Business Process Blueprint

Contents
MM.00 Material Management Overview ................................................................................................... 4
MM.01 Enterprise Structure ....................................................................................................................... 6
MM.02.01 Material Master Creation .......................................................................................................... 7
MM.02.02 Material Master Change............................................................................................................ 8
MM.02.03 Material Master Deletion .......................................................................................................... 9
MM.03.01 MRP Generated Procurement ................................................................................................. 10
MM.03.02.01 Purchase Requisition – Inventoriable Material .................................................................. 11
MM.03.02.02 Purchase Requisition – Non Capitalizable, Non Inventoriable Materials or Services ........ 12
MM.03.02.03 Purchase Requisition - Capitalizable .................................................................................. 13
MM.04.01 Vendor Canvassing .................................................................................................................. 14
MM.04.02 Vendor Accreditation .............................................................................................................. 15
MM.04.03 Vendor Master Maintenance for Purchasing Data ................................................................. 16
MM.04.04 Vendor Evaluation ................................................................................................................... 17
MM.05 Purchasing Info Records Maintenance ......................................................................................... 18
MM.06 Purchase Order Creation .............................................................................................................. 19
MM.07.01 Goods Receipt of Construction Related Services .................................................................... 21
MM.07.02 Goods Receipt of Materials and Services ................................................................................ 23
MM.08.01 Transfer Posting from Warehouse to Other Storage Location ............................................... 24
MM.08.02 Goods Issue of Snackbar, Pay Toilet, Cinema Tickets and Vendo Supplies ............................. 25
MM.08.03 Goods Issue of Tenant Supplies .............................................................................................. 26
MM.08.04 Return Delivery to Vendor (Inventoriable).............................................................................. 27
MM.08.05 Return Delivery to Vendor (Non Inventoriable/Asset)............................................................ 28
MM.08.06 Vendor Delivery of Returned Materials (Inventoriable) ......................................................... 30
MM.08.07 Vendor Delivery of Returned Materials (Non Inventoriable/Asset) ....................................... 31
MM.08.08 Stock Transfer (Mall to Mall) ................................................................................................... 32
MM.08.09 Item Disposal (Inventoriable) .................................................................................................. 34
MM.08.10 Item Disposal (Non Inventoriable/Confiscated/Asset) ........................................................... 35
MM.08.11 Scrap Bidding Procedure ......................................................................................................... 36
MM.08.12 Physical Inventory ................................................................................................................... 37
MM.09 MM Reports.................................................................................................................................. 38

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 Business Process Blueprint

MM.10 Set Up of New Mall Procurement Enterprise Structure ............................................................... 39

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 Business Process Blueprint

DOCUMENT CONTROL

A. Signatories

Name Role Company Signature Date

Prepared by Alfred Jairuz MM Consultant Kaisa Consulting

Cabigan Company, Inc.

Emelyn S. Marbella Process Champion Pacific Mall

Corporation

Reviewed by Robert Baizas Project Manager Kaisa Consulting

Company, Inc.

Approved by Bong Guinto Project Manager Taft Properties

Ma. Roceo Rito Finance Manager Pacific Mall

Corporation

Juan Jose Sibal General Manager Pacific Mall

Corporation

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 Business Process Blueprint

MM.00 Material Management Overview

MM.00 Material Management Oveview (page 1 of 2)

Objective : To illustrate a comprehensive overview of all business transactions related to Material Management
Finance Dept.

Maintain Vendor
Master Data
FI.AP.03.01

Purchase
Item Management Vendor Management Purchase Order
Requisition

Vendor Master Purchasing Info

Purchasing Dept.

Material Master MRP Generated

Vendor Maintenance for Records
Start Creation Procurement
Canvassing Purchasing Data Maintenance
MM.02.01 MM.03.01
MM.04.01 MM.04.03 MM.05.01

Purchase
Material Master Material Master Requisition- Vendor Purchase Order
Vendor Evaluation A
Change Deletion Inventoriable Accreditation 1 Creation
MM.04.04
MM.02.02 MM.02.03 Material MM.04.02 MM.06.01
MM.03.02.01

Purchase
Requisition- Non-
Capitalizable Non-
Inventoriable
Requesting Dept.

