Purchasing

© 2008 by SAP AG. All rights reserved. 1

 Integration
Procurement Process
(Procure-to-Pay)

Purchase
Purchase
Requisition
Order

Notify
Vendor

Payment
to Vendor
Vendor
Shipment
Invoice
Receipt
Goods
Receipt

January 2008 © SAP AG - University Alliances and The Rushmore Group, LLC 2008. All
2 rights
 Purchasing Process

w Create Purchase Requisition

n Where analysis/vendor selection occurs

w Create Purchase Order from Requisition

n Requisition items can be used to generate

multiple purchase orders

w Create Goods Receipt
w Create Invoice Receipt
w Post Outgoing Payment
w
w Unfortunately, there is no purchasing “document flow”

© 2008 by SAP AG. All rights reserved. 3

 Procurement Process

Interna Purchase
l Purchase
Requisitio
Deman Order
n
d

Vendor
Goods
Receipt

Invoice
Receipt
Pay
uC

Invoice
© 2008 by SAP AG. All rights reserved. 4
 Procurement Process
(Procure-to-Pay)

Purchase
Requisition Purchase
Order

3- Notify
Way Vendor
Mat
ch
Payment
to Vendor
Vendor
Shipment
Invoice
Receipt
Goods
Receipt

January 2008 © SAP AG - University Alliances and The Rushmore Group, LLC 2008. All
5 rights
 Vendor Master Data
w Master records must be created for every vendor
n Contains centralized data for both MM and FI,

can be created in MM and FI modules, or

centrally
w Vendor Master Data is pulled from database when
creating Purchase Orders Payment
w Vendor Master Data Terms

Accounting Purchasing
Master Master
Records Records
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 Vendor Master Data
w General Data:
n Client-level data: Applies to all company codes

and purchasing organizations

n Name, address, phone numbers, language

w Company code data

n Accounting data: Currency used, payment

terms, reconciliation account (a vendor is a

creditor of the enterprise)
w Purchasing data
n Data important for purchasing (contact persons,

delivery terms)
n Maintained at purchasing organization level

w © 2008 by SAP AG. All rights reserved. 7

 Partner Roles
w In the procurement process, there may be different
business partners for different roles in the
transaction. These partner roles are defined in
vendor master data Invoice
Ordering
Address Presented
By

Vendor

Goods Payment
Supplier Received
By
© 2008 by SAP AG. All rights reserved. 8
 Material Master Data

w An advantage of the SAP system is that it maintains one set of

data in real time. Material data is used by many functional
areas. In the SAP system, there is one set of related data for
each material. With non-integrated systems, each system may
contain material data, and this data is not always consistent.
In the SAP system, the data is consistently correct or incorrect.
w Material Master data is organized by Views. Depending on the
type of material, only certain views need to be used. As the
system is configured, additional views can be added as
necessary.
w Many Material Master views are plant-specific

© 2008 by SAP AG. All rights reserved. 9

 Material Master Views
w Basic Data 1 •General Plant Data/Storage 1
w Basic Data 2 •General Plant Data/Storage 2
w Classification •Warehouse Management 1
w Sales: Sales Org Data 1 •Warehouse Management 2
w Sales: Sales Org Data 2 •Quality Management
w Sales: General/Plant Data •Accounting 1
w Foreign Trade: Export Data
•Accounting 2
w Sales Text
w Purchasing •Costing 1
w MRP 1 •Costing 2
w MRP 2
w MRP 3 Basic Data, Classification are
w MRP 4
w Forecasting
not plant-specific
w Work Scheduling Other views are plant-specific

© 2008 by SAP AG. All rights reserved. 10

 Material Master Views

Basic NRG-A Bars

Data Base unit: CS
Gross wt: 72 lb.
View
Non-plant specific
Plant specific

Plant 1000 Plant 2000

NRG-A Bars MRP NRG-A Bars
Lead Time: 2 days Views Lead Time: 3 days
Std. Price: 216.80 Std. Price: 223.20

© 2008 by SAP AG. All rights reserved. 11

 Purchasing Info Record

w Provides continuously updated information about the

relationship of a specific material with a specific
vendor
w Provides default information for purchase orders

Material Vendor
Purchasi
ng
Info
© 2008 by Record
SAP AG. All rights reserved. 12
 Purchasing Info Record

w Contains:
n Current price and delivery costs for purchasing

organization or plant
n Number of last purchase order

n Purchase order price history

n Tolerance limits for over/under deliveries

n Planned delivery time for material

n Vendor evaluation data

© 2008 by SAP AG. All rights reserved. 13

 Purchasing Info Record
w Purchasing info records can be created directly, as we
will do in this class, or can be created automatically
when a purchasing document (e.g. purchase order)
is created or changed.
w The Purchasing Info Record can be created
automatically from a purchase order if the Info
Update indicator is set.
w Conditions is SAP’s term for pricing, which can
include discounts, freight costs, surcharges, etc.

© 2008 by SAP AG. All rights reserved. 14