0002
Tolerance group PULL
Purchasing department Order currency EUR
Terms of Payment 0002
Incoterms EXW ExWorks
Schema group, vendor 03
Pricing date control 1
Purchasing group  Has to be removed
Ordering address 34
Vendor 34
Invoicing Party 34
The screenshot above shows the changed master data of the vendor. As already indicated above, the purchasing
group of the vendor has to be removed, which is displayed in the screenshot.
Description of data fields:
Country: Identifies the geographic location of a vendor in code (e.g. NL)

and text (e.g. Netherlands).
Language: Shows the native language of the vendor in order to simplify
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communication.
Reconciliation account: Account on which movements of sub ledgers, e.g. debtors,
creditors and investments are notified.
Terms of payment: Appoints terms of payment for transactions with vendors
according to agreement.
Incoterms: Incoterms are globally accepted regulations for the international
movement of goods. By using this field the purchaser is able to
appoint procurement contracts and sellers' duties (e.g.Ex Works).
Schema group vendor: Determines the pricing procedure, which is used in purchasing
documents of a specific vendor. This schema is appointed by
reference to a certain schema group. Consequentaly the conditions
can differ between different documents.
Purchasing group: By utilizing this data purchasing activities of a purchasing group
can be analysed. An overview of receipts, receipt positions and
their allocation can be realized.
5.3.4 Master data new vendor
The table below shows the master data of the new vendor, which will be entered in the SAP system.
Address Title Company
Name Konig
Search term KON
Street/House number Parkstraat 13
Postal code 2500 AA
City Den Haag
Country NL (Netherlands)
Language Dutch
Accounting department Payment terms 0002
Purchasing department Terms of Payment 0002
Purchasing group Has to remain empty
Advantages and disadvantages of the creation of a new vendor:
Advantages of creating new vendor using a reference vendor:

• ideally abridges the creation process by carrying over default values from the system
• counteracts errors made in haste in particular in regard to standard data
• streamlines the data input when dealing with vendors with similar backgrounds
Disadvantages of creating new vendor using a reference vendor:

• abets wrong inputs and by doing so requires prudence
• user can continue to spread previously wrong data to new vendor master data
• can lead to longer input times
5.3.4.2 Creating master data new vendor
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As a reason of the process above a new vendor Konig does exist now. The vendor number 145, which is important
for any entries in the SAP system is shown, as well as the address of the vendor.
The following table shows the master data of the new vendor, which has now been entered in the system.
Address Vendor (number) 145
Title Company
Name Konig
Search term 1/2 KON
Street/House number Parkstraat 13
Postal code 2500 AA
City Den Haag
Country NL
Language Dutch
Accounting department Reconciliat. account 160000
Payment terms 0002
Purchasing department Order currency EUR
Incoterms EXW ExWorks
Schema group, vendor 03
Pricing date control 1
Purchasing group Has to remain empty
Ordering address 145
Vendor 145
Invoicing Party 145
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5.4 Pricing master data
5.4.1 Price element net purchase price: P000
The table below is important for the net price conditions, which will be entered in the SAP
system.
Vendor Vendor Material Description Plant Valid from ConditionName Amount
(number) name (number) type
34 Van 42 Standard PM41 13.08.2005 P000 Net 65
Lierop Lighting PA41 13.08.2005 price 60
Purchasing/Sales
The screenshot above shows the net price conditions of the existing material. The vendor for this material is Van
Lierop as indicated through the vendor number at the top of the screenshot. The material number indicates that this
screenshot refers to the existing material number 42.
This screenshot as well shows the net price conditions for the existing material for the vendor Van Lierop. Both
indicated through the referring numbers. The difference to the first screenshot is the amount of 60,00 in the lower
part of the screenshot. The price difference is due to different plants, which the screenhots refer to.
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5.4.2 Price element freight costs: ZFRA
The screenshot above shows that there are not freight conditions for the plant in Amsterdam yet. Since the
procedure did not result in a value for the freight costs, the freight costs for both plants (PM41 and PA41) had to
be created first. This was handled through application of the “create” function. The screenshot documents the first
step of the creation process.
In a second step the existing vendor (34) was entered into the system. As a result of the process above the freight
conditions had been entered in the system. The vendor number 34 as well as the description show that this
screenshot refers to the vendor Van Lierop. No amount has been set yet for a quantity of 1KG.
Finally a specific amount was entered on basis of the given information (2,00 EUR/1 KG). Incoterms are special
trade terms, which are given rules that traders have to follow. These are referred to for this vendor.
The freight costs for both plants (PM41 and PA41) can now be displayed under the overview. In this case the
screenshot only shows the freight conditions for Plant PA41, still the conditions for both plants are equal.
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The table below indicates the freight costs for both plants for the existing vendor.
Purch. organization Plant Valid on
Inco Vendor Amount Unit of measurement
terms
PO41 PM41 11.09.2009 EXW 2,00 KG
34
PA41 11.09.2009 2,00 KG
5.4.3 Price element input tax: MWST
This table shows the data for the tax information.

Input tax Destination country Tax ind. for. Mat. Tax code Valid on Amount Unit
MWST NL 1 V2 11.09.200 19,000 %
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5.5 Default settings

5.5.1 Introduction
In the screenshot above there are the different parameters for the default settings in SAP are shown. The purchase
group setting are set to A41 in this case, as the screenshot shows.
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5.6 Bank account posting
5.6.1 Introduction
In order to be able to execute its primary processes, Pulles should have a positive bank account.
For that reason, a business plan is discussed with the account manager of the bank and a loan is
granted to Pulles at an amount of 100.000 Euro.
5.6.2 Posting on the bank account
The screenshot above shows that the company Pulles raise a loan of the amount of 100.000 Euro. The account
affected by this process is the loan account 46020, which is indicated through the account number at the top of this
screenshot. Furthermore, it is indicated that the loan is due after one year resulting in a deduction of this amount
from the loan account.
5.6.3 Posting document
As a reason of the raise of a loan in the step before the account of the loan 46020 is affected negatively. Whereas
the bank account is raised at the amount of 100.000. This is the exact amount that the loan shows. The amount of
100.000 Euro is now available for the company to operate with.
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5.6.4 Balance sheet
The screenshot above shows the Balance Sheet of the company CC41. It normally should show all accounts that
the company has an activa and passiva. Due to format errors this is actually not possible. As a reason of the
process described before only the two accounts affected by this step are shown. The accounting document already
showed that through the raise of the loan this account decreased or was credited and the bank account increased,
was therefore debited.
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6 Process description purchasing
6.1 Introduction
6.2 Basic purchasing process
6.3 Alternative purchasing process

6.3.1 Description purchasing process Stepps
The following graphic shows the process flow diagram of the new material.
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In the following the process data flow of the new material will be explained:
Availability and stock quantity checking

The logistics department is responsible for the availability of the materials. On a regular basis,
the availability is checked.
Creating purchase requisition

As a result of the availability check, the logistics department creates a purchase requisition. The
new material is requested because no stock is available at all.
The purchase requisition is sent to the purchasing department, where the vendor for the material
will be determined. Since the purchase requisition covers materials for both plants, the purchase
requisition is sent to the purchasing group A. The standard policy within Pulles is that purchase
requisitions, dealing with both plants, have to be dealt with by the purchasing group A.
Selecting potential vendors

A purchase employee determines potential vendors for the materials of the purchase requisition.
For the new material, only the new vendor will be considered.
Creating RFQ
The purchase employee sends a RFQ for the new material to the new vendor. The RFQ
distinguishes between plant PM41 and PA41 In this way the vendor can offer different prices,
depending on the plant. The RFQ informs the vendor about the price elements and the price
calculation the vendor has to meet.
Maintain quotation
The prices offered are different for both plants. The quotations are entered in the SAP system by
the purchasing employee.
Creating purchase order

In case of the new material, the purchase order is based on the quotation, offered by the new
vendor. The purchase order is created for the new vendor.The vendor is requested to send a
confirmation, as soon as the purchase order is received.The vendor is also requested to send a
shipping notification, shortly before they deliver the materials. This shipping notification has to
inform about the arrival date and the quantity of the material to be delivered. The amount of
the shipping depends on the purchase order.
Creating confirmation
Only the new vendor sends a confirmation, indicating that they will be capable of delivering the
materials ordered for the requested delivery date.
Creating shipping notification

It turns out that the new vendor is not capable of delivering the ordered quantity in time.
Therefore, a shipping notification is received. The quantity of the shipping notifications
may vary depending on the vendor’s ability to supply. At a later stage a second shipping
notification will be issued for the remaining quantity (see the last process steps). If another
notification will arrive this has to be adjusted with the purchase order created before.
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Creating goods receipt
The new material, which is received at the plant PM41 from the new vendor, is stored in the
quality control stock area of the storage location SM41. The new material, which is received at
the plant PA41 from the new vendor, is stored in the storage location SA41 as unrestricted use
stock.
Recording inspection result

The quality inspection occurs according to the specifications of the quality management
department at the plant PM41. For that purpose the material is forwarded from the quality
control stock area to the quality inspection area. Of course the new material have to meet
different specifications and will be inspected independently. The result of the quality
inspection is recorded for the new material ordered.
Creating usage decision

Based on the quality inspection results the usage decision for the new material for plant PM41 is
taken. All materials will be accepted and forwarded to the unrestricted use stock.
Creating invoice
The invoices are sent by the new vendor after the goods receipt for both plants have occurred.
One invoice is received from the new vendor, covering both goods receipts.
Releasing invoice
The release of the invoice of the new vendor is postponed until the remaining materials have
been received as well.
Creating outgoing payment

The final document of the outgoing payment is created by the new vendor.
These processes might be repeated for several shipping notifications, this however
depends on the purchase order. If the purchase order is divided into e.g two halfs the
process described above will be repeated twice.
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6.3.2 Additional information
6.3.3 Process data flow diagram new material
6.3.4 Description process Stepps

The tables below describe the process steps and explain, which documents are created in which process and what
their purpose is.
Documents created by SAP
Name process step Document name Document name Document name

Creating purchase requisition Purchase requisition --- ---
Creating RFQ RFQ
Maintain quotation Quotation
Quality inspection area Quality control
Creating purchase order Purchase order
Creating shipping notification Shipping notification
Creating goods receipt Material document Inspection lot doc. Financial document
goods receipt (goods receipt)
Creating invoice Invoice --- Financial document
(invoice)
Creating outgoing payment --- Financial document
(outgoing payment)
Preceding SAP documents
Preceding process step Consecutive process step Document name,

referred to
Creating purchase requisition Creating RFQ purchase requisition
Creating RFQ Maintain quotation RFQ
Creating quotation Creating purchase order quotation
Creating purchase order Creating confirmation Purchase order
Creating purchase order Creating shipping notification purchase order
Creating purchase order Creating invoice purchase order
Creating shipping notification Creating goods receipt shipping notification
Creating goods receipt Recording inspection results Inspection document
Recording inspection results Creating usage decision Inspection document
Creating invoice Release of invoice Incoice
Creating invoice Creating outgoing payment invoice
External documents
Name process step External document Incoming/outgoing

Creating RFQ RFQ Outgoing
Maintain quotation Quotation Incoming
Creating purchase order Purchase order Outgoing
Creating confirmation Confirmation Incoming
Creating shipping notification Shipping notification Incoming
Quality inspection area Quality management data Incoming
Creating goods receipt Goods receipt Incoming
Creating invoice Invoice Incoming
Creating outgoing payment Outgoing payment Outgoing
25
7 Executing purchasing process in SAP
7.1 Introduction
7.2 Availability and stock quantity checking