Materials or
Services
MM.03.02.02

Purchase
Requisition-
Capitalizable
MM.03.02.03

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 Business Process Blueprint

MM.00 Material Management Overview (page 2 of 2)

Objective : To illustrate a comprehensive overview of all business transactions related to Material Management

Goods Receipt Inventory Management Reports New Mall

Transfer Posting Goods Issue of Set Up of New Mall

Goods Receipt of Goods Receipt of
from Warehouse to Snackbar, Pay Item Disposal Scrap Bidding Procurement
A Construction Materials and MM Reports
Other Storage Toilet, Cinema, (Inventoriable) Procedure Enterprise
Related Services Services MM.09
Location Vendo Supplies MM.08.09 MM.08.11 Structure
MM.07.01 MM.07.02
MM.08.01 MM.08.02 MM.10
Purchasing Dept.

Item Disposal
Goods Issue of
(Non-Inventoriable/
Tenant Supplies
Confiscated/Asset)
MM.08.03
MM.08.10

Return Delivery to Vendor Delivery of Stock Transfer of

Vendor Returned Materials Inventoriable
(Inventoriable) (Inventoriable) Materials
MM.08.04 MM.08.06 (Mall to Mall)
MM.08.08

Return Delivery to Vendor Delivery of

Vendor (Non- Returned Materials
Physical Inventory
Inventoriable/ (Non-Inventoriable/
MM.08.12
Asset) Asset)
MM.08.05 MM.08.07

Invoicing
Finance Dept.

Invoice Verification
and Three Way
Matching
FI.AP.03.02.02

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MM.01 Enterprise Structure

MM.01 Enterprise Structure
Company
Code

PMC
Pacific Mall
Corporation

LE01
Plant

MA01 LU01
Mandaue Lucena Legaspi
Storage Location

MAW1 MAW2 LUW1 LUV1 LUW2 LEW1 LEV1 LEW2 LEC1 LES1 LEP1
Warehouse Warehouse Warehouse Vendo Vendor Storage Warehouse Vendo Vendor Storage Cinema Snackbar Pay Toilet
Organization
Purchasing

PM01
Pacific Mall Purchasing
Purchasing
Group

P01 P02 P03 P04 P05 P06

Inventoriable- Inventoriable- Inventoriable- Inventoriable- Inventoriable – Non-
Vendo Snackbar Cinema Pay Toilet Tenant Supplies Inventoriable

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MM.02.01 Material Master Creation

MM.02.01 Material Master Creation
Trigger : Request for a new inventoriable/non-inventoriable material
Output : New material master

Objective : To create a material master record that will store all material related information

A new material is
Event

identied by a particular 1
department
Department

Verify with Data that should be indicated

Purchasing *Should be printed in 2
in the form:
Staff

Assistant if Fill-out copies- the original will be

NO 1. Plant kept by Purchasing and
material Request Form 2.Storage Location
requested already *Request the duplicate will be kept
3. Material Description by the Requesting Dept.
exists Form 4. Base Unit of Measure Staff
Purchasing Department
Head

Check
Completeness Approved? NO 1
of Data

YES
Head

Check
Completeness Approved? NO 1
of Data

Views to create: YES Request

- Basic View (Material Form Inform
Purchasing Assitant

Verify if the requested Description, BUoM, Department

Material Create Material
material is already Material Group) Inventoriable? NO staff regarding End Process
existing? Master Record
existing - Purchasing View created
(Purchasing Group, MM01 Material material
MM03/MM60 Number
YES Order Unit)
- MRP Views (MRP YES
Type, MRP Controller,
Inform Requestor
Lot Size, Reorder Point, Forward `
that material
Minimum Order Request Form
already exists and 2 2
Quantity, Scheduling to Accounting
give the Material
Margin Key) Dept.
Code
- General Plant Data/
Storage View
Accounting

Fields to supply: Request

Form Create Material Master
- Valuation Class
Staff

Record for Accounting/

- Price Control
Costing Views
- Price Unit
- Standard Price MM01
- Profit Center

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MM.02.02 Material Master Change

MM.02.02 Material Master Change
Trigger : Request for update of an existing inventoriable/non-inventoriable material
Output : Updated material master record

Objective : To update an existing material master record

Event

An Inventoriable or Non-
Inventoriable Material is
identified for change

Request should be signed by

Requesting Department Staff

the Requesting Dept. Head

as recommendation

Accomplish
1
Form Views to be changed:
Accomplished - Basic View (BUoM, Material Group,
Form Weight)
- Purchasing View (Purchasing Group,
- For Inventoriable materials Order Unit)
requestor should be purchasing - MRP Views (MRP Type, Reorder Point,
assistant Minimum Order Quantity) MRP Controller)
- Departments other than purchasing - General Plant Data/Storage View (Shelf
can request change of non- Life)
inventoriable materials only
- if there are changes with cost
implications, it should undergo
creation process

