MM Transactions 1

Unit 12 Materials Management (MM)
- Transactions -
Business Process Integration

MM
January 2008
SAP AG - University Alliances and The Rushmore Group, LLC 2008. All rights reserved.
Transaction Data
Includes internal and external exchanges that describe business activities Unlike master data, aggregate transactional data is dynamic each transaction is unique
January 2008
Materials Management (MM)
SD MM
Materials PP Mgmt. Production Planning Sales and Distribution
FI
Financial Accounting
CO
Controlling
SM
Service Mgmt.
R/3
Client / Server Integrated Business Solution
HR
Human Resources
AM
Fixed Assets Mgmt. EC Enterprise Controlling
QM
Quality Mgmt.
PS WF
Workflow
PM
Project System
Plant Maintenance
IS
Industry Solutions
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Procurement Process
(Procure-to-Pay)
Purchase Requisition
Purchase Order
3-Way Match Payment to Vendor Invoice Receipt
Notify Vendor
Vendor Shipment Goods Receipt

5
January 2008
Basic Procurement Process

Requirements Determination - Purchase Requisition Vendor Selection Order Processing - Purchase Order Order Tracking Goods Receipt and Inventory Management Invoice Verification Payment
January 2008 SAP AG - University Alliances and The Rushmore Group, LLC 2008. All rights reserved. 6
Purchase Requisitions
Internal document Requesting a certain quantity of material or service on a certain date Can be created:
Manually Automatically (Materials Requirements Planning (MRP), sales orders, etc.)
Release approval procedures are optional

Purchase Requisitions Sources

Manually created by user department
Office supplies Projects Prototype materials
Automatically created by
Planning (Material Requirements Planning (MRP), Master Production Schedule (MPS)) Plant Maintenance Production Orders Sales Orders
Purchase Requisitions Processing

Create purchase requisition (manually or automatically) Determine source of supply Release procedure (optional) Assign vendor and process
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Purchase Requisitions Creating

Default data for line items
Delivery dates, plants, purchasing groups, etc.
Maintain line item data

Materials, quantities, delivery dates, etc.
Maintain account assignment (if required)

Cost center, General Ledger accounts, project number, etc.
Check data Save

Purchase Orders
Purchase Orders are:
A formal request to a vendor to provide materials or services An internal planning and tracking tool
Purchase Orders identify:

Vendor Material and/or service Quantity and price Delivery dates Terms of payment
Purchase Order Structure Header

Header - information specific to the entire purchase order
Vendor Currency Payment terms
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Purchase Order Structure Line Items

Line item details
Account assignment Delivery schedule Materials or services quantity Price Description Item category
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Purchase Order
Request for Quotations Purchase Order Order Acknowledgment
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Purchase Order Output Format

Printed and mailed E-mail Electronic Data Interchange (EDI) Faxed (hardcopy or electronic) eXtensible Markup Language (XML)
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Goods Receipt
Goods receipt with reference to a purchase order
Copy data from purchase order Delivery notification Invoice verification Updates purchase order history Inventory update Automatic update of General Ledger (G/L) accounts
Goods Receipt (continued)

You can search for the purchase order number with
Material number, vendor number, etc.
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Goods Receipt Destinations

Stock - given a storage location, can be posted to three different stock statuses
Unrestricted-use Quality inspection Blocked stock (valuated)
Consumption - can be assigned a recipient or unloading point Goods receipt for blocked stock - updates inventory, but material is not valuated (conditional acceptance)
Goods Receipt Movement Types

Movement types - stock transactions
Goods receipt Goods issue Stock transfer
Movement type determines which

Quantity fields are updated Stock types are updated General Ledger (G/L) stock or consumption accounts are updated Fields are displayed during document entry
Goods Receipt Movement Types (continued)

101 - goods receipt for purchase order into warehouse/stores 102 - reversal of goods receipt for purchase order into warehouse/stores 122 - return delivery to vendor 501 - receipt w/o purchase order into unrestricted-use stock
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Goods Receipt Account Postings