7.2.1 Availability check
The tables below shows the availability check of the new material for both plants.
Plant PM41
New material 772
Date MPR element MRP element Received/ Confirmed
data required quantity
24.09.2009 Stock SM41 0 -
Plant PA41
New material 772
24.09.2009 Stock SA41 0 -
This screenshot displays the scope of check which shows what is checked while the availability check is
proceeded. The checking rule here is the indicator for all the aspects, which are checked during the
quality control. Another number would indicated other aspects of quality control.
26
End lead time:
Availability is only checked up to the finish of end lead time. If the material availability date is
calculated on the basis of the current date to lie after the end lead time for the item, the item
itself can be confirmed despite insufficient stock being available. In this case, the system
assumes that any quantity requested by the customer can be procured by the material
availability date and considers the goods to be available.
7.2.2 Stock quantity
In the following the stock quantity of the new material in both plants is shown. Obviously there is no existing stock
for this material.
New material number 772
Stock type Plant PM41 Plant PA41
Unrestricted use 0 0
Quality inspection 0 0
On order stock 0 0
Cust. Inquiries 0 0
Cust. Quotations 0 0
Sales orders 0 0
Schd. for delivery 0 0
Stock in transit 0 0
Restricted-use 0 0
7.2.3 Material requirements
The table below shows the quantity of the materials that will be purchased.
Material Quantity Plant Storage location
(number)
42 50 PM41 SM41
10 PA41 SA41
772 50 PM41 SM41
10 PA41 SA41
27
7.3 Creating purchase requisition
As a result of empty stocks, there will be a purchase of material.
Purchase requisition number 10000165
Item Material Quantity Plant Storage Purchasing Purchasing Delivery Tracking
(number) location dept. group date number
10 42 50 PM41 SM41 PO41 A41 26.10.2009 910CC41
20 10 PA41 SA41
30 772 50 PM41 SM41
40 10 PA41 SA41
This screenshot displays the purchase requisition 10000165. That means it is shown which material is purchased
for which plant. Furthermore the quantity of the purchase orders is also displayed for the different materials and
for the different plants. The purchase requistion number is important for further processing.
The tables below show that there has been a purchase of the new material in both plants.
Plant PM41
New material 772
24.09.2009 Stock - 0 -
03.02.2010 PurRqs 100000165/00030 50 -
Plant PA41
New material 772
24.09.2009 Stock - 0 -
03.02.2010 PurRqs 100000165/00040 10 -
Material Plant Delivery date Goods receipt Date, on which material will
(number) processing time be available
42 PM41 26.10.2009 100 11.02.2010
PA41 26.10.2009 100 11.02.2010
772 PM41 26.10.2009 100 11.02.2010
PA41 26.10.2009 100 11.02.2010
28
7.4 Selecting potential vendors
Material (number) Plant Potential vendor (Net price) Condition

42 PM41 34 (van Lierop) 65,00
PA41 34 60,00
772 PM41 -- --
PA41 -- --
The reason that there is no information available for the new material is that the company does not yet have any
vendor for the new material but has to inquire this from potential vendors.
29
7.5 7.5 Creating RFQ
The table below shows the information for the RFQ creation for the new vendor.
RFQ Vendor Vendor Purchase Purchase Material Description Plant
number number name requisition requisition (number)
number line item
number
600000010 145 Konig 10000165 10 42 Standaard lamp PM41
6 20 inkoop/verkoop PA41
30 772 Solair plaatje PM41
40 PA41
Collective Number 902CC41 is only for external purposes.
The table below shows that form the existing vendor only the new material will be purchased for both
plants.
RFQ Vendor Vendor Purchase Purchase Material Description Plant
number number name requisition requisition (number)
number line item
number
6000000107 34 Van 100000165 30 772 Solair Plaatje PM41
Lierop 40 PA41
Collective Number 903CC41 is only important for external purposes.
The screenshot above shows the workflow/ document flow of the three purchasign documents which were already
set up. As RFQs have been created in the step before these are also displayed in this screenshot. The purchase
document number indicates to which document these RFQs refer to.
This screenshot displays the first RFQ referring to both the old and the new material. The quantity which is
ordered is shown as well, as the delivery date, the purchasing group and plant. As the vendor number at the top
indicates, this RFQ is for the new vendor Konig.
30
The second screenshot displays the RFQ only for the new material which was made. The vendor number 34
shows, that this RFQ is for the existing vendor.
31
The screenshot above shows the second query, referring to the new and old material from the new vendor (145).
Both screenshots result in the two RFQs which were drawn before.
This screenshot above shows the first query for the new material which was made for the old vendor (34). It refers
only to the new material as the new vendor only will supply the new material.
32
7.6 Maintain quotation
The table below shows the quotation for the new vendor.
Quotation Vendor Material Description Plant Price Name Amount
number (number) number element
60000010 145 42 Standaard PM41 P000 Net Price 70 (€)
6 lamp inkoop/ R000 Discount on Net 2 (%)
verkoop PA41 P000 Net Price 70 (€)
R000 Discount on Net -
772 Solair plaatje PM41 P000 Net Price 865 €
R000 Discount on Net 2 (%)
PA41 P000 Net Price 865 €
The table below shows all necessary data for the quotation of the existing vendor.
Quotation Vendor Material Description Plant Price Name Amount
number (number) number element
60000001 34 772 Solair Plaatje PM41 P000 Net Price 870 €
07 R000 Discount on Net -
PA41 P000 Net Price 870 €
The screenshot above shows the quotation referring to the new vendor and to both materials. It also shows that the
RFQ only refers to the new vendor, indicated through the number and the name next to the vendor number field.
This screenshot shows the RFQ only referring to the existing vendor and the new material. Only the new material
will be purchased from this vendor.
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7.6 Creating info record
The table shows the line items for the existing material and the new vendor. This is accepted in contrast to the new
material from the new vendor and the new material of the old vendor. Therefore, these fields remain empty.
Quotation Vendor Line item Material Plant Accepted
number (number) number (number)
6000000106 145 10 42 PM41 B
20 PA41 B
30 772 PM41 -
40 PA41 -
Quotation Vendor Line item Material Plant Accepted

number (number) number (number)
6000000107 34 10 772 PM41 -
20 PA41 -
34
7.7 Assigning source of supply
7.7.1 Introduction
7.7.2 Calculation purchasing prices existing material
The table below shows the calculation of the price for the existing material, for both plants and the existing vendor.
Material Plant Vendor Price Name Amount Gross weight Condition
(name) element (KG) value
Standaard PM41 Van P000 Net price 70,00 70,00
lamp Lierop ZFRA Freight costs 2 ,00 4 8,00
Inkoop/ Net price excl. input tax 78,00
Verkoop MWST Input tax 19 % 14,82
Net price incl. input tax 92,82
PA41 P000 Net price 70,00 70,00
ZFRA Freight costs 2,00 4 8,00
Net price excl. input tax 78,00
MWST Input tax 19 % 14,82
Gross price incl. input tax 92,82
The table below shows the same data as the table before, but refers to the new vendor Konig.
Material Plant Vendor Price Name Amount Gross weight Condition
(name) element (KG) value
Standaard PM41 Konig P000 Net Price 70,00 70,00
lamp R000 Discount % on Net 2,00 68,60
Inkoop/ ZFRA Freight costs 2,00 4 8,00
Verkoop Net price excl. input tax 76,60
Net price incl. input tax 62,046
PA41 P000 Net Price 70,00 70,00
7.7.3 Source of supply assignment
Purchase requisition number 1000016

5
Item Material Quantity Plant Storage location Vendor Info record
(number)
10 42 50 PM41 SM41 Van Lierop B
20 10 PA41 SA41
30 772 50 PM41 SM41
40 10 PA41 SA41
35
7.8 Creating purchase order
7.8.1 Introduction
7.8.2 Releasing new material
The new material will be released as the table below shows.

Vendor Name Material Name Release By date
(number) (number)
34 Van Lierop 42 Standard lightning Purchasing/Sales 01.01.2020
145 Konig 772 Solar panels 01.01.2020
7.8.3 Creating purchase order existing material
Below the table shows the necessary data for the purchase order referring to the existing vendor.
Purchase order number 450000019 Vendor Van Lierop
8
Item Material Quantity Plant Storage location Purchase requisition number Line item
(number)
10 42 50 PM41 SM41 10000165 10
20 10 PA41 SA41 20
7.8.4 Calculating purchasing prices new material
The table below shows the price calculation for the new vendor and the new material.
Material Plant Vendor Price Name Amount Gross Condition
(number) (number) element weight(KG) value
772 PM41 145 P000 Net Price 865,00 865,00
PA41 P000 Net Price 860,00 860,00

ZFRA Freight costs 13 26,00
MWST Input tax 19 % 168.34
The table below shows the data for the price calculations for the existing material and the existing
vendor.
Material Plant Vendor Price Name Amount Condition
(number) (number) element value
42 PM41 34 P000 Net Price 65,00 70,00
PA41 P000 Net Price 60,00 60,00

36
7.8.5 Creating purchase order new material
The data in the table below is important for the creation of the purchase order of the new material form
the new vendor. The purchase order number will be important for following process steps.
Purchase order number 4500000208 Vendor Konig
Item Material Quantity Plant Storage location Quotation number Line item
(number)
10 772 50 PM41 SM41 6000000106 30
20 10 PA41 SA41 40
7.8.6 Analysis results
The screenshot above shows the document flow referring to the different purchase order documents
which have been established before. Each purchase document contains several line items that indicate
the material and the quantity for delivery.
This screenshot shows the specific purchase order referring to the new material which has to be purchased form
the new vendor, indicated at the top of the screenshot.
37
In this screenshot the print preview of the purchase order is seen. This will be sent to the new vendor as
indicated at the top of the purchase order.
The tables below summarize that the materials in plant Maastricht have to go through a quality inspection in
contrast to those in plant Amsterdam.
Purchase order 450000019 Vendor Van Lierop
number 8
Item Material Quantity Plant Storage location Stock type QA Control key
10 42 50 PM41 SM41 Quality Del. Release,
inspection invoice block
20 10 PA41 SA41 Unrestricted No active
Use functions, info
message
Purchase order 450000020 Vendor Konig

number 8
Item Material Quantity Plant Storage location Stock type QA Control key
10 772 50 PM41 SM41 Quality Del. Release,
inspection invoice block
20 10 PA41 SA41 Unrestricted No active
Use functions, info
message
38
This screenshot shows the conditions for the first line item. It refers to the old material and the old vendor.
The screenshot above shows the conditions for the second line item which refers to the old material and the old
vendor as well.
This screenshot is displaying the conditions for the new material and the new vendor. It refers the first line item of
the purchase order.
39
As last screenshot ths conditions of the second line item of the purchase order for the new vendor and the new
material is shown
Plant PM41
New material 772
Date MPR element MRP element data Received/ Confirmed
required
quantity
15.10.2009 Stock 0 -
03.02.2010 POItem 4500000208/00010/0001 50 -
Plant PA41
New material 772
required
quantity
15.10.2009 Stock 0 -
03.02.2010 POItem 4500000208/00020/0001 10 -
New material 772

Stock type Plant PM Plant PA
Unrestricted use 0,000 0,000
Quality inspection 0,000 0,000
On order stock 50,000 10,000
Cust. Inquiries 0,000 0,000
Cust. Quotations 0,000 0,000
Sales orders 0,000 0,000
Schd. For delivery 0,000 0,000
Stock in transit 0,000 0,000
As a matter of the purchase process before, there is now on order stock for the new material in both plants.
40
7.9 Creating confirmation
7.10Creating shipping notification
Shortly before the goods will arrive, a shipping notification is received from the existing vendor. This shipping
notification contains the arrival date and the quantity of the material of each purchase order line item. It turns out
that this vendor is capable of meeting the quantity and delivery date. In this case study, the delivery date will
become: current day + 2 days.
Inbound delivery number 18000018 Vendor Van Lierop Delivery date 17.10.2009
0
Item Material Delivery Plant Storage location Purchase order number Line item
(number) quantity
10 42 50 PM41 SM41 4500000198 10
20 10 PA41 SA41 4500000198 20
The table below shows that the new vendor will separate the delivery of the materials, which is indicated through
the delivery quantity.
Inbound delivery number 18000018 Vendor Konig Delivery date 17.10.2009
1
(number) quantity
10 772 25 PM41 SM41 4500000208 10
20 5 PA41 SA41 4500000208 20
This is the screenshot showing the first line item which has been confirmed. It indicates te delivery date and the
quantity to be delivered. This goes for the following screenshots as well.
This screenshot shows the second line item concerning the existing material, which has been confirmed.
The screenshot above shows the confirmation register of the first item of the second purchase order
which was created to the new material and the new vendor.
As the screenshot above these displays the second purchase order but refers to the second line item.
As the shipping has been divived into two parts these changes have been recognized in the system.
Plant PM41
41
New material 772
required quantity
15.10.2009 Stock 0 -
25.01.2010 ShpgNt 4500000208/00010 25 -
03.02.2010 ShpgNt 4500000208/00010 25 -
Plant PA41
New material 772
required quantity
15.10.2009 Stock 0 -
25.01.2010 ShpgNt 4500000208/00010 5 -
03.02.2010 ShpgNt 4500000208/00010 5 -
New material 772

