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Solution

Unit: Purchasing A/P


Topic: Purchase Requests and Purchase Quotations
At the end of this exercise, you will be able to:
Create a purchase request
Generate a purchase order from a purchase request
Create purchase quotations
Compare purchase quotations
In this exercise, you will create a purchase request and generate a
purchase order from the purchase request report. You will create
purchase quotations, compare the results you get from vendors
and use this information to create a purchase order.

3-1 Purchase Requests


3-1-1

The sales team needs to requisition two laptops for a sales road show. As
the head of the sales team, you create a purchase request for the laptops.
Purchasing A/P

Purchase Request

Enter the following data in the purchase request.


Field Name or Data Type
Values
Required Date

A week from today

Item No.

Z00001

Required Qty

Send E-Mail if PO or GRPO is


added

Checked

Add the purchase request.


Purchase Request Number _________________________
3-1-2

Because the purchase request is over the limit of 250 and the purchase
request requires management approval, the document is saved by a draft.
The Authorization window opens so that you can approve the request.

Enter the following data in the Authorization window.


Field Name or Data Type
Values
Remarks

Sales Road Show

Choose OK to submit the authorization request.


Close the Purchase Request window.
3-1-3

Approve the request.


The Messages/Alerts Overview window appears with a Request for
Document Approval message in the Inbox tab.
In the Inbox tab, select the Request for Document Approval row.
Drill down into the Request for Approval document using the link arrow.
Enter the following data.
Field Name or Data Type
Values
Decision

Approved

Choose Update and then OK to close the window.


3-1-4

Convert the purchase request draft.


The Messages/Alerts Overview window appears with a Document
generation approved message.
In the Inbox tab, select the Document generation approved row.
Use the link arrow to open the draft purchase request.
Choose Add to convert the document from a draft and to save the
purchase request.
Then close the purchase request.

3-2

Now assume that you have the buyer role. Run the Purchase Request Report in
order to fulfill any purchase requests.
In the menu, choose Purchasing A/P Purchasing Reports
Purchase
Request Report
In the selection criteria window, enter the following information.
Field Name or Data Type

Values

Display Open Purchase


Requests Only

Checked

Choose OK to run the report.


3-2-1

Check to see the requested item is currently in stock.


Open the context menu by right-clicking the Item Code field, choose
Inventory Status. After checking the status, close the window.

3-2-2

Check to see if any alternative items are in stock.


Open the context menu by right-clicking, choose Alternative Items. After
checking if alternative items exist, close the window.

3-2-3

Once you have determined the need to purchase the item, create a
purchase order.
Ensure that only the checkbox for Z00001 is selected.
Ensure the vendor code V70000 is entered in the Vendor Code field.
Choose the button Create.
Select Purchase Orders in the dropdown box.
Choose Yes to confirm the message that the creation of purchase orders is
irreversible.
Close the report window.

3-2-4

What are a few ways that you can tell from the purchase request that a
purchase order has been created?
_________________________________________________
_________________________________________________
Reopen the purchase request document.
Choose Purchasing A/P Purchase Request.
Then choose the Last Data Record icon.
The status of the purchase request is now Closed.
The Target Document icon is no longer greyed out.
The option Target Document appears in the context menu.
You can view the related purchase order in the relationship map.

3-3

Creation of Purchase Quotations


3-3-1 You would like to automatically generate quotations for two items
A00001 and A00002 from three vendors: V10000, V1010, V20000.
Before you create the purchase quotations, you need to check if these
preferred vendors are entered in the system. If not, then you add the
vendors as preferred vendors for each item.
In the menu, choose Inventory
Item Master Data
Enter the item number A00001.
In the Item Master Data, choose the Purchasing Data tab
Find the Preferred Vendor field.
Choose the Browse button ( ) to the right of the Preferred Vendor
field.
Add the following information.
Field Name or Data Type
Values
BP Code

V10000

BP Code

V1010

BP Code
V20000
Repeat the same steps with item number A00002.

3-3-2 Use the Purchase Quotation Generation Wizard to generate quotations


for the two items.
Choose the menu path: Purchasing - A/P
Purchase Quotation
Generation Wizard
Create a new parameter set with the following information.
Field Name or Data Type

Values

Set Name

PQ1

Set Description

PQ1

Choose Next.
In the Base on Items window, enter the following values:
Field Name or Data Type

Values

Item No.

A00001

Item No.

A00002

Required Date for both

Next Monday

Valid Until for both

Next Monday

Choose Next.
Group this view by Item and enter the following quantities:
Field Name or Data Type

Values

Group

By Item

Required Quantity

A00001

Required Quantity

A00002

Choose Next and execute the wizard by selecting Save Parameter Set
and Execute then choose Next.
As soon as the purchase quotations are generated by the system, enter the
vendors responses for the corresponding quotations.
In the menu, choose: Purchasing - A/P
the last three quotations.

Purchase Quotation and open

V10000
Field Name or Data Type

Values

Quoted Date

Next Friday

Item

A00001

Quoted Qty.

Unit Price

200

Item

A00002

Quoted Qty.

Unit Price

120

V1010
Field Name or Data Type

Values

Quoted Date

Next Tuesday

Item

A00002

Quoted Qty.

Unit Price

95

V20000

3-4

Field Name or Data Type

Values

Quoted Date

Next Monday

Item

A00001

Quoted Qty.

Unit Price

205

Quotation Comparison
3-4-1 As soon as you have entered all data into the Purchase Quotations, have a
look at the entered data in the Purchasing Reports, Purchase Quotation
Comparison Report.
Choose Purchasing A/P
Comparison Report.

Purchasing Reports

Purchase Quotation

Enter the current Group No. of the documents you created into the
selection criteria. The system supports you by displaying the best data in
red.
To complete the process, create a purchase order for both items out of the
particular purchase quotations. For item A00001, create a purchase order
out of the purchase quotation for vendor V10000. For item A00002 create a
purchase order out of the purchase quotation for vendor V1010.

Then manually close the purchase quotations for vendors V20000 and
V30000 in the documents by right clicking in each document and selecting
Close.
3-4-2 You decide you wish to create a purchase quotation for another item.
Since you do not wish to compare vendors, you create the quotation
manually.
In the menu, choose: Purchasing A/P
Purchase Quotation
Field Name or Data Type

Values

Vendor

V20000

Required Date

Tuesday next week

Item No.

A00003

Required Qty.

Unit Price

155

Add this document and confirm the question regarding the document
total with Yes.
After you received the vendors responses, enter them in the purchase
quotation you just created.
Field Name or Data Type

Values

Quoted Date

Monday next week

Quoted Qty.

Generate a purchase order out of this document. The purchase quotation


will be closed automatically after generating the purchase order.