Inventory account is debited at standard price Goods Receipt/Inventory Receipt (GR/IR) clearing account is credited at purchase order price Price difference account is debited (credited) with difference between standard price and purchase order price
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Goods Receipt Effects

Purchase Order (PO) history and Purchase Order (PO) updated Material Master - stock and value updated Notification of goods receipt issued (optional) Transfer request to Warehouse Management system (if active)
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Goods Receipt Effects (continued)

Material and financial documents created and/or updated Stock and consumption accounts updated Inspection notification in Quality Management (QM) - if active
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Invoice Verification
Matches the vendor s invoice to the purchase order and the goods receipt (3rd part of 3way match) Matches price and quantity Updates the purchase order and its history Updates accounting information
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Invoice Payment
Selects invoices for payment based on the payment terms in the vendor master or purchase order Generates payment for released invoices Updates accounting information
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3-Way Match for Payment

Purchase Order Payment Program Invoice Receipt Verification
Debit Credit
Goods Receipt
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Accounts Payable Settlement Process

Determines:
Open items to be paid When they will be paid Bank from which payment will be made Payment medium Who will get paid
Payment process creates a financial accounting document to record the transaction

Goods Receipt / Invoice Receipt Reconciliation Account

Purchase requisition Purchase order Goods receipt No impact on Financial Accounting (FI) Materials Management (MM) and Financial Accounting (FI) via automatic account assignment Inventory Dr Cr $100 GR / IR Dr Cr $100
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Goods Receipt / Invoice Receipt Reconciliation Account
Invoice receipt
Amount owed is assigned and transferred to vendor account payable
GR / IR Dr Cr $100
Vendor A/P Dr Cr $100
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Vendor Payment
Amount owed is paid to vendor and account payable is reduced
Bank
Bank Dr Cr $100
Vendor A/P Dr Cr $100
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(FI MM) Integration Points
Goods Receipt
Inventory
Dr Cr
Invoice Receipt
GR / IR
Dr Cr Dr
Payment Program
AP (Vendor)
Cr Dr
Bank
Cr
$100
$100
$100
$100
$100
$100
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Automatic Account Assignment

Debit posting $100 BSX - inventory posting to trading goods inventory account 201XXX Credit posting $100 WRX goods receipt posting to GR/IR account 310XXX
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Unit 12 Exercises
100. 101. 102. 103. 104. 105. 106. Create Purchase Order for Slick Pens Create Purchase Order for Premier Pens Create Purchase Order for Promotions, Ltd. Create Goods Receipts for Purchase Orders Create Invoice Receipts from Vendors Post Payment to Vendors Display Vendor Line Items
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MM Transactions 1

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Unit 12 Materials Management (MM)

Business Process Integration

Materials Management (MM)

3-Way Match Payment to Vendor Invoice Receipt

Vendor Shipment Goods Receipt

Basic Procurement Process

Release approval procedures are optional

Purchase Requisitions Sources

Purchase Requisitions Processing

Purchase Requisitions Creating

Maintain line item data

Maintain account assignment (if required)

Check data Save

Purchase Orders identify:

Purchase Order Structure Header

Purchase Order Structure Line Items

Purchase Order Output Format

Goods Receipt (continued)

Goods Receipt Destinations

Goods Receipt Movement Types

Movement type determines which

Goods Receipt Movement Types (continued)

Goods Receipt Account Postings

Goods Receipt Effects

Goods Receipt Effects (continued)

3-Way Match for Payment

Accounts Payable Settlement Process

Payment process creates a financial accounting document to record the transaction

Goods Receipt / Invoice Receipt Reconciliation Account

Goods Receipt / Invoice Receipt Reconciliation Account

Amount owed is assigned and transferred to vendor account payable

Vendor A/P Dr Cr $100

Vendor A/P Dr Cr $100

(FI MM) Integration Points

Automatic Account Assignment

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