42
7.11Creating goods receipt
7.11.1 Introduction
The screenshot above displays the goods receipts for both materials and both plants. The purchase document
numbers in the last column show, which purchase orders are referred to.
This overview shows in detail the inbound delivery for the old material and both plants. The reference is the
purchase order which was created. This inbound delivery is for the old vendor indicated by the vendor number in
the upper part.
The screeshot above shows the inbound delivery for the new material and both plants. The quantity is referring to
the first half of the total value as indicated before in the shipping notification. Still the reference is the purchase
order which is for the new vendor, indicated in the upper part.
43
The following series of tables show the goods receipt for both materials and both plants. These
are based on the purchase orders created before.
7.11.2 Goods receipt existing material at plant PM
Material document 500000046 Vendor Van Lierop

number 0
Item Material Quantity Plant Storage location Purchase order number Line item
(number)
10 42 50 PM41 SM41 4500000198 10
7.11.3 Goods receipt existing material at plant PA
Material document 500000046 Vendor Van Lierop

number 1
(number)
10 42 10 PA41 SA41 4500000198 20
7.11.4 Goods receipt new material at plant PM
Material document 500000046 Vendor Konig

number 2
(number)
10 772 25 PM41 SM41 4500000208 10
7.11.5 Goods receipt new material at plant PA
Material document 500000046 Vendor Konig

number 3
(number)
10 772 5 PA41 SA41 4500000208 20
This screenshot displays the first line item and the information referring to the goods receipt.
The screenshot above shows the second line item. The old material from the old vendor and the referring data of
the goods receipt.
44
This screenshot shows the goods receipt information concerning the new material an dthe new vendor. It is the
information of the first line item.
The above screenshot shows the goods receipt information of the second line item which also refers to the new
vendor and the new material.
The screenshot displays the material document for the old material at a quantity of 50 to deliver. The Bill of
Lading number is 910CC417 and is an indication that will be used by the vendor.
The above screenshot shows the material document of the old material which will be delivered at a quantity of 10.
The Bill of Lading number is the external number which will be used by th vendor is 910CC418.
The screenshot refers to the material document for the new material which will be delivered at a quantity of 25.
The external number is 910CC419
45
This screenshot displays the material document of the new material which will be delivered at a quantity of 5. The
Bill of Lading Number is 910CC4110 and indicates the external number the vendor will refer to.
The table below shows the accounts affected by the process above.
G/L accounting number Description
310000 Trading Goods
191100 GR/IR clrg. Ext. proc.
23100/28100 Ext. prod. Pr. Dif.
Above the screenshot shows the financial document. The reference number indicates that the existing material is
referred to.
This screenshot as well shows the financial document with reference to the old material. The reason that the
amount differs from the first screenshot is due to the shipping notification containing two line items.
46
This screenshot refers in contrast to the first two, to the new material which is indicated through the reference
number. Another difference in the 23100 account which is mentioned. It shows an amount difference of the
amounts paid and the trading goods.
As the screensho above this one refers to the new material indicated by the reference number. In this case also
there is a booking on the External product price difference account which occurs through amount differences of
trading goods and money paid.
47
This screenshot shows the inspection lot details. Those only concern the Plant PM41, as there is no inspection at
PA41. Furthermore, the screenshot shows exactly for which material the inspection will be executed. This is
indicated through the purchasing document number and the material document number.
G/L accounting number Description Debit Credit

191100 GR/IR-clearing – ext. Proc. 30.212,50
23100 Loss fr. ext. Prod. Pric. Dif. 8.862,50
310000 Trading Goods 21.350,00
The screenshot above shows the P&L account. In contrast to the first screenshot which was made from the P&L
there are much more accounts. This is a result of the new purchase orders which were executed. Therefore,
bookings on new account took place.
48
Plant PM41
New material 772
required quantity
22.10.2009 Stock 0 -
22.10.2009 QM-Lot 010000000901 25 -
03.02.2010 ShpgNt 4500000208/00010 25 -
Plant PA41
New material 772
required quantity
22.10.2009 Stock 5 -
03.02.2010 ShpgNt 4500000208/00020 5 -
New material 772

Parts of the material quantity have been transfered into the quality inspection of Plant Maastricht. In Amsterdam
the material has been transferef directly into unrestricted use, as no quality inspection exists at this plant.
7.12Recording inspection result
The table below shows the quality inspection data for the existing material.
Material Plant Master inspection Short text inspection
(number) characteristic characteristic
42 PM41 1000000 Maximun tolerable
current
Quantitative data plan Quantitative data inspection result
Measurement unit A
Lower plausible limit 8 Minimum 9
Upper plausible limit 12 Maximum 11
Target value 10 Mean value 10
Standard deviation 1
49
The screenshot above shows the inspection result for the inspection of the old material.
The table below shows the quality inspection data for the new material, which will be entered in the SAP system.
772 PM41 1000004 Inspection of solar
item
Measurement unit mV
The screenshots above shows the result of the inspections of the new material. The results differ from the
results of the old material as the data which was entered in SAP differed, too. Values such as Minimun,
Maximum, mean value and standard deviation influenced the results differently.
50
7.137.14 Creating usage decision
The above screenshot shows the record usage decision and in particular the inspection lot stock. This screen only
exists for Plant PM41, as PA does not have a QM division.
This screenshot shows mainly the same as the one before, but refers to the new material, indicated by the material
number 772. This inspection lot screen refers also to plant PM, for the same reason as mentioned before. The
quantity again is only half of the total amount, due to the shipping notification.
Plant PM41
New material 772
required quantity
02.11.2009 Stock 25 -
03.02.2010 ShpgNt 4500000208/00010 25 -
Plant PA41
New material 772
required quantity
02.11.2009 Stock 5 -
03.02.2010 ShpgNt 4500000208/00020 5 -
51
New material 772
52
7.15 Creating invoice
Purchase Line Material Purchase order Plant Goods receipt Condition value
order number item (number) quantity quantity
4500000198 10 42 50 PM41 50 3867,50
20 10 PA41 10 714,00
Invoice amount 4581,50
The values in the last column were calculated with the standard price. Therefore, the resulting amount does not
equal the amount we would have calculated as our amounts result in the following fiures: Gross price equals 92,82
times the quantity of both line items (92,82*50=4,641.00; 92,82*10=928.20).
Invoice number 510560097 Vendor Van Lierop

1
Invoice amount 4581,50 Payment terms 14 Days 2 % 30 days
(number)
1 42 50 PM41 SM41 4500000198 10
2 10 PA41 SA41 20
Purchase Line Material Purchase Plant Goods Condition value * 0,5 (Goods
order number item (number) order quantity receipt receipt quantity/Purchase order
quantity quantity)
4500000208 10 772 50 PM41 25 25,992.50
20 10 PA41 5 5,271.224
Invoice amount 31,371.38
Here the same applies as two tables before: The values in the last column were calculated with the standard price.
Therefore, the resulting amount does not equal the amount we would have calculated as our amounts result in the
following fiures: Gross price equals 92,82 times the quantity of both line items (1,060.29*25=26,507.25;
1,060.29*5=5,301.45). Note: The discount has not been taken into consideration.
Invoice number 51056007 Vendor Konig

2
Invoice amount 31,371.38 Payment terms 14 Days 2 % 30 Days net
(number)
1 772 25 PM41 SM41 4500000208 10
2 5 PA41 SA41 4500000208 20
53
The screenshot displays the purchase order with the two line items. At the button the first line item is referred to. It
shows that an invoice was created, which is indicated through IR-L and the invoice number 510560972.
As the first screenshot, this one also refers to the purchase order of 4500000208. This time to the second line item.
For this an invoice was also created with the number 510560972, which is the same as for the first line item. The
reason for this is the same purchase order number which indicated the same vendor for both line items.
54
The screenshot displays the purchase order 4500000198, also containing two line items. Ths screenshot refers to
the first line item and the invoice created with the number 510560971.
This screenshot refers to the same PO as mentioned before, this time to the second line item. The reason for the
same invoice number is the same as with the first purchase order. The vendor is the same, and therefore there is no
need to have several invoices.
This screenshot shows the first invoice referring to the new material and the new vendor Konig. The purchase
order this invoice is referring to, is mentioned in the bottom part of this document. Furthermore, the total amount
of this invoice is indicated in the upper part at 31,371.38 Euro.
55
The screenshot shows the second invoice 510560971 referring to the existing material from the existing vendor
Van Lierop. The two line items of the purchase order are displayed as well as the total amount for this invoice of
4,581.50 Euro.
The table shows the accounts affected by posting an invoice.

191100 GR/IR clrg. Ext. proc.
160000 Reconciliation Account
154000 Input Tax
This document shows the financial accounting data for the old material, which is obvious through the vendor
account of Van Lierop. Moreover, all other accounts, which are affected are mentioned. The GR/IR account is
affected as no outgoing payment has been processed yet.
56
This screenshot is more or less the same as the one before, but the other vendor account is affected, which
indicates that the new material is the matter of this invoice. All accounts affected are mentioned.

046020 Other loans due after 1 year 100,000.00
113100 Bank 1 domestic G/L acc. Pulles 100,000.00
154000 Input Tax 5,740.38
191100 GR/IR clrg. Ext. proc. 0 0
231000 Loss from ext. Prod. Price diff. 8,862.50
310000 Trading goods 21,350.00
160000 Reconciliation account 35,952.88
The financial statement shows all accounts which were affected in the last tasks. The reason for now changes in
the bank account is, that there have not been any outgoing payments, yet. The loss rom external product price
differences result in the discount that will be given to our company.
57
7.16 Releasing invoice
The invoices for the vendors have been released now. The next step will be the posting of the invoice.
58
7.17Creating outgoing payment
7.17.1Outgoing payment amount
After the invoice has been released the outgoing payment can take place, the table shows the needed information.
Payment terms 2%
Discount amount 91.63
Outgoing payment amount 4,489.87
7.17.2Outgoing payment
The table shows the accounts affected by an outgoing payment.

113100 Bank 1 (domestic)
160000 Reconciliat. Account
154000 Input Tax
276000 Discount received
In comparison to the last financial account documents, the bank account and discount account are affected as well.
This is due to the outgoing payment which has been done in the last step.
This screenshot indicates that an outgoing payment was created which is obvious by the first line with the type KZ.
The outgoing payment has the same amount as the invoice created before.
59
113100 Bank 1 (domestic) G/L acc. Pulles 95,510.13
154000 Input Tax 5,725.75
276000 Discount received 77.00
This screenshot shows that an outgoing payment has been done. This is indicated through the affected bank
account. Another account which was affected through this is the accounts payable and the discout received.
60
7.18 Summary of the postings
61
7.19 Creating shipping notification remaining new materials
Inbound delivery 18000020 Vendor Konig Delivery date 04.11.2009

number 8
(number) quantity
10 772 25 PM41 SM41 4500000208 10
20 5 PA41 SA41 20
The screenshot shows the purchase order of the new material. It is indicated that the second half of the total
amount will be shipped on 04.11.2009.
This screenshot is the second part of the purchase order and refers to the second line item of this PO. The second
half of the total amount this time is 5 instead of 25 and will also be delivered on 04.11.2009 as indicated in the
bottom part at the left.
62
Plant PM41
New material 772
required quantity
02.11.2009 Stock 0 -
12.02.2010 ShpgNt 4500000208/00010 25 -
Plant PA41
New material 772
required quantity
02.11.2009 Stock 0 -
12.02.2010 ShpgNt 4500000208/00020 5 -
New material 772

63
7.14Creating goods receipt
7.14.1 Introduction
This overview displays the inbound delivery for the second half of the purchase order 4500000208 for the new
material. The overview shows the vendor through the numer and the delivery date.
7.14.2 Goods receipt new material at plant PM
Material document 500000048 Vendor Konig Delivery date 04.11.2009

number 0
(number)
10 772 25 PM41 SM41 4500000208 10
7.14.3 Goods receipt new material at plant PA
Material document 500000048 Vendor Konig Delivery date 04.11.2009

number 1
(number)
10 772 5 PA41 SA41 4500000208 20
64
For the second half of the purchase order referring to the new material there was also a document created for the
goods receipt referring to the remaining 25.
This overview shows the second line item of the same purchase order as the overview before. It indicated also the
goods receipt created and the remaining quantity to be delivered.
The document displays the material document which refers to the first line item of the purchase order of the new
material.
65
This overview refers to the second line item of the purchase order which was divided into two halfs. This one
refers to the Plant PA and therefore the stock type is “unrestricted use” in comparison to the first line item, which
has to go through a quality inspection.
As with the first part of the purchase order this time as well the account 23100 is affected through price differences
due to the discount which will be given. The financial document refers to the higher quantity of 25, indicated
through the higher amount.
66
The second line item quantity is lower as from the first one, therefore the amounts mentioned here are lower. Still
there is a price difference due to the discount which will be given at the outgoing payment.
This overview shows the purchase order document number which this inspection is referred to. It only concerns
the items at Plant PM41, as at PA41 there is not Quality Management division for an inspection.

154000 Input Tax 5,725.57
191100 GR/IR clrg. Ext. proc. 26,362.50
67
There has not been any changes in the bank account yet due to the fact that it has not been subject of happenings
yet. No outgoing payment has been stated so far. GR/IR clearing, trading goods and loss from external product
price differences were the only accounts affected by the goods receipt.
The table below shows the data for the quality management at Plant Maastricht, which will be made for the new
material.
Plant PM41
New material 772
02.11.2009 Stock 0 -
02.11.2009 QM-Lot 010000000910 25 -
For Plant Amsterdam this is not necessary as indicated through the table.
Plant PA41
New material 772
02.11.2009 Stock 10 -
New material 772

68
7.15Recording inspection result
The table below shows the inspection charateristics for the material inspection of the new material.
772 PM41 1000004 Inspection of solar
item
Measurement unit mV
This overview shows exactly the data which was shown in the table before, too. These are the characteristics of the
inspection which will be done at Plant PM41.
69
7.16Creating usage decision
This screenshot displays the record usage decision stock. It refers to the new material which will be part of the
inspection lot at Plant PM41. The number 25 is indicated in the middle and shows the quantity of inspection lot
stock.
Plant PM41
New material 772
02.11.2009 Stock 0 -
The required quantity is 0 in this case, as the remaining 25 parts of the shipment will first run through the
inspection before they are available in stock.
Plant PA41
New material 772
02.11.2009 Stock 10 -
New material 772

After the second quality inspection process the last half of the 50 items should be in inrestricted use as well.
Actually this is not the case here for some reasons that we do not know.
70
7.17Creating invoice
Purchase Line Material Purchase Plant Goods Condition value * 0,5 (Goods
order number item (number) order quantity receipt receipt quantity/Purchase order
quantity quantity)
1800000208 10 772 50 PM41 25 25,992.50
20 10 PA41 5 5,271.224
Invoice number 510560097 Vendor Konig

3
Invoice amount 31,371.38 Payment terms 14 Days 2 % 30 Days Net
Item Material Quantity Plant Storage location Purchase Line item
(number) order number
1 772 25 PM41 SM41 180000020 10
2 5 PA41 SA41 8 20
This overview shows that an invoice has been created for the second part of the purchase order as well. The
number 510560973 shows the invoice for the remaining 25 parts of delivery. This overview refers to the first line
item of the purchase order.
This screenshot displays the second line item of the purchase order. It indicates that for the second half of the PO
there was an invoice created as well which refers to the quantity remaining to be delivered. The invoice number
510560973 is the same as for the first line item, as it concernc the same PO. Still this refers to a new shipping and
therefore does not have the same invoice number as the first shipment from this PO.
71
The screenshot above shows the invoice document which shows the content of the invoice created before. It refers
to the second half of the purchase order which is to be shipped. The total amount of 31,371.38 Euro is shown as
well as the tax to be paid.
The financial document shows that an invoice was created but not yet paid, as the bank account has not been
affected, yet. Still it refers to the second shipping which is obvious through the GR/IR account which is affected.
Furthermore, the amount of the vendor account was already mentioned in that way in the invoice itself.

154000 Input Tax 10,734.63
72
As a reason of the invoice which was posted the GR/IR account has been affected, as well as the
accounts payable, which indicates now the amount of the total purchase order referring to the new
material. The loss rom external product price difference account was also affected as a reason that the
outgoing payment has not be posted yet and therefore no discount has been received which results in a
difference in amounts.
73
7.18 Releasing invoice
7.19Creating outgoing payment

7.19.1 Outgoing payment amount
After the invoice for the new vendor has also been released the next step will be the outgoing payment.
Invoice 1 Invoice 2
Invoice amount 31,371.38 31,371.38
Payment terms 2% 2%
Discount 627.42 627.42
Outgoing payment amount 30,743.96 30,743.96
Outgoing payment amount total 61,487.92
7.19.2 Outgoing payment

113100 Bank 1 (domestic)
160000 Recon. Account
154000 Input Tax
276000 Discount received
The above screenshot shows the financial document for the outgoing payment. This time the bank account is
affected by reason that the traded goods are being paid. Therefore, the vendor account raises at the same value as
the bank account decrease. Input tax and the discount receive account are also affected through the outgoing
payment.
74
This screenshot displays the payment usage. The first line of the three which are displayed shows the
invoice of the total amount of the quantity delivered (50). In this screen the vendor is also mentioned so
that the company knows where this invoice is going to be sent.

154000 Input Tax 10,534.27
276000 Discount received 1,131.50
160000 Reconciliation account 0
This screenshot shows what is already indicated in the table above. It shows that the account of bank, input tax and
discount received are being affected through the outgoing payment.
75
7.26 Summary of the postings
76
8 Master data sales process
8.1 Customer master data
8.1.1 Introduction
The table shows organizational units and additional data fields of these.
Organisational unit/Department Additional data field
Address Telephone
Accounting Authorization
Sales Customer Group
The telephone data field, for example, which is regarded as general data, is only relevant for
sales and distribution. However, since it is not based on the sales and distribution organization
of the company and is always unique for this customer, it is not considered part of the sales and
distribution data.
Access to master records can be restricted in order to prevent unauthorized changes from being
made. The user can assign different authorizations for different types of processing.
Authorizations are specified during system configuration and assigned to each user in his or
her user master record. In this case accounting data is affected and therefore it is reasonable to
leave the responsibility for data adaptions in this department
Allows the company to group its customers by industry or by sales figures. This way the
individual classification system can be used to find objects that match the required criteria.
Since the sales department is in direct customer contact it can most effectively classify clients
into distinct groups.
8.1.2 Customer list
8.1.3 Master data existing customer distribution channel 01
The table below shows the master data of the existing customer for the distribution channel 01.
Organisational level Data field Value existing customer
Address Customer (number) 35
Title Company
Name Luiten
Search term 1/2 LUI
Street/House number Slangenstraat 24
Postal code 2134 EZ
City Aalsmeer
Country NL
Language Dutch
Accounting Reconciliation account 140000
department Tolerance group PULL
Sales department Sales Office DS41
Sales Group D41
Currency EUR
Cust. pric. proc. 3
Shipping conditions 02
Delivering plant PA41
77
Incoterms EXW Ex-Works
Country (code) NL
Tax category (code) MWST
Tax classification 1
(code)
Description of the data fields (the F1 function did not work, therefore, we were forced to think
of explanations ourselves):
Under the country data field the user can assign a key for the country-specific formatting
routine to each country. Countries that have a routine contained in the standard system, these
fields are predefined accordingly.
The input under this data field determines the standard language used within the customer
master data (important for language specific characteristics e.g. cedilla).
The delivering plant refers to the plant from which the goods are to be delivered to the
customer, within a specific sales organization and distribution channel. The plant can be
automatically proposed by the system when processing a sales order, if it has been maintained
in one of the master records.
Incoterms are special trading rules that traders/retailers need to stick to. The incoterms are
internationally recognized and from great importance for traders. These rules facilitate
international trade as it help traders from different countries to understand each other in trade
business.
Payment terms or terms of payment are special conditions under which traders make a sale.
These terms normally specify the period allowed to a buyer to pay of the amount of an invoice.
Customer pricing procedures define a group of condition types in a particular sequence. This
determines among others which sub-totals appear during pricing. To what extent the pricing can
be processed manually, which method the system uses to calculate percentage disounct and
surcharges and which requirements for a particular condition type mustbe fulfilled before the
system takes the conditions into account.
The reconciliation account is in its essence a balance sheet, which cannot directly be altered.
Thus all postings made in the subsidiary ledgers are posted through the reconciliation account
to the general ledger. The recon. Account is kept for a certaingroup like vendors or customers
In this case the value indicates the effected customer account.
78
8.1.4 Extending distribution channel existing customer
8.1.4.1 Sales department
8.1.5 Master data existing customer distribution channel 02

The table below shows the master data for the existing customer for a new distribution channel 02.
Organisational level Data field Value existing customer
Title Company
Name Luiten
Search term 1/2 LUI
Street/House number Slangenstraat 17
Postal code 2134 EZ
City Aalsmeer
Country NL
Language Dutch
Accounting department Reconciliation account 140000
Sales department Existing sales area New sales area
Sales Office DS41 IS41
Sales Group D41 I41
Currency EUR EUR
Cust. pric. proc. 3 3
Shipping conditions 02 02
Delivering plant PA41 PA41
Incoterms EXW Ex Works EXW Ex Works
Terms of Payment 0002 0002
Country (code) NL NL
If the distribution channel is created with the master data of an existing customer as a reference
customer the advantage is that data can be easily adapted. The system can assume the data for
the customer referring to the distribution channel, which simplifies the process of creation. The
data does not have to entered again in the system, which decreases the work load.
8.2 Master data new customer
8.2.1 Introduction
The table shows the master data of a new customer, which will be entered into the SAP system.
Address Name Gollum
Search term GOL
Street/House number Engelstraat 11
Postal code 5900
City Venlo AC
Country NL (Netherlands)
Accounting department Terms of Payment 0002
Sales department Terms of Payment 0002
79
8.2.2 Creating master data new customer distribution channel 01
Master data of the new customer for distribution channel 01.

Level Data field Value new customer
Title Company
Name Gollum
Search term 1/2 GOL
Street/House number Engelstraat
Postal code 5900 AC
City Venlo
Country NL
Language Dutch
Accounting Reconciliation account 140000
department Terms of payment 0002
Sales department Sales Office DS41
Sales Group D41
Currency EUR
Cust. pric. proc. 3
Shipping conditions 02
Delivering plant PA41
Incoterms EXW Ex Works
Country (code) NL
Tax category (code) MWST
Tax classification (code) 1
8.3 Extending distribution channel material
8.3.1 Introduction
8.3.2 Material master data existing material

The table shows the material master data of the existing material indicated through the material number at the top.
Material group 01
Division 03
GeneralItemCatGroup NORM
Gross weight 4
Net weight 3
Weight Unit KG
Language NL
Description Standaard lamp inkoop/verkoop
Language EN
Description Standard Lighting Purchasing/Sales
Base Unit of measure ST ST
Delivering plant PM41 PA41
80
(Tax) Country (code) NL NL
(Sales price) Amount Scale Amount Scale Amount
quantity quantity
1 200 1 180
10 150
PM41 PA41
Active Yes
specification
Accounting Currency EUR EUR
Price control S S
Price unit 1 1
8.3.3 Material master data new material

The table shows the material master data of the new material indicated through 772, the material number.
Material group 01
Division 03
Gross weight 13
Net weight 12
Weight Unit KG
Language NL
Description Solair plaatje 130 W
Language EN
Description Solar panel 130 W
Base Unit of measure ST ST
Delivering plant PM41 PA41
(Tax) Country (code) NL NL
81
quantity quantity
1 800 1 750
10 650 10 600
PM41 PA41
Quality management QM proc. active Yes Yes
Active Yes
specification
Price control S S
Price unit 1 1
8.4 Pricing master data
8.4.1 Price element net sale price PR00

As a new distribution channel has been created the price schema has to be defined.
Sales organisation Distribution channel Material Description Scale quantity Amount
number
SO41 01 42 Standard 1 200,00
02 lighting P/S 1 180,00
10 150,00
01 772 Solar Panel 1 800,00
10 650,00
02 1 750,00
10 600,00
8.4.2 Freight revenue KF00

As well as the price schema, the freight costs have to be defined for the new channel
Sales organisation Division Distribution channel Incoterms Description Amount
SO41 03 01 EXW Ex Works 2,00
02 1,00
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8.4.3 Price element MWST
The tax has also be defined for the new distribution channel.
Output tax Country Tax Class. Cust. Tax class. Mat. Tax code Valid on Amount
MWST Netherland 1 1 A2 22.11.2009 19,00
s
8.4.4 Price schema sales
Material Distribution Price Name Amount Gross weight Condition

channel element value
Standard 01 PR00 Net price 65,00 65,00
lighning KF00 Freight costs 2,00 4,00 8,00
purchasing/ Net price excl. output tax 72,00
sales MWST Output tax 19,00 13,68
Net price incl. output tax 85,68
02 PR00 Net price 60,00 60,00
KF00 Freight costs 1,00 4,00 4,00
Net price excl. output tax 64,00
MWST Output tax 19,00 12,16
Net price incl. output tax 76,16
83
9 Process description sales and distribution
9.1 Introduction
9.2 Basic sales process
9.3 Alternative sales process

9.3.1 Description sales process steps
9.3.2 Additional information
9.3.3 Process data flow diagram
84
85
9.3.4 Description process steps
Display Customer Master record

All data needed for the sales process can be found under the customer master record.
Creating Customer Master record

When dealing with a new customer the new data has to be entered into the system.
Important organizational levels like sales, accounting or general data have to be filled in.
Checking inquiry
As a first step of the sales process the inquiry of both the existing and the new customer
are checked on the basis of the Customer Master data.
Creating inquiry
The existing customer sends an inquiry to the sales department for the existing and the new
material. The delivery plant is the plant in Amsterdam. The new customer sends an inquiry to
the sales department for the existing and the new material. The delivery plant is the plant in
Amsterdam. In this way the data of the delivery plant is set. The inquiry needed for the
quotation is the document created in this step.
Creating quotation
Pulles creates a quotation for each inquiry. The quotation informs the customer about the prices
and the delivery date. On the basis of the inquiry the quotation is set up and sent to the
customer. In this way the customer is able to confirm the quotation.
Redistribution available quantities

It turns out that the quotation quantities can not be delivered in time. For that reason it is
decided that the unrestricted use stock in Amsterdam will be shared in a fair way by the two
quotations. This redistribution is considered in the quotation document.
Creating order
For each quotation an order is received from the customer. There have been changes to the
quotation due to redistribution in the step before. These changes are considered in the
quotation document. On this new basis the order of both customers are adapted.
Creating outbound delivery

The orders are the basis for the outbound deliveries, which are created in a next step. The
document for this step is therefore the outbound delivery.
Creating picking
The quantity of the outbound delivery is picked from the unrestricted use stock. The picking
process refers to the outbound delivery, which was created before.
Creating goods issue

The materials are loaded into the truck and sent to the customer. The quantity issued refers to
the picking in the step before.
86
Creating invoice/bill
An employee of the accounting department creates the invoice for the goods, sent to the
customer. The customers both receive an invoice for the quantity that they will be supplied
with. By reason of the invoice a financial document is also created within SAP, which is
only for Pulles use.
Creating stock transfer order

It turns out that the warehouse in Maastricht has sufficient on stock of both the existing and the
new material. A purchase order (stock transfer order) is sent to the plant in Maastricht. This
happens due to the fact that there was not enough stock in plant Amsterdam to cover both
inquiries of the two customers.
Creating outbound delivery plant Maastricht

The stock transfer order results in one outbound delivery for the open quantity. This outbound
delivery refers to a purchase order which was created from plant in Amsterdam.
Creating picking plant Maastricht

The quantity of the outbound delivery is picked from the unrestricted use stock.
Creating goods issue plant Maastricht

The existing and the new material are picked from the unrestricted use stock of Maastricht and
loaded on the truck to transport the material to the plant in Amsterdam. Here as well a
financial document is created for internal use. This document refers to the goods issued.
Creating goods receipt plant Amsterdam

The existing and the new material are stored in the unrestricted use stock of the plant in
Amsterdam.
Adapting sales order delivery scedules

The availability of the sales order line items is adapted. This results in a new order
document, which is created through this process.
Creating outbound delivery

The availability of the material for the order is checked. Following, each order results in one
outbound delivery for the open quantity. This results in a new outbound delivery for the
second part of the order.
Creating picking
The quantity of the outbound delivery is picked from the unrestricted use stock. The basis for
the picking is the outbound delivery document, which was created in the step before.
Furthermore, the picking document is created within this process.
Creating goods issue

The materials are loaded into the truck and sent to the customer. These materials were picked
before and form the quantity of the second order.
Creating invoice/bill
An employee of the accounting department creates the invoice for the goods, sent to the
customer. For internal purposes a financial document is created, which shows the accounts
being affected by this process.
87
Creating incoming payment
An employee of the accounting department enters the incoming payment. These incoming
payments cover both invoices. Although the first invoice was sent already before.
Documents created by SAP
Name process step Document name Document name

Creating inquiry Inquiry
Creating quotation Quotation
Creating order Order
Creating outbound delivery Outbound delivery
Creating picking Picking document
Creating goods issue Material document goods issue Financial document
Creating invoice/bill Invoice/Bill Financial document
Creating stock transfer order Purchase order
Creating picking for PM Picking document
Creating goods receipt Material document goods receipt
Adapting sales order delivery Order
Creating picking Picking document
Creating invoice/bill Invoice Bill part 1 & 2 Financial document
Creating incoming payment Financial document
Preceding SAP documents
Preceding process step Consecutive process step Document name, referred to

Creating inquiry Creating quotation Inquiry
Creating quotation Creating order Quotation
Creating order Creating outbound delivery Order
Creating outbound delivery Creating picking Outbound delivery
Creating picking Creating goods issue Outbound delivery
Creating goods issue Creating invoice/bill Outbound delivery
Creating stock transfer order Creating picking Purchase (stock transfer) order
Creating outbound delivery Creating Picking Purchase order
Creating goods issue Creating goods receipt Purchase order
Creating goods receipt Adapting sales order Purchase order
Adapting sales order Creating outbound Purchase order
delivery
Creating outbound delivery Creating Picking Orders
Creating goods issue Creating invoice/ill Outbound delivery
Creating invoice/bill Creating incoming Outbound delivery
payment
Creating incoming payment Invoice/bill part 1&2
External documents
Name preceding process step External document Incoming/outgoing

Creating Inquiry Inquiry Incoming
88
Creating quotation Quotation Outgoing
Creating order Order Incoming
Creating outbound delivery Outbound delivery Incoming
Creating picking Picking Incoming
Creating goods issue Goods issue Incoming
Creating invoice/bill Invoice/bill Outgoing
Creating stock transfer order Purchase (stock transfer) order Outgoing*
Creating outbound delivery Outbound delivery Outgoing
Creating picking Picking Outgoing
Creating goods issue Goods issue Outgoing
Creating goods receipt Goods receipt Incoming
Adapting Sales order delivery Orders Incoming
Creating outbound delivery Outbound delivery Incoming
Creating picking Picking Incoming
Creating goods issue Goods issue Outgoing
Creating Invoice/bill Invoice/bill Outgoing
Creating incoming payment Incoming payment Incoming
89
10 Executing sales and distribution process in SAP
10.1Introduction
10.2Creating inquiry
10.2.1 Inquiry existing customer
10.2.1.1 Inquiry document
The table below shows the data of the customer Luiten who makes an inquiry about certain materials.
Sales organisation SO41 Customer number 35
Distribution channel 02 Name Luiten
Division 03 PO number 910CC4119
Sales Office IS41 Requested delivery date 20.12.2009
Sales Group I41 Valid from 22.11.2009
Valid to 06.12.2009
Material (number) Description Order quantity Plant Storage location

42 Standaard lamp Ink/Verkoop 8 PA41 SA41
772 Solar Plaatje 10
10.2.1.2 Validating sales area inquiry existing customer
The tables below show the important data from the inquiry of the existing customer. For each material
the specific data is presented.
Customer number 35 Customer name Luiten

Sales area Sales organisation Name Distribu Name Division Name
tion
channel
SO41 Sales Org. 01 Direkt Sales 03 Lightning
Pulles 41 02 Internet Sales equipment
Material 42 Description Standaard lamp

Ink/Verkoop
Sales area Sales Name Distributio Name Divisi Name
organisation n channel on
SO41 Sales Org. 01 Direkt Sales 03 Lightning equipment
Pulles 41 02 Internet
Sales
Material 772 Description Solar

Plaatje
Sales area Sales organisation Name Distrib Name Division Name
ution
channel
SO41 Sales Org. 01 Direkt 03 Lightning equipment
Pulles 41 Sales
02 Internet
Sales
90
Sales area inquiry Customer Sales area customer
Sales organisation SO41 Customer number 35 Sales organisation SO41
Distribution channel 02 Name Luiten Distribution channel 01 02
Division 03 Division 03
Material Description Sales area material

Sales organisation Distribution channel Division
42 Standaard lamp SO41 01 03
Ink/Verkoop 02
772 Solar plaatje 01
02
10.2.1.3 Creating inquiry existing customer in SAP
The table below shows the results of the inquiry from the existing customer.
Inquiry number 10000141
Valid to 06.12.2009
Material Description Order quantity Plant Storage location

42 Standaard lamp Ink/Verkoop 8 PA41 SA41
10.2.2 Inquiry new customer
10.2.2.1 Inquiry document
The table below is based on the first inquiry document table, which was mentioned before.
Distribution channel 01 Name Gollum
Sales Office DS41 Requested delivery date 20.12.2009
Sales Group D41 Valid from 22.11.2009
Valid to 06.12.2009

42 Standaard lamp Ink/Verk 7 PA41 SA41
772 Solar plaatje 8
10.2.2.2 Validating sales area inquiry new customer
Customer number 137 Customer name Gollum

Sales area Sales organisation Name Distribution Name Division Name
channel
SO41 Sales 01 Direkt 03 Lightning
Org. Sales equipment
Pulles41
91
Sales area inquiry Customer Sales area customer
Sales organisation SO41 Customer number 137 Sales organisation SO41
Distribution channel 01 Name Gollum Distribution channel 01
Division 03 Division 03
Material Description Sales area material

Sales organisation Distribution channel Division
42 Standaard lamp SO41 01 03
Ink/Verkoop 02
02
10.2.2.3 Creating inquiry new customer in SAP
The inquiry data of the table below is based on the data from the existing customer. Changes are in the distribution
channel, which was created.
Inquiry number 10000142
Valid to 06.12.2009

42 Standaard lamp Ink/Verk 7 PA41 SA41
772 Solar plaatje 8
10.3Analysis results
The screenshot above shows the overview of the first inquiry. It refers to the old customer Luiten, which has the
number 35 (Sold-to-Party). It shows the materials, which are sold to him, the exact delivery date and the PO
number, which is the indicator for this inquiry.
92
This screenshot shows the inquiry of the new customer Gollum. The customer is indicated through the Sold-to-
Party number 137. The address shows the place where the shipment is delivered to. Furthermore, this overview
shows, which materials are exactly delivered, the description of the material and the quantity sold. This inquiry has
also a PO number, which the customer can refer to.
Plant PA41
New material 772
22.11.2009 Stock 10 -
New material
Stock type Plant PA
Unrestricted use 10,000
Quality inspection 0,000
On order stock 0,000
Cust. Inquiries 0,000
Cust. Quotations 0,000
Sales orders 0,000
Schd. For delivery 0,000
Stock in transit 0,000
93
10.4Creating quotation
10.4.1 Quotation existing customer
Quotation number 20000135

Valid to 06.12.2009
Material Description Order quantity Plant Storage Inquiry

location number
42 Standaard lamp Ink/Verkoop 8 PA41 SA41 10000141
10.4.2 Quotation new customer
Quotation number 20000136

Valid to 06.12.2009
Material Description Order quantity Plant Storage Inquiry

location number
42 Standaard lamp Ink/Verk 7 PA41 SA41 10000142

772 Solar Plaatje 8
94
The screenshot above shows the conditions under which the first shipment to the customer will run. The total
quantity of the shipment is mentioned as well as the material this overview refers to (42). The calculation in the
lower part of the screenshot shows that the customer will receive a discount of 2% on the quantity bought. The
quotation number on top shows that this overview refers to the new customer Gollum and the inquiry he made. It
shows the first part referring to the old material with a quantity of 7.
The quotation number at the upper part of this screenshot shows that this refers also to the inquiry of the new
customer Gollum. As indicated at he top the new material is the matter of this quotation with an amount of 8. The
customer will get an discount of 3% as was entered in the SAP system before.
95
10.5Redistribution available quantities
10.5.1 Availability checking existing customer
Quotation 2000013 Customer number 35 Name Luiten

number 5
Material Description Plant Material availability date Confirmed

number quantity
42 Standaard lamp I/V PA41 20.12.2009 8
772 Solar Plaatje 20.12.2009 10
10.5.2 Availability checking new customer
Quotation 2000013 Customer number 137 Name Gollum

number 6
Material Description Plant Material availability date Confirmed

number quantity
42 Standaard lamp I/V PA41 20.12.2009 7
02.03.2010 0
772 Solar Plaatje 20.12.2009 0
02.03.2010 8
The reason that there is not confirmed quantity for the new material on the 20.12.2009 is that the stock of the new
material is only 10. The first customer already inquiried 8, which leave only 2 items for the new customer. As the
total amount cannot be met by the company, Gollum will not receive any item unless the stock is backfilled.
The screenshot above shows the document flow of the first quotation. This is indicated through the quotation
numer 20000135. It shows that two line items are mentioned in this quotation with amounts of 8 and 10 and their
value. The status of the quotation is still open as the order must be set for this.
96
The screenshot shows the document flow for the second quotation, which is indicated through the quotation
number 20000136 but also through the inquiry number 100000142. As the first document flow it shows that the
quotation refers to two line items, which can be seen at the two quotation lines with different number 20000136/10
and 200000136/20. The quantities of the two line items 7 and 8 are showns as well as the amounts. As with the
first document flow the status of the quotations are still open as the order must be set.
As indicated through the quotation number at the top of this screenshot, the overview of the first quotation is
shown. Number 35 shows that this is referring to the old customer’s quotation, which will be delivered on the 20th
of December, 2009. The two line items which are concerned are shown in the item overview at the lower part. The
order quantity of both materials is shown.
97
The screenshot shows the overview of the quotation 20000136. The nuber indicates that this is referring to the new
customer 137, Gollum. It shows the line items 10 and 20, which refer to the quotation, which the customer made.
The quantity amounts 7 and 8 of the old and the new material are shown, as well as the delivery date of these
items.
Plant PA41
New material 772
required
quantity
22.11.2009 Stock 10 -
20.12.2009 Quottn 0020000135/000020/0001 10- 10
20.12.2009 Quottn 0020000136/000020/0001 8- 0
42
Stock type Plant PA
Sales orders 0,000
The customer orders do match the stock quantity. Therefore, this material can be delivered immediately.
772
Stock type Plant PA
Sales orders 0,000
This table shows that the customer quotations exceed the stock, which is available of the new material 772.
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10.5.4 Adapting quotation quantity
The tables below show that the amount in stock at Plant Amsterdam of the new material does not match the
inquiries of the customers, which order 10 and 8 items, which would make a total 18. Therefore, the quantity has
to be adapted as otherwise the distribution of the products, would be unfair.
Material Plant Unrestricted use Goods receipt Current Nearest possible

stock quantity processing time day confirmation date
Standaard lamp I/V PA41 15 100 22.11.200 02.03.2010
Solar Plaatje 10 100 9 02.03.2010
Quotation 20000135 Customer 35 Name Luiten

number number
Material Description Quotatio Plant Delivery date/conf. Confirmed

number n date quantity
quantity
42 Standaard 8 PA41 20.12.2009 8
lamp I/V 02.03.2010 0
772 Solar 10 20.12.2009 5
plaatje 02.03.2010 5
Quotation 20000136 Customer 13 Name Gollum

number number 7
Material Description Quotatio Plant Delivery date/conf. date Confirmed quantity

number n
quantity
42 Standaard 7 PA41 20.12.2009 7
lamp I/V 02.03.2010 0
772 Solar 8 20.12.2009 5
Plaatje 02.03.2010 3
10.5.4.2 Entering adapted quotation quantities existing customer
10.5.4.3 Entering adapted quotation quantities new customer
10.5.4.4 Entering adapted quotation quantities existing customer revisited
Plant PA41
New material 772
required
quantity
22.11.2009 Stock 10 -
20.12.2009 Quottn 0020000135/000020/0001 10- 5
99
20.12.2009 Quottn 0020000135/000020/0001 8- 5
100
10.6Creating order
10.6.1 Entering order existing customer
The table shows the summary of the inquiry of the existing customer with the order number 171.
Order number 171
Sales Group I41
Material Description Order quantity Plant Storage Quotation

location number
10.6.2 Entering order new customer
The table shows the summary of the inquiry of the new customer with the order number 172.
Order number 172
Sales Group D41
Material Description Order quantity Plant Storage Quotation

location number

772 Solar Plaatje 8
101
The order for the quotations was set and as it is shown at the upper part of this screenshot, is refers to the first
quotation. This is indicated through the PO number 910CC4119. Still both line items with the same amounts of 8
and 10 are displayed. The incoterms are also set. Incoterms are special trade rules, which retailers need to stick to.
This screenshot displays the second quotation from the new customer, indicated through the PO nuber
910CC4120. Also the Sold-to-Party number 137 indicates the customer Gollum. The two line items for the
materials 42 and 772 are displayed as well as their quantity. As well as with the first quotation the incoterms are
set at EXW.
102
The screenshot above shows again the document flow referring to the first inquiry. The second step the quotations
are now completed as the order was set. This is also indicated through the order number 0000000171, which is the
next step under the quotation. As the outbund delivery is not made yet, the status of the order is still open meaning
incomplete.
As the screenshot before this screenshot also displays the document flow but this time referring to the second
inquiry, which is indicated through the quotation number at the top. The order number also differs from the first
one. As well as for the first quotation the status of the order is open as the outbund delivery has not been set yet but
will be the next step for the completion of the order.
Plant PA41
New material 772
required
quantity
22.11.2009 Stock 10 -
20.12.2009 Cusord 0000000171/000020/0001 10- 5
20.12.2009 Cusord 0000000172/000020/0001 8- 5
103
New material
Stock type Plant PA
Sales orders 18,000
Still there is not enough stock to meet the customers’ orders. Both customers will first receive a quantity of 5,
which is fair for both.
104
10.7Creating outbound delivery
The tables below show that the quantities of the new material that the customers ordered has been adapted in a fair
way, as both customers will receive exactly the same amount of items.
Outbound delivery number 80000347

Shipping point PA41 Name Luiten
Material number Description Delivery Plant Storage Order

quantity location number
772 Solar Plaatje 5

Shipping point PA41 Name Gollum
Material number Description Delivery Plant Storage Order

772 Solar Plaatje 5
In comparison to the last document flow the status of the order for the first line item is completed now, as the
outbound delivery is set. For the second line item the order is still in process. The reason for this is that there was
not enough stock to cover the inquiry of the first and the second customer. This problem has to be solved before
the order can be completed. Therefore, the outbound delivery for the second line item is still open.
105
The document flow shows that the next step, the outbound delivery has been completed for the first line item. The
outbound delivery for the second line item is not yet completed as there were complications with the stock to be
used. As the total amount which was inquired by the two customers exceeded to total quantity in stock. Therefore,
the order for the second line item also for this quotation is still in process.
This screenshot shows the overview of the outbound delivery. The quantity of the second item was set on 5 items
for this delivery as the stock amount was lower than the quantity of the quotation. As indicated at the right of this
screenshot the total amount of the delivery should be 10. Therefore, there are another 5 that shall be delivered at
some later point in time.
The screenshot shows the outbound delivery for the second quotation, which is indicated through the number at the
top ending with 348 instead of 347. The amount for the second line item, which refers to the new material is also
set at 5. On the right there is the actual quantity of the delivery 8. So there are an additional 3 items, which have to
be delivered to the new customer Gollum.
106
Plant PA41
New material 772
required
quantity
22.11.2009 Stock 10 -
20.12.2009 Cusord 0000000171/000020/0001 5- 0
20.12.2009 Cusord 0000000172/000020/0001 3- 0
20.12.2009 Delvy 00800000347/000020/0000 5- 5
20.12.2009 Delvy 00800000348/000020/0000 5- 5
As determined before, both customers will receive a quantity of 5.
New material
Stock type Plant PA
Sales orders 8,000
Schd. for delivery 10,000
There were not changes in stock and therefore, only 10 items of the ordered 18 can be delivered. Due to that reason
there are additional 8, which are ordered but cannot be delivered yet. Nevertheless, it as confirmed that a quantity
of 5 will be delivered to each customer, which is indicated through the quantity of 10, in schedule for delivery.
107
10.8Creating picking
The tables below contain the data needed for the picking of the material, with the exact amount of the picking, for
the existing and new customer.

Delivery date 20.12.2009
Material number Description Delivery Picked Plant Storage Order

quantity quantity location number
42 Standaard lamp Ink/Verkoop 8 8 PA4 SA41 171
772 Solar Plaatje 5 5 1

Material number Description Delivery Picked Plant Storage Order

42 Standaard lamp Ink/Verk 7 7 PA41 SA41 172
772 Solar Plaatje 5 5
Due to changes of the quantity the outbound delivery is still being processed. Nevertheless the next step could
actually be completed namely the picking request. As this is only a request this step could be completed before the
outbound delivery is done. The changes of the quantity are indicated at the lower part of the screenshot. The
quantity is 5 instead of 10, which are asked by the customer.
108
The same as above goes for this document flow. The outbound delivery process is not completed yet but still the
next step of the picking request could already been completed. At the lower part of this screenshot it is indicated
that the quantity for the new material, which shall be delivered changed from 8 to 5.
109
10.9 Creating goods issue
This document flow, referring to the first quotation indicates that the goods are ready for delivery. The process of
the outbound delivery has not been completed yet, as the transportation has not taken place yet.
As with the screenshot before, this document flow shows that the goods, which shall be delivered are ready for
transportation. As this step has not yet been completed the process of outbound devlivery is still not completed.
110
The screenshot above refers to the first quotation and its shipment, which is indicated through the goods issue
number ending with 670 at the top. The overview shows, which materials are concerned and the exact amount,
which will be delivered. The material slip number is the quotation number, which also indicates that this overview
refers to the first quotation.
The overview above shows the screenshot referring to the second quotation indicated through the material slip
0080000348. As the first screenshot is shows the material, which is part of this quotation and the exact amount that
will be delivered. The plant PA41 indicates the shipping point, meaning the plant where the items are picked up for
delivery.

310000 Trading goods
101100 Intermediate account
111
The screenshot above shows the financial document of the first quotation. The amount of 480,- Euro refers to the
first line item, as the amount of 2.500,- refers to the second. The reference number on top shows that this overview
refers to the first quotation for the old customer Luiten. The intermediate account is affected as no ingoing
payment has taken place yet.
The screenshot shows the overview of the second quotation, which is shown through the reference umber, which is
the quotation number. The difference of 60,- Euro for the first line item exists by reason of different quantity,
which will be delivered. As no ingoing payment has taken place yet, the intermediate account is affected, instead
of the bank account.

310000 Trading Goods 480,00
101100 Intermediate account 480,00
101100 Intermediate account 2.500,00
310000 Trading Goods 420,00
101100 Intermediate account 420,00
112
As already mentioned before the two accounts of trading goods and intermediate account are being affected
through the process of the outbound delivery. The account of trading goods decreased in comparison and the
intermediate account increased. As the ingoing payment will take place, the intermediate account will be cleared
and bank account will be affected.
Plant PA41
New material 772
required
quantity
22.11.2009 Stock 0 -
20.12.2009 Cusord 0000000171/000020/0001 5- 0
20.12.2009 Cusord 0000000172/000020/0001 3- 0
Both customers still require a specific amount of materials.
New material
Stock type Plant PA
Sales orders 8,000
Due to the outbound deliveries which took place the stock of the new material is cleared now but an amount of 8
items is still requested by customers, which is shown through the sales orders.
113
10.10 Creating invoice/bill
The tables below show the necessary data for the posting of the invoices for both customers. Furthermore the
second tables referring to the first tables show that the invoices have been posted.

Division 03
Material Description Delivery Price element Name Amount Gross Conditi

quantity weight on
value
42 Standaard lamp 8 PR00 Net Price 65,00 65,00
Ink/Verkoop KF00 Freight 2,00 4 8,00
revenue
MWST Output 19,000 12,35
Tax
Gross price incl. output tax 85,35
772 Solar Plaatje 5 PR00 Net 800,00 800,00
Price
KF00 Freight 1,00 13 13,00
revenue
MWST Output 19,000 152,00
Tax
Total invoice amount 1050,35
Invoice number 90000240

Division 03 Invoice date 22.11.2009
Sales Office IS41
Sales Group I41
Material Description Quantity Plant Storage Outbound

location delivery number
772 Solar Plaatje 5
114
1
Division 03
Material Description Delivery Price Name Amount Gross Condition

quantity element weight value
42 Standaard lamp 7 PR00 Net Price 65,00 65,00
Ink/Verkoop RA00 Discount 1,30
from net 2,00
KF00 Freight 2,00 4 8,00
Revenue
772 Solar Plaatje 5 PR00 Net Price 800,00 800,00
RA00 Discount 3,00 24,00
from net
KF00 Freight 1,00 13,00 13,00
Revenue
Total invoice amount 1075,65

Sales organisation SO41 Customer 137
number
Division 03 Invoice 22.11.2009
date
Sales Office DS41
Sales Group D41
Material number Description Quantity Plant Storage Outbound

772 Solar Plaatje 5
115
The document flow is the document flow of the first quotation, indicated through the numbers of the quotation, the
inquiry, the outbound delivery etc. As mentioned before, no ingoing payment has taken place for the delivered
goods. This is indicated by the status of the accounting document, which is the next step of the process. As long as
no ingoing payment took place, the intermediate account will not be cleared and the process not completed.
The screenshot above shows the document flow for the second quotation. The order process is not yet completed
as no ingoing payment has taken place yet. This is also shown through the status of the accounting document,
which is “not cleared”. That means that the intermediate account has to be cleared, which will happen through an
ingoing payment. The intermediate account will be affected as well as the bank account.
116
The invoice above is referring to the first quotation, which is indicated through the reference 347 in the middle of
this document. The payer of the invoice 35, is the old customer Luiten, which is also indicated at the top of this
overview. It shows the items, which are affected by this invoice and shows the exact billed quantity. The new
quantity of the second line item has also been adapted to 5 instead of 10 items.
The screenshot above shows the invoice for the customer 137, Gollum, indicated through the “payer” at the top of
the overview. As with the first invoice the quantity of the new material has also been adapted to 5 instead of 8. The
reference number 348 also indicates that this invoice refers to the second quotation.
The screenshot above shows the financial accounting document for the first quotation, indicated through the
reference number 910CC4119. As the invoice was set the customer account 35 of the customer Luiten is affected.
As it is a revenue the amount of 5.283,72 is debited on this account. The other accounts that are affected through
the invoice process are also mentioned.
117
The screenshot above refers to the second quotation indicated through the reference number 910CC4120 at the top
of this document. The customer account 137 of Gollum is debited with an amount of 6.471,22 Euro as this is a
revenue. In contrast to the old customer, Gollum will receive discounts on the old and new material, therefore, the
customer discount account is also affected. The discount are 2% on the old and 3% on the new material, which was
entered in the SAP system before.

140000 Customer receivables
800000 Sales revenue
802000 Freight revenue
175000 Output tax
880000 Customer discounts

35 Luiten 5.283,72
800000 Sales revenue 1.440,00
802000 Freight revenue 0,03
175000 Output Tax 843,62
137 Gollum 6.471,22

880000 Customer discount 28,00
175000 Output Tax 1.033,22
880000 Customer discount 120,00
118
The screenshot above shows the financial statement after the process of the outbound delivery. As mentioned in
the table before the customer accounts are affected, in this overview it is the 140000 Customers – Domestic
Receivables 1 account. It shows the total amount of the customers payment. The discount is mentioned
individually in the 880000 account at the end of this overview. As it is an ingoing payment the output tax is
affected as well.
119
10.9Creating stock transfer order
10.9.1 Stock quantity plant PM
New material
Due to some reasons the total amount of 50 units has to been transferred to unrestricted use, but only 25.
10.9.2 Extending distribution channel material
10.9.2.2 Material master data existing material
The table shows the material master data of the existing material.
Material group 01
Division 03
Gross weight 4
Net weight 3
Weight Unit KG
Language NL
Description Standaard lamp inkoop/verkoop
Language EN
Description Standard Lighting Purchasing/Sales
Sales department Existing sales New sales area Plant
area replenish
ment
Base Unit of measure ST ST ST
Delivering plant PM41 PA41 PA41
(Tax) Country (code) NL NL NL
Tax category (code) MWST MWST MWST
Tax classification (code) 1 1 1
quantity quantity
1 200 1 180
10 150
PM41 PA41
120
Active Yes
specification
Price control S S
Price unit 1 1
10.9.2.3 Material master data new material
The table shows the material master data of the new material.
Material group 01
Division 03
Gross weight 13
Net weight 112
Weight Unit KG
Language NL
Description Solair Plaatje
Language EN
Description Solar Panel
Sales department Existing sales New sales area Plant
area replenish
ment
Base Unit of measure ST ST ST
Delivering plant PM41 PA41 PA41
(Tax) Country (code) NL NL NL
Tax category (code) MWST MWST MWST
Tax classification (code) 1 1 1
quantity quantity
1 800 1 750
10 650 10 600
PM41 PA41
121
Quality management QM proc. active Yes Yes
Active Yes
specification
Price control S S
Price unit 1 1
10.9.3 Stock transfer order
Purchase order number 450000025 Supplying plant PM41

7
Item Material (number) Quantity Plant Storage location
10 42 10 PA41 SA41
20 772 10
This screenshot shows the purchase order for the internal transfer of stock. It is displayed that both the existing and
the new material will be delivered at a quantity of 10. The supplying plant is as indicated in the top part of the
screenshot the Plant in Maastricht. This screenshot shows only on of the two line items in the lower part as there is
the option to choose between these two in the item details part.
122
Plant PA41
New material 772
required
quantity
30.11.2009 Stock 0 -
10.03.2010 POitem 4500000257/00020/0001 10 -
20.12.2009 Cusord 0000000171/000020/0001 -5 0
20.12.2009 Cusord 0000000172/000020/0001 -3 0
New material
Actually the amount of 10, which is missing for the full amount of Plant Maastricht, should have been in schedule
for delivery, as an internal stock transfer will take place. Nevertheless, the difference of total 50 items and in this
table only 40 items is not of importance for the further procedure.
123
10.12 Creating outbound delivery plant Maastricht
The screenshot above shows the outbound delivery for the two material. This document refers to the purchase
order, which was created before. It is an internal stock transfer, which is indicated through the “Ship-to-party” at
the top of this screenshot. The goods issue is planned for the 30.11.2009, as a next step of this process.

Sales organisation SO41 Customer number PLANT PA41
Shipping point PM41 Name Van Santen
Material number Description Delivery Plant Storage Purchase order

42 Standaard lamp Ink/Verk 10 PM41 SM41 4500000257
772 Solair Plaatje 10
The screenshot shows the document flow of the processes, which were conducted up until now. It shows that a
purchase order was created, which includes two line items, referring to the two material. The Replenishment refers
to the outbound delivery. This process however, has not been completed yet, which is indicated through the status
at the end of both replenishment lines.
124
The screenshot above shows the purchase order history of the first line item, the existing material of the purchase
order, which was created before. It shows, that an outbound delivery with the number 80000370 has been created,
with a quantity of 10 items of the material.
This screenshot shows the same overview as the one before but this time the lower part refers to the second line
item. The outbound delivery has the same number as for the first screenshot, as both materials belong to one
purchase order and therefore, refer to the same documents.
The screenshot above shows the outbound delivery of the internal stock transfer. It is displayed that the materials
772 and 42 are delivered to Plant Amsterdam.
125
Plant PA41
New material 772
required
quantity
30.11.2009 Stock 0 -
10.03.2010 POitem 4500000257/00020/0001 10 -
02.03.2010 Cusord 0000000171/000020/0001 0 5
02.03.2010 Cusord 0000000172/000020/0001 0 3
New material 772

The transfer has now been proceeded and therefore, the on order stock of PA is now 10.
126
10.13 Creating picking plant Maastricht
The information in the table below is the necessary data for the picking process at Maastricht.
Sales organisation SO41 Customer number PLANT PA41
Shipping point PM41 Name Van Santen
Planned GI date 30.11.2009
Material Description Delivery Picked Plant Storage Purchase order

number quantity quantity locatio number
n
42 Standaard lamp 10 10 PM41 SM41 4500000257
Ink/Verkoop
772 Solair Plaatje 10 10
127
10.10 Creating goods issue plant Maastricht
The following table shows the information, which is necessary for the creation of goods issue at Plant Maastricht.
Material document number 4900000703
10 42 10 PM41 SM41 4500000257 10
20 772 10 4500000257 20
The screenshot above shows the document including the steps after the outbound delivery, which has been
completed now. Furthermore the picking process has also been completed and goods have been issued.
The screenshot above shows the purchase order of the two line items, this one referring to the first line item. The
goods have been issued now, which is indicated through the material document number 4900000703.
The screenshot above shows the second line item of the purchase order. As well as for the first line item the goods
have been issued. As the two line item belong to the same purchase order, there is no difference in the material
document number, which was created through this process.
128
This screenshot shows that the material 42 Standard Lighting Purchase/Sales will be transferred from Plant
Maastricht to Plant Amsterdam.The delivery note number is the outbound delivery number, which is the document
referred to.
The screenshot above shows that the new material 772 Solar Panel will be transferred from Plant Maastricht to
Plant Amsterdam. The delivery note document number, is the number of the outbound delivery, which is referred
to here as well, as the two material belong to one purchase order in this case.
129
This screenshot shows the accounting information, which belongs to the internal data transfer. Trading goods are
decreased as a result of the internal stock transfer and paid for. As there evolved stock transfer costs, this account
is also affected by the internal stock transfer.

235000 Stock trsfr expense 1,000.00
310000 Trading goods 650.00
310000 Trading goods 600.00
235000 Stock trsfr expense 50.00
The screenshot above shows the current financial status of the company. In contrast to the screenshot 9.9
of the financial statement there are changes of trading goods in this screenshot. These changes are due to
the stock transfer and affect the trading goods account. The transfer costs are subtracted, therefore, the
amount is lower now. This is also obvious through the stock transfer account, which is affected with the
same amount as the trading goods account.
130
Plant PA41
New material 772
required
quantity
30.11.2009 Stock 0 -
10.03.2010 POitem 4500000257/00020/0001 10 -
02.03.2010 Cusord 0000000171/000020/0001 0 5
02.03.2010 Cusord 0000000172/000020/0001 0 3
New material 772

131
10.11 Creating goods receipt plant Amsterdam
The following table shows the information, which is needed for the creation of the goods receipt in Amsterdam.
Material document number 5000000544
10 42 10 PA41 SA41 4500000257 10
20 772 10 4500000257 20
The screenshot above shows that for the first line item of the purchase order the goods receipt process was
completed now.
As the screenshot before, this one also refers to the goods receipt of the purchase order. This time it displays the
purchase order history of the second line item, the new material. The material document number created for the
goods reeipt is therefore, the same as for the first line item.
132
The screenshot above shows the material document information referring to the interal stock order transfer. It
shows that the quantity of 10 of both materials wer delivered to Plant Amsterdam
For this process there is no accounting document as the financial process of the internal stock
transfer has already been booked at the outbound delivery process before.
Plant PA41
New material 772
required
quantity
03.12.2009 Stock 10 -
02.03.2010 Cusord 0000000171/000020/002 0 5
02.03.2010 Cusord 0000000172/000020/002 0 3
New material
Stock type Plant PA
Sales orders 8,000
133
10.12 Adapting sales order quantities
Order number 171 Customer 35 Name Luiten

number
Material Description Plant Delivery date/conf. date Confirmed quantity

42 Standaard lamp PA41 - -
I/Verk.
772 Solair Plaatje 20.12.2009 5
For the existing material there is no need for adapting the sales order quantities, as the stock of this
material was sufficient in Plant Amsterdam.
Order number 172 Customer 137 Name Gollum

number
Material Description Plant Delivery date/conf. date Confirmed quantity

42 Standaard lamp PA41 - -
I/Verk.
772 Solair Plaatje 20.12.2009 3
Plant PA41
New material 772
required
quantity
03.12.2009 Stock 10 -
20.12.2009 Cusord 0000000171/000020/0001 -5 5
20.12.2009 Cusord 0000000172/000020/0001 -3 3
New material
Stock type Plant PA
Sales orders 8,000
134
10.13 Creating outbound delivery

Material Description Delivery quantity Plant Storage location Order

number
42 Standaard lamp Ink/Verkoop PA4 SA41 171

Material Description Delivery quantity Plant Storage location Order

number
The screenshot above shows the workflow document of the internal stock transfer. All steps have been completed
so far except for the accounting process. This is because no payment has been proceeded yet.
135
The screenshot above shows the first outbound delivery. It refers to the first order of the first customers, which is
indicated through the quantity of 5 items and the Ship to Party, which is number 35 Van Luiten.
This outbound delivery refers to the second order from the new customer, which is indicated through the customer
number 137 from Gollum. Furthermore, the quantity indicated that it refers to the second customer, who ordered
only a quantity of 3.
Plant PA41
New material 772
Date MPR MRP element data Received/ Confirmed
element required
quantity
03.12.2009 Stock 10 -
20.12.2009 Delvry 0080000382/000010/0000 -5 5
Delvry 0080000383/000010/0000 -3 3
New material
Stock type Plant PA
Sales orders 0,000
Schd. for delivery 8,000
136
10.14 Creating picking
Material Description Delivery Picked Plant Storage Order


3
Material Description Delivery quantity Picked Plan Storage Order

quantity t locatio numbe
n r
42 Standaard lamp PA4 SA41 172
Ink/Verkoop 1
As the whole process is executed on the basis of the two order numbers, there are two document
flows. This one above shows the document flow for the first order 171, which refers to the
quantity of 5 items, for the existing customer. The picking has already been done. But the step of
outbound delivery has not yet been completed as the goods issue has not been created yet.
Moreover, due to no payment, the accounting process has not taken place yet.
137
This screenshot refers to the second order 172, from the second customer. The process is the
same as with the screenshot before. The accounting process has not been finished yet by reason
that no payment has been made. The picking process is finished now and the outbound delivery
process will be completed with the creation of goods issue.
138
10.15 Creating goods issue
The screenshot above shows the document flow for the first order. In comparison to the document flow, which was
displayed before, the goods issue has been created now. The outbound delivery process is still not finished as the
invoice needs to be posted. Only if a payment has taken place the accounting process will be finished.
The screenshot above refers to the second order from the new customer. Here as well the process of the outbound
delivery has not yet been completed as a reason of not invoice has been posted yet. Nevertheless another step the
creation of the goods issue is completed now. The accounting document is not cleared as no payment has taken
place yet.
139
The screenshot above shows the overview level of the material document, which was created during the process of
the internal stock transfer. It shows that the quantity of 5 of the material 772 has now been transferred to the Plant
in Amsterdam. The material slip at the top of the screenshot refers to the outbound delivery, which was created for
the internal transfer of this amount, for the existing customer.
As the screenshot before, the screenshot above shows the material document, which was created on basis of the
internal transfer. This one refers to the second outbound delivery indicated through the material slip at the top of
the screenshot 80000383. The quantity of 3 has been transfered to Plant Amsterdam now.
The screenshot above shows the accounting document, which was created for the first outbound delivery. The
amount referring to the goods transfered is credited from the account of trading goods. The intermediate account
has been debited as no payment has been proceeded yet. Therefore, the accounting process has not been finished,
as indicated already in the document flow.
140
This screenshot refers to the second outbound delivery, which is indicated through the reference nuber
0080000383 in the middle of the screenshot. As with the screenshot before, it is displayed, that tha trading goods
are credited with the amount of 1.500 referring to the 3 items, which are transfered. Here as well the payment has
not yet taken place, therefore, the intermediate account has been credited on. As long as there will be no payment
for the goods, this account will be credited.

In comparison to the financial statement before the trading goods are now decreased by the amount of 4.000 Euro,
which is a result of the internal stock transfer. The bank account has not been affected yet, as not payment has
taken place until now. The intermediate account is affected but is on the financial statement, but it will be cleared,
when the payment is done.
Plant PA41
New material 772
03.12.2009 Stock 2 -
- POitem - - -
- Cusord - - -
141
New material
Stock type Plant PA
Sales orders 0,000
10.16 Creating invoice/bill
Below the gross price (incl. output tax) for the existing customer iscalculated for the existing and the new
material.
Division 03
Material Description Delivery Price element Name Amount Gross Condition

quantity weight value
42 Standaard lamp PR00 Net Price
Ink/Verk KF00 Freight
revenue
MWST Output Tax
Gross price incl.output tax
772 Solair Plaatje 5 PR00 Net Price 800.00 800.00
KF00 Freight 1.00 13 13.00
revenue
MWST Output Tax 19 152.00
Gross price incl.output tax 965.00
Total invoice amount 965.00

Division 03 Invoice date 03.12.2009
Sales Office IS41
Sales Group I41

42 Standard lamp Ink/Verkoop PA41 SA41 80000382
142
Below the gross price (incl. output tax) for the new customer is calculated for the existing and the new
material. Fill in the following table.
1
Division 03
Material Description Delivery Price Name Amount Gross Condition

quantity element weight value
42 Standard lamp PR00 Net Price
Ink/Verk RA00 Customer
discount
KF00 Freight
revenue
MWST Output Tax
Gross price incl.output tax
772 Solair Plaatje 3 PR00 Net Price 800.00 800.00
RA00 Customer 3.00 24.00
discount
KF00 Freight 1.00 13 13.00
revenue
MWST Output Tax 19 152.00
Gross price incl.output tax 989.00
Total invoice amount 989.00

Sales organisation SO41 Customer 137
number
Division 03 Delivery 03.12.2009
date
Sales Office DS41
Sales Group D41

42 Standard lamp Ink/Verk PA41 SA41 80000383
143
The document flow above refers to the first order of the existing customer. The process of outbound delivery has
now been completed as the invoice has been posted. The accounting document is not cleared, which is a result of
no payment. As long as the payment of the trading goods has not taken place, the intermediate account will be
debited and the accounting process not completed.
144
As the screenshot before, this screenshot shows the document flow, but this time referring to the second order of
the new customer. This is indicated through the different quantity of 3 at the lower part of the screenshot. Here as
well the accounting process is not been finished, as the payment of the transfered trading goods has not taken place
yet.
The screenshot above shows the overview level of the first invoice. This incoive refers to the first
outbound delivery, which is indicated through the reference number 80000382 and the order number
171. The payer of this invoice is Luiten, which is indicated through the customer number 35.
This screenshot refers to the second outbound delivery indicated through the number 8000383 and shows the
overview level of the invoice for the new customer 137 Gollum. The quantity which will be delivered to the
customer is three, just as indicated before in the outbound delivery process (picking and goods issue).
145
The screenshot above shows the accouting document, which has been created within the process of outbound
delivery. The basis for this accouting document is the invoice, which has been created as last step of the outbound
delivery. It shows the exact amount that the customer Luiten has to pay for the material he ordered.
This screenshot shows the accounting document, which was created for the second outbound delivery, referring to
the second customer, Gollum. Here as well the amout the customer has to pay is displayed. The difference to the
first screenshot of the existing customer is that Gollum will receive a discount on the order.

137 Gollum 2,863.14
800000 Sales revenue 3,000.00
880000 Customer discounts 72.00
802000 Freight revenue 78.00
175000 Output tax 570.01
35 Luiten 3,570.08
800000 Sales revenue 2,400.00
802000 Freight revenue 0.07
175000 Output tax 457.14
146
This screenshot shows the financial statement of the company. As the invoices has been posted now several
accounts have been affected. These accounts are Customers, Output Tax, Sales revenue, Freight revenue and
customer discount, though the latter one is only debited for the new customer, as the first one will not get a
discount.
147
10.17 Creating incoming payment
10.17.1 Incoming payment amount existing customer
Invoice 1 Invoice 2
Invoice amount 1,713.64 3,570.08
Payment terms 0002 0002
Payment discount 2% 2%
Incoming payment amount 1699.37 3498.68
Incoming payment amount total 5,198.05
10.17.2 Creating incoming payment existing customer
The screenshot above shows the incoming payment of the existing customer, which is indicated through the
customer number at the top of the screenshot. The total amount that the customer has to pay is displayed. This
amount refers to the total quantity he has ordered as the first invoice of the first shipment has not been payed for
yet. Actually this incoming payment should refer to the first invoice as well but this only refers to the last invoive,
which was posted.
148
The screenshot above shows the document flow for the first order of the existing customer Luiten. It shows that the
customer ordered 8 items of the existing material and 5 plus an additional 5 items of the new material. The
accounting process is completed now, as the customer paid for the material now. The reason that the first
accounting document is not cleared is that the first invoice has not posted.
The screenshot above shows the final financial document. It shows that the customer has now paid for the trading
goods that he has received. The bank account is finally debited as the sale resulted in a revenu for the company
Pulles.
149
113100 Bank
881000 Payment discount
140000 Customer receivables
175000 Output tax

113100 Bank 3,498.68
881000 Payment discount 60.00
140000 Customer receivables 3,570.08
175000 Output tax 11.40
As indicated already in the table before, there are several changes in the financial statement of the company. These
changes refer to the bank account, the payment discount, the customer receivables and the output tax. As the
customer has now paid for the materials, the customer receivable is now credited.
10.17.3 Incoming payment amount new customer
Invoice 1 Invoice 2
Invoice amount 6.603,3 2921,6
Payment terms 0002 0002
Payment discount 132,07 58,43
Incoming payment amount 6471,22 2863,14
Incoming payment amount total 9334,36
150
10.17.4 Creating incoming payment new customer
The screenshot above shows both invoices that were posted for the new customer. The total amount that the
customer Gollum has to pay for the material he purchased is 9.334,- Euro. In the middle of the screenshot the two
invoices are displayed with the amounts and the posting date. As a next step the incoming payment for the new
customer was created.
The screenshot above shows the document flow referring to the order of the new customer, which is recognizable
through the order number 172 at the top of the screenshot. The accounting documents are cleared now, which
indicates that the payment has been posted. The total amount of the new material has been delivered to this
customer.
151
The screenshot shows that for the incoming payment all accounting document have now been cleared, which was
also indicated in the document flow bove. The total amount of the invoice respectively the incoming payment is
displayed.
The screenshot above shows the accounting document for the incoming payment from the new customer. It shows
the total amount of the first and the second invoice that the customer has received before.

113100 Bank 1 domestic 9277.10
881000 Payment discount 48.12
137 Gollum 9334.36
175000 Output Tax 9.14
152
The screenshot above shows the final balance sheet after the incoming payments of the both customer.
Actually the abnk account should be increased by the amount, which is still in the customers receivable
account. By reason that this has not been cleared the total amount from the existing customer has not yet
been paid by him.
All other accounts which have been affected through the incoming payment are also displayed and in
comparison to the former financial statement bear changes. The output tax and the customer discount
should also be different, as those two accounts would also be affected by the incoming payment of the
existing customer.
153
10.18 10.22 Summary of the postings
10.22.1Summary of the postings existing customer
The incoming payment in the end does not equal the total value amount, which was determined before. This results
in the fact that the first invoice has maybe not been posted, which can also be seen in the screenshot referring to
the creation of the incoming payment of the existing customer.
154
10.22.2Summary of the postings new customer
155

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SAP Purchasing/Sales

Student number: 2086095

Learning Arrangement: Enterprise Resource Planning ERP

Tutor: Arno Van Lumig

Institute: Fontys, University of Applied Science

Study course: International Business and

Study phase: Main Phase

Academic year: 2009/2010

Place and Date: Venlo, 11th December 2009

For a global time scedule see the course manual.

Additional distribution channel:

5.2 Material master data

In the following the additional data fields are explained:

Additional material type:

5.2.2 Material list

5.2.3 Master data existing material

5.2.3.2 Changing material master data existing material

5.2.3.3 Quality control master data existing material

5.2.4 Material master data new material

5.2.4.2 Creating master data new material

5.2.4.3.2 Creating quality control master data new material

5.3 Vendor master data

As additional information for purchasing the Salesperson datafield highlights a specific

5.3.2 Vendor list

5.3.3 Master data existing vendor

5.3.3.2 Changing vendor master data

Description of data fields:

Country: Identifies the geographic location of a vendor in code (e.g. NL)

5.3.4 Master data new vendor

Advantages and disadvantages of the creation of a new vendor:

Advantages of creating new vendor using a reference vendor:

Disadvantages of creating new vendor using a reference vendor:

5.3.4.2 Creating master data new vendor

5.4.3 Price element input tax: MWST

This table shows the data for the tax information.

5.5 Default settings

5.6.2 Posting on the bank account

5.6.3 Posting document

6.2 Basic purchasing process

6.3 Alternative purchasing process

Availability and stock quantity checking

Creating purchase requisition

Selecting potential vendors

Creating purchase order

Creating shipping notification

Recording inspection result

Creating usage decision

Creating outgoing payment

6.3.4 Description process Stepps

Documents created by SAP

Name process step Document name Document name Document name

Preceding SAP documents

Preceding process step Consecutive process step Document name,

Name process step External document Incoming/outgoing

7.2 Availability and stock quantity checking

7.2.2 Stock quantity

7.2.3 Material requirements

Material (number) Plant Potential vendor (Net price) Condition

Quotation Vendor Line item Material Plant Accepted

7.7.2 Calculation purchasing prices existing material

7.7.3 Source of supply assignment

Purchase requisition number 1000016

7.8.2 Releasing new material