The Procurement Process and SAP
V4.6D
Step 1: Creating a Vendor Master Record
Create a vendor master in the system using the following information. We will not be
filling in all screens but this exercise will take you through each screen so that you can
review the data fields that are supported.
MENU PATH
Logistics>Materials management> Purchasing> Master data> Vendor> Central>
Create
Create Vendor Initial ScreenEnter
Field Name Input Data
Vendor 15XXX Create this number as instructed in class
Company code 3000
Purch organization 3000
Account group 0001
Reference
Vendor 1500
Company Code 3000
Select the enter icon to continue
Select the enter icon to continue
Field Name Input Data
Name Your Name Supply Company
Search term FIN361
Street 500 Paoli Pike
City West Chester
Postal code 19156
Country US
Region PA
Language E
Select Enter Icon to continue.
Create Vendor: Control
Select Enter Icon to continue
Create Vendor: Payment Transactions
Select Enter Icon to continue
Create Vendor: Accounting Information
Field Name Input Data
Reconcil account 160000
Cash Management Group A1
Select Enter Icon to continue
Create Vendor: Payment Transactions
Field Name Input Data
Payment terms ZB00
Payment Methods CT
Individual Payment checked
House Bank 3000
Select enter icon to continue
Create Vendor: Correspondence Accounting
Select Enter Icon to continue
Create Vendor: Purchasing data
Field Name Input Data
Order currency USD
Payment terms ZB01
Salesperson Mr. Taylor
Telephone 214 555-5555
Select enter icon to continue
Create Vendor: Partner functions
Select enter icon to continue
The system displays the message "Last screen reached.."
Save the vendor by selecting the YES button.
STEP 2 BUSINESS PROCESS FOR PROCUREMENT
The following is the unit scenario:
Motor Sports International's (MSI) basic procurement process for stock materials
includes creating a purchase order, receiving the material, processing the vendor's
invoice, and paying the vendor. All of MSI' S plants use this basic business process to
procure stock material for issue in the production of motorcycles.
An MSI buyer creates a purchase order for a stock material. After the material has been
received from the vendor, MSI always verifies the quantity received against the quantity
on the purchase order. Once MSI receives the invoice from the vendor, MSI's accounts
payable coordinator records the invoice, checks it against the purchase order and goods
receipt, and prepares payment to the vendor.
The payment is then generated to the vendor according to the payment terms.
Create a purchase order. Record the system generated document number for the
transaction.
MENU PATH
Logistics>Material management>Purchasing>Purchase order>Create>Vendor/
supplying plant known
Create Purchase Order Organizational Data Tab
Field Name Input Data
Vendor Use the Vendor Number you created above
Purchasing organization 3000
Purchasing group 001
Material P-103
PO Quantity 1
Net Price 800
Currency usd
Delivery date Todays's date
Plant 3000
Storage location 0001
Select the enter icon to continue to the next screen
You may get warnings about procurement and VAT numbers
Select the enter icon to continue to the next screen
Select the save icon to complete this transaction.
Write down the purchase order number you will need it below.
Receipt of Ordered Goods
The goods are now at the dock and ready to be received in inventory. Post the goods
receipt against the purchase order.
MENU PATH
Logistics>Materials management>Inventory management>Goods
movement>Goods receipt>For purchase order>PO number known
Goods Receipt for Purchase order:
Qty Tab
Field Name Input Data
Purchase order Enter the purchase order from the creation step above
Select the Execute icon to continue
Qty Tab
Field Name Input Data
Quantity in Delievery Note 1
Item OK checked
Select the SAVE Icon to complete this transaction
Record the goods issue document number below:
_________________________________
View the stock level and check the recorded the results below.
MENU PATH
Logistics>Materials management>Inventory management>Material
document>Display
Enter the following data:
Field Name Input Data
Material document Results from previous step
Material document year Current year
Select enter icon to continue
Select Accounting docs button
Double click on the accounting document number
Complete the table below:
Field Name Amount
Debit amount to inventory account
Credit amount to goods receipt/invoice clearing account
Accounting department receives vendor invoice
The accounting department receives the invoice from the vendor. Enter the invoice into
the system.
MENU PATH
Logistics>Materials management>Invoice verification>Invoice verification>Enter
Invoice
Enter the following data
Enter Invoice Initial Screen
Field Name Input Data
Document date Today's date
Purchase order Purchase number from previous transaction
Select enter icon to continue
Enter Invoice: Vendor Items
Field
Input data
Name
The amount that would c over the purchase order you completed above. This
Amount
would be the amount that the Vendor Bills you. 800
Select enter icon to continue to the next screen
Select the Simulate button to continue to the next screen
There may be a warning about the bill arriving before the expected arrival date. [We
hurried up this process]
NOTE the debits and credits should be equal
Select the save icon to complete this transaction. Record the document number in the
space provided below.
___________________________
Display the purchase order history to review the accounting document generated in the
previous exercise. Which accounts are updated?
If you received an Invoice Blocking Warning then
MENU PATH
Logistics> Materials management> Invoice verification> further processing> release
invoice
Field Name Input Value
Company Code 3000
Fiscal Year 2000
Vendor Your Vendor Number used above
All Blocking Reasons checked
Select enter icon to continue to the next screen
Click on the reason with the X
MENU PATH
Invoice item> Cancel blocking reason
PAYING THE BILL FROM THE VENDOR
MENU PATH
Accounting> Financial accounting> Accounts payable> Document entry> Outgoing
payment> Post
Field Name Input Data
Document
Todays date
date
Bank data
113100
Account
Business
3000
area
the amount of the invoice you
entered above MINUS THE
Amount
DISCOUNT ACCORDING TO
THE TERMS FOR ZB01
Vendor Your Vendor number
Select Process Open items button
The next screen works the same as Accounts Receivable processing. If the difference is
zero you can save to complete the transaction
Select the Save Icon
Create a purchase order list display for your purchasing group by creating a
variant
MENU PATH
Logistics>Materials management>Purchasing>Purchase order>List displays>By
vendor
Purchasing Documents for Vendor
Field Name Input Data
Purchasing organization 3000
Vendor Your Vendor Number
Scope of list BEST
Plant 3000
Note you can change the selection parameters field to report on open invoices, open
goods receipt, goods receipt exists, etc.
Select the execute icon
RESULTS
The system displays the purchase order list.
What is the number of P-103 delivered? _____________________________
Standard Reporting
Review the inventory transaction history for the material listed below.
MENU PATH
Logistics>Materials management>Inventory management>Environment>List
displays>Mat. doc. for material
Field Name Input Data
Material P-103
Plant 3000
Select the Execute icon
RESULTS
The system displays all inventory transactions for the material.