Accomplished
Purchasing

Form
Head

Check
Completeness Approved? NO 1
of data

YES
Accomplished
Purchasing

Form
Assistant

Inform
Change Material
Requestor that
Data in the Material End Process
request has
Master
been done
MM02

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MM.02.03 Material Master Deletion

MM.02.03 Material Master Deletion
Trigger : Request to delete inventoriable/non-inventoriable material
Output : A material master record is flagged for deletion

Objective : To delete an existing material

Event

Material identified for

deletion
Department

Accomplish
NO
Staff

Form
Deletion
Form
Department

Forward
Receive and
Head

Deletion
Review
Approved? YES Form to 1
Deletion
Purchasing
Form
Asst.

Deletion
Form
Check Open Purchasing Material with Open Inventoriable/Non- Flag Material for
NO Non-Inventoriable 3 4
Document Transaction (PR/PO)? Inventoriable? Deletion
Purchasing Assistant

ME2M MM06
This process will zero out
material inventory for
YES Inventoriable deletion
Inform
Inform Requestor that
Physical Item Disposal
Requestor for material has
1 Inventory Stocks Existing? YES (Inventoriable) 3
Cancellation of been deleted/
MM.08.12 MM.08.09
Request request is
disapproved

Perform the
process to
2 correct inventory 4 End Process
in the system vs NO
actual

YES
Purchasing

Deletion
Inform
Head

Form
Receive
Purchasing
and review
3 Approved? NO Asst. regarding
deletion 2
the disapproval Deletion
form
of request Form

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MM.03.01 MRP Generated Procurement

MM.03.01 MRP Generated Procurement
Trigger : An inventoriable material stock level had reached a quantity below the reorder point
Output : A Purchase Requisition is automatically created and to be endorsed to Purchase Order conversion once a vendor is identified

Objective : To automatically create Purchase Requisition for inventoriable materials

Event

An inventoriable material
stock level reached an
amount below reorder point

-Automatic process
-Frequency: Weekly
Purchase Requisitions
Generated 4 Print Purchase Order
Purchasing Assistant

3
MD01 (Batch Job) Purchase
ME9F Order Form

Check and Display Material Master Cancel Purchase Downpayment to

Change Material Requisition Downpayment
MRP Generated Convert PR to PO NO YES Change YES Vendors
to non-MRP? needed?
Purchase Requisitions MM.02.02 FI.AP.03.03
ME52N
ME5A ME21N
NO

NO
End Process
Finance Head

Receive E-
Release Purchase Is the amount of
mail for PO Approved? YES YES 1
Order PO below 5k?
Release

ME29N/ME28
NO 2
Mall Manager

Receive E-
Release Purchase
1 mail for PO Approved? YES 4
Order
Release

ME29N/ME28
NO 3
Manager

Receive E-
General

Release Purchase
2 mail for PO Approved? YES 4
Order
Release

ME29N/ME28
NO 3

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MM.03.02.01 Purchase Requisition – Inventoriable Material

MM.03.02.01 Purchase Requisition – Inventoriable Material
Trigger : Urgent need to purchase inventoriable materials
Output : Created and approved Purchase Requisition

Objective : To manually create Purchase Requisition for Inventoriable Materials

Event

A request for a specific

material is identified

If a change is introduced,
Release strategy will reset
Purchasing Assistant

Create Purchase Change Purchase Change or Cancel Purchase

CHANGE CANCEL
Requisition Requisition Cancel? Requisition

ME51N ME52N ME52N

Fields subject to change:

-Material End Process
-Quantity NO
-Delivery Date
Finance Head

Receive E- Purchase Order

Release Purchase
mail for PR Approved? YES Creation
Requisiton
Release MM.06
For Inventoriable
ME54N/ME55 Materials, vendor is
already identified, no
canvassing needed

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MM.03.02.02 Purchase Requisition – Non Capitalizable, Non Inventoriable Materials or Services

MM.03.02.02 Purchase Requisition- Non Capitalizable, Non-Inventoriable Materials or Services
Trigger : A non-capitalizable and non-inventoriable material or service needs to be purchased
Output : Created and Approved Purchase requisition

Objective : To create Purchase Requisition for Non-capitalizable, Non-Inventoriable materials or services

A request for a non-

Event

capitalizable non-
inventoriable material is
identified

Internal Order Inform

for Budget Cancel Purchase
CANCEL 2
Department Staff

Within Budget? NO Requisition Purchasing

Supplement Assistant of
CO.01.07.02 approved PRs
ME52N
YES

Create Purchase Change or Change Purchase

Requisition 3 CHANGE 1 4
Cancel? Requisition

ME51N ME52N
YES
Department

Receive E- Release Purchase

Head

1 mail for PR Requisition (electronic Approved? NO 3

Release approval)

ME54N/ME55
YES
Finance Head

Receive E- Release Purchase

mail for PR Requisition (electronic Approved?
Release approval)

ME54N/ME55 3
NO
Purchasing Assistant

Vendor
Check Approved Is there an identified
4 NO Canvassing 2
Purchase Requisitions Vendor/Supplier?
MM.04.01
ME5A

Purchase Order
YES Creation End Process
MM.06

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MM.03.02.03 Purchase Requisition - Capitalizable

MM.03.02.03 Purchase Requisition- Capitalizable
Trigger : A capitalizable Asset needs to be purchased
Output : Created and Approved Purchase Requisition

Objective : To create Purchase Requisition for Capitalizable Asset

Event

An Asset needs to be An Approval Form should be prepared by the requesting

purchased dept. and should be approved by authorized signatories
based on the approval matrix.

Internal Order Change Purchase

1 1
Within Budget? Yes Budget Releasing Requsition
Department Staff

CO.01.07.01
ME52N

No
CHANGE

Requisitioner
Internal Order for
requests for Maintain Asset Change or Cancel Purchase
Budget Create Purchase CANCEL
creation of Master Data Cancel? Requsition
Supplement Requisition
asset master FI.AA.04.01
CO.01.07.02
data ME51N ME52N
Department

Receive E- Release Purchase

Head

1 mail for PR Requisition (electronic Approved?

Release approval) NO

ME54N/ME55 NO
YES
Finance Head

Receive E- Release Purchase

mail for PR Requisition (electronic Approved? YES 2
Release approval)

ME54N/ME55
Purchasing Assistant

Vendor
Is there an identified
2 NO Canvassing
Vendor/Supplier?
MM.04.01

Purchase Order
YES Creation End Process
MM.06

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MM.04.01 Vendor Canvassing

MM.04.01 Vendor Canvassing
Trigger : Approved Purchase Requisition subject to Vendor Canvassing
Output : Recommended Vendor based on comparison of all quotations received from vendors

Objective : To select the most qualified Vendor that can supply the materials/services
Event

An approved Purchase
Requisition Item is subject
to Vendor Canvassing

Minimum of 3 Vendor
1 Comparison 2
Vendors are Report
required for Approved
canvassing Recommendation
Create a Request for
For accredited Receive
Quotation Recommend
Vendor, use Vendor Approved
Vendor Recommendation
master data
Purchasing Assistant

ME41 Recommendation
For Non-accredited
Vendor use one time
Vendor for initial
Print RFQ and send to RFQ Compare Prices for
prospect Vendors each Quotation Update Info
New Vendor? NO
Vendor Records?
ME9A Quotation Form Comparison
ME49
Report

YES
Quotation
Purchasing Info
Send RFQ to Maintain Price for each Vendor
Records
Prospect RFQ created Accreditation End Process
Maintenance
Vendors MM.04.02
MM.05
ME47

Quotation Form
Accomplish
Vendor

and Submit
RFQ to
Purchasing
Assistant Quotation
Finance Head

Recommendation Vendor
Comparison
Report Send
Recommendation Recommend Documents to
1 NO 2
Approved? Other Vendor Purchasing
Assistant Approved
Recommendation
YES

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MM.04.02 Vendor Accreditation

MM.04.02 Vendor Accreditation
Trigger : New Vendor was chosen from vendor canvassing process
Output : Accredited and endorsed vendor

Objective : To evaluate vendor’s financial stability and credibility

Event

New Vendor was chosen

from vendor canvassing
process

Approved
Company Profile, Copy Cert. of
of Business Permit, 1. Certificate of
Accreditation Registration
Submit Copy of ITR Submit 2. Proof of Business
Vendor

required Required Address

documents Documents
1st set of 3. Latest Utility Bill
Required Docs 2nd Set 4. Audited Financial
ofRequired Statement
Documents 5. Company Profile

2nd Set of
Purchasing Assitant

1st set of
1st set of Required
Required Docs
Required Documents
Give list of Approved
Docs Forward Copy
required Cert. of Receive &
Prepare of Certificate
documents that Accreditation Endorse
Certificate of of
Vendor needs Documents for
Accreditation Accreditation
to submit Certificate of Encoding to
Should be prepared in 3
Accreditation to Vendor Vendor Masterlist
copies- original for vendor,
duplicate to Finance,
triplicate to File

1st set of
Required
Finance Head

Docs Certificate of
Accreditation
Approve
Certifcate of
Accreditation Approved
Certificate of
Accreditation

2nd Set of
Required Approved
Accounting
Supervisor

Documents Cert. of
Accreditation
Vendor Master
Maintenance for
End Process
Accounting Data
FI.AP.03.01

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MM.04.03 Vendor Master Maintenance for Purchasing Data

MM.04.03 Vendor Master Maintenance for Purchasing Data
Trigger : Receipt of request for creation/update of existing vendor master purchasing data
Output : Created/Updated Vendor Master purchasing data

Objective : To create/update Vendor Master Purchasing Data

Event

A vendor is endorsed
by FI department for
creation/change

Accomplished
Form
Receive
Accomplished
Form Supply the following details:
Purchasing Data:
- order currency
Purchasing Assitant

- terms of payment
-salesperson/telephone
-control data
Inform
Create/Change Add Purchasing Org
CREATE Finance
Purchasing Data? Data to Vendor
Department

XK01/MK01

Change Purchasing
CHANGE
Org Data of Vendor
Field subject to change:
XK02/MK02 - order currency
- terms of payment
-salesperson/telephone End Process
-control data

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MM.04.04 Vendor Evaluation

MM.04.04 Vendor Evaluation
Trigger : Scheduled performance review of Vendors/suppliers
Output : Vendor Evaluation Report

Objective : To evaluate Inventoriable and Non-Inventoriable regular supplier based on annual performance

*Schedule of Vendor Evaluation is

Event

*Scheduled every January of each year and the

performance review evaluation period is January to
December of the preceding year

Reviewed
Criteria for Vendor Evaluation: Vendor
Run Vendor 1. Hit Rate of Delivery Date Performance Vendor Master
Purchasing Assitant

Performance Report 2. Hit Rate of Quantity Report Maintenance for

3. Frequency of material returns Accounting Data
Vendor FI.AP.03.01
ZPROGRAM
Performance Report
YES

Issue Vendor
Recommend
Performance Approved? NO End Process
Vendors for
Form to
blocking
Requestors
Department Head

Vendor
Performance Report
Forward Vendor
Review
Performance
Vendor
Report to
Performance
Purchasing Reviewed Vendor
Report
Assistant Performance Report

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MM.05 Purchasing Info Records Maintenance

MM.05 Purchasing Info Records Maintenance
Trigger : Received request for creation/update of an existing info record
Output : Created/Updated Purchasing Info Record

Objective : To create/update a purchasing info record which contains information of a specific material from a specific vendor
Event

A data in the Info

Record needs to be
created or updated

Request Form

Accomplish Change Purchasing

Purchasing Assistant

1
Form Info Record
Request Form
Purchasing Asst. shall indicate the following details ME12
1. General Data 3. Conditions
- Vendor - Conditions Type
Change
- Order Unit - Amount
- Purch. Org. - Currency
- Validity Date
2. Purch. Org - Unit of Measure
- Planned Delivery Time Create Purchasing
Create or Change? Create End Process
- Standard Order Quantity Info Record
- Minimum Order Quantity
ME11

Request Form
Purchasing

Review if the
Head

request for
NO
creation/ Approved? 1
change is
acceptable YES

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MM.06 Purchase Order Creation

MM.06 Purchase Order Creation (Page 1 of 2)
Trigger : Approved Purchase Requisition with an identified Vendor
Output : Created and Approved Purchase Order

Objective : To convert approved Purchase Requisition to Purchase Order

An approved Purchase
Event

Requisition with an identified

Vendor is to be converted to a
Purchase Order

Convert Purchase
A Downpayment
3 Display Approved PR Requisition to
Purchase Order to Vendors
FI.AP.03.03
Purchasing Assistant

ME5A ME21N
YES
`

Downpayment
NO
needed?

Inform
C B End Process
Requesting Print Purchase Order
deparment
Purchase
ME9F Order Form
Department Staff

Cancel/ Cancel Purchase

CANCEL
Change PR? Requisition
A changed
Purchase ME52N
Requisition is
CHANGE
subject to
approval
process reset
Change Purchase
3
Requisition

ME52N

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MM.06 Purchase Order Creation (Page 2 of 2)

Trigger : Approved Purchase Requisition with an identified Vendor
Output : Created and Approved Purchase Order

Objective : To convert approved Purchase Requisition to Purchase Order

Finance Head

Receive E- Release Purchase

A Is the amount of
mail for PO Order (electronic Approved? YES YES 1
PO below 5,000?
Release approval)

ME29N
C NO 2
NO
Mall Manager

Receive E- Release Purchase

B
1 mail for PO Order (electronic Approved? YES
Release approval)
ME29N
C
NO
General Manager

Receive E- Release Purchase

B
2 mail for PO Order (electronic Approved? YES
Release approval)

ME29N
C
NO

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MM.07.01 Goods Receipt of Construction Related Services

MM.07.01 Goods Receipt of Construction Related Services (Page 1 of 2)
Trigger : Vendor/Contractor sends progress billing for a service/project
Output : Material Document for Goods Receipt of Services

Objective : To record acceptance of services rendered by the Vendor/Contractor

Event

Vendor/Contractor Sends
Progress Billing for a Project

The billing document shall

Send indicate itemized works done
Vendor

Request for accdg. To the projected time

Payment table. Contractor shall attach site
Billing Doc.
photos of items being billed

Billing Doc.

Receive Evaluate Prepare

Department Staff/Head

A
Request for Billing Certficate of
Payment Received Payment Certificate of
Evaluated Billing
Payment

Department Staff/Head
together with the Purchasing The Evaluated Billing shall show
Asst. shall go to the site to the comparison between the
check if the request being B Billing sent by contractor and the
billed is in accordance with correct amount to be billed based
the actual accomplishment on the evaluation by the Dept.
Staff. This should also be agreed
upon by the contractor

Billing Doc.
Purchasing Assistant

Evaluated Billing

Certificate of
Payment
Invoice
Verification and
C Receive Goods Receipt of
Three Way End Process
Documents Service
Matching
D Expense / Asset FI.AP.03.02.02
MIGO (MvT 101) C GR/IR Clearing
Account

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MM.07.01 Goods Receipt for Construction Related Services (Page 2 of 2)

Trigger : Vendor/Contractor sends progress billing for a service/project
Output : Material Document for Goods Receipt of Services

Objective : To record acceptance of services rendered by the Vendor/Contractor

Inform
Billing Doc. Dept. B
Staff/
Evaluated Billing
Head
Finance Head

Certificate of
Payment NO

Check Sign on the

A
received Approved? YES Cert. of 1
documents Payment
Billing Doc.

Evaluated Billing

Signed Certificate
of Payment

Inform
Billing Doc. Dept. B
Staff/
General Manager

Evaluated Billing Head

Certificate of NO
Payment

Check Sign on the

C
1 received Approved? YES Cert. of
documents Payment
Billing Doc.

Evaluated Billing

Signed Certificate
of Payment

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MM.07.02 Goods Receipt of Materials and Services

MM.07.02 Goods Receipt of Materials and Services
Trigger : Vendor’s delivery of ordered materials (Inventoriable, Non-Inventoriable, Asset, Services)
Output : Material Document for Goods Receipt of Materials or Services

Objective : To record in the system received materials from vendor

Event

Vendor delivers ordered

materials

Charge
Invoice
Delivery
Receipt
Photocopy of
PO
Receive Received Inventoriable
Delivered 2
Materials are
Material unrestricted and ready
*If delivered quantity is equal to PO quantity
for issuance
= PO is automatically close
-If material received is an Asset = Indicate
Asset Numbers generated by Asset
Perform Accounting
Store
Quality 2
*If delivered quantity is not equal to PO: Materials to
Inspection Warehouse Delivery
Check Signed Delivery - no deliveries expected = set delivery
Receipt
Receipt complete indicator in MIGO
Purchasing Assistant

- deliveries still expected = perform the Charge

whole process again INVENTORIABLE Invoice
Duplicate
Signed Delivery
Copy of PO
Receipt
Delivered Write Material Invoice
Materials Passed Goods Receipt with Document Inventoriable or Verification and
YES Three Way
Quality Inspection Reference to PO Number in the Non-Inventoriable?
Check? DR Matching
D Inventory/
FI.AP.03.02.02
MIGO (MvT 101) Expense/Asset
C GR/IR
NO NON-INVENTORIABLE

Reject
1 YES Asset? 1 End Prcess
Delivery

NO

Issue
Print and Attach material/
Asset Tag to asset to
Asset requesting
ZPROGRAM Asset Tag deparment
Requesting
Dept. Staff

Requesting Dept. shall sign

on the DR as proof of Receive
2
receipt. material

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MM.08.01 Transfer Posting from Warehouse to Other Storage Location

MM.08.01 Transfer Posting from Warehouse to Other Storage Location
Trigger : Receipt of Material Requisition Slip fromPay Toilet/Snackbar/Vendo/Cinema
Output : Items transferred from one storage location to another

Objective : To transfer an inventoriable material from one storage location to another

Pay Toilet/Snackbar/
Event

Vendo/Cinema sends Order

sends request
Pay Toilet, Snackbar, Vendo,

Indicate in the request the Material

Prepare items, description and Issuance Slip
Material quantity to be requested
Requisition Receive and
Slip Material Check Transfer Sign on the
Cinema Staff

YES
Requisition endorsed accepted? MIS
Form To be printed in 2 copies- the items Acknowledged
original will be kept by the
Material
receiving department and the NO Issuance Slip
Submit duplicate will be kept by the
request to Purchasing Assistant
Purchasing Inform
Assistant Purchasing
Assistant

Material
Requisition
Form
Check material
stock levels
Purchasing Assistant

MMBE

Endorse Requested
Items and Submit Cancel Material
Stocks Encode Materials to Print Material
YES Issuance Slip to Document
Available? be transferred Issuance Slip
Receiving Department
for Acceptance MIGO/MBST
MIGO (MvT 311) MB90
Material
NO Issuance Slip

Inform
End Process
Requestor

Page: 24 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.02 Goods Issue of Snackbar, Pay Toilet, Cinema Tickets and Vendo Supplies
MM.08.02 Goods Issue of Snackbar, Pay Toilet, Cinema Tickets and Vendo Supplies
Trigger : Daily Sales Report/Vendo Machine Cash Retrieval Report
Output : Material document is generated for Goods Issuance of materials

Objective : To record consumed inventoriable material and post the expense to a Cost Center
*Pay Toilet Daily Sales
Event

Pay Toilet/ Snackbar/ Monthly Cash Retrieval/Manual

Cinema Cashier Forward Counting of Supplies in Vendo Report shall include list of
Daily Sales Report Machine is Performed items used within the day
(tissue, hand soap, etc)

*Pay Toilet Daily Must be done

Sales Report every last day of Total Cash Retrieved ÷ Selling Price
Snackbar Daily
the month, with Per Item = No. of Pieces Sold
Sales Report the presence of The no. of pieces sold should be
Purchasing Asst. stated in the Cash Retrieval Report
Cinema Daily Count the Manually
Head Cashier

Sales Report Receive cash retrieved Compute

Daily Sales 1 from Vendo Quantity of
Report Machine Cash Retrieval Items Sold
Report

Forward Daily Email Reports

Sales Report to Financial
to Financial Analyst
Analyst

*Pay Toilet Daily

Sales Report
Snackbar Daily
Sales Report

Cinema Daily
Sales Report
Cash Retrieval
Financial Analyst

Report
Receives
Check/
Email of Cash
Summarized
Retrieval
Sales Report
Report
Should be printed in 2
copies: Original copy for
Cinema Sup.; duplicate copy
for Purchasing Asst.
Is the report Post Goods Issue to Cost Print Material Indicate Beginning and
1 NO YES
correct? Center Issuance Slip Ending Ticket Numbers of
Cinema and Pay Toilet
D Cost of Sales Material Issuance
MIGO (MvT 201) Tickets
C Inventory MB90 Slip
Cinema Sup.
Purch. Asst./

The Cinema Supervisor who is also the Material Issuance

Slip
Snackbar, Pay Toilet Supervisor will
keep the MIS for Cinema, Snackbar and Receives and
Pay Toilet Supplies, while the sign on the
End Process
Purchasing Asst. will keep MIS for Material
Vendo Supplies Issuance Slip

Page: 25 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.03 Goods Issue of Tenant Supplies

MM.08.03 Goods Issue of Tenant Supplies
Trigger : Food Tenant orders supplies (soda items)
Output : Material document is generated for Goods Issuance of materials; Cost of Sales is recognized

Objective : To record issuance of Tenant Supplies and post Cost of Sales to a cost center
Event

Food Tenant Orders

Soda Items

Requests may be submitted during

Mondays and Wednesdays from
Prepare
10:30AM to 5PM Sign on
Food Tenants

Requisition
Material
Form Tenants’ Material
Issuance
Requisition Form Indicate the following data: Slip Signed Material
1. Requesting Tenant Issuance Slip
Material Issuance
2. Date of Request
Slip
3. Items Requested
Submit 4. Quantity Requested Receive
Requisition Must be approved by authorized approver Ordered
Forms Items
2

1 4

Tenants’ Material
Requisition Form YES
Purchasing Assistant

Submit
Receive Issuance Slip
Check material stock Stocks Inform
Request from NO 3 to Tenant for Material Issuance Slip
levels Available? Tenant
Tenant Acceptance to be printed in
triplicate- original copy
MMBE
to tenant, duplicate to
Tenants’ Material
AR, triplicate to File
Requisition Form
Verify with AR with note
Staff if Tenant
Qualified to be Post Goods Issue to Print Material
1 is Qualified to 4 NO YES
issued supplies? Cost Center Issuance Slip
be issued
D Cost of Sales
supplies MIGO (MvT 901) C Inventory Material Issuance
MB90 Slip
Receivable Staff

3
Signed Material
Accounts

Tenants’ Material
Issuance Slip
Requisition Form
Credit Standing Park and Post
Note in the Customer
Verification of Receive Mat’l
MRS if 2 Invoice and End Process
Customer Issuance Slip
qualified or Tenants’ Material Credit Memo
Account
not Requisition Form
FI.AR.02.06
FI.AR.02.14 with note

Page: 26 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.04 Return Delivery to Vendor (Inventoriable)

MM.08.04 Return Delivery to Vendor (Inventoriable)
Trigger : An Inventoriable material is to be returned to Vendor
Output : Material document for returned materials

Objective : To return an inventoriable material to its Vendor/Supplier

Event

Return an inventoriable
material to its Vendor/
Supplier

Purchase
Return Slip
Vendor

Acknowledge
Receive
and Sign on
Physical
Purchase
Materials
Return Slip Acknowledged
Purchase
Return Slip

within Item Disposal Return

replacement NO (Inventoriable) Physical
warranty? MM.08.09 Materials
to Vendor

YES

Call supplier/ Vendor Delivery

1
vendor to Transfer material from of Returned
For
Purchasing Assistant

check or YES warehouse to vendor Materials

replacement?
validate items warehouse location (Inventoriable)
for return MM.08.06
MIGO (MvT 311)
NO
NO
Invoice
Is the return Verification and
Purchase has
valid? (accdg. To YES Three Way
been paid?
vendor) Matching
Details of Material to be returned,
FI.AP.03.02.02
quantity, reason for return should be
indicated. Acknowledged
YES Return Slip should be accomplished in Purchase NO
3 copies: original to Acctg., duplicate to Return Slip
Vendor, triplicate to file

Accomplish Perform Return

Purchase NO Delivery to Vendor End Process
Return Slip
Purchase MIGO (MvT 122) D GR/IR Clearing
Return Slip C Inventory

Purchase
Finance Head

Return Slip
Forward
Approves Approved
Purchase Approved? YES Purchase Return 1
Return Slip Slip to Approved
Purchasing Asst. Purchase Return
Slip

Page: 27 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.05 Return Delivery to Vendor (Non Inventoriable/Asset)

MM.08.05 Return Delivery to Vendor (Non-Inventoriable/Asset) (Page 1 of 2)
Trigger : A Non-inventoriable material/asset is to be returned to Vendor
Output : Material document for cancelled Goods Receipt and cancelled Purchase Order

Objective : To return non-inventoriable material/asset to its Vendor

Event

A Non-inventoriable
material/asset needs to
be returned to Vendor

Approved
Purchase
Item Disposal (Non- Return Slip
within Return
Inventoriable/
replacement NO E C Physical D
Confiscated/Asset)
warranty? Materials
MM.08.10
to Vendor

YES

Vendor Delivery
Call vendor to Note in PRS
of Returned
check or For that a
YES Materials (Non- 3
validate items replacement? replacement
Invtoriable)
for return is expected
MM.08.06

NO
Purchasing Assistant

Park and Post

Is the return Details of Material to be returned,
w/ recorded GL Document-
valid? (accdg. To quantity, reason for return should be Asset? YES YES
depreciation? Journal Voucher
vendor) indicated.
FI.GL.01.03.01
Return Slip should be accomplished in
3 copies: original to Acctg., duplicate to NO D Accum. Depreciation
Vendor, triplicate to file C Depreciation Expense
YES
NO 2

Invoice
Accomplish Verification and To write off recorded
B Purchase has depreciation for the
Purchase 2 YES Three Way 1
been paid? asset to be returned
Return Slip Matching
Purchase For return of all items in 1 FI.AP.03.02.02
Return Slip GR, use Cancellation; if not
all items in 1 GR were NO
returned, use Reversal

A Cancel/Reversal of Cancel/Delete Line

1 Line Item in Goods Item in Purchase End Process 3
Receipt Order
D GR/IR
Clearing MIGO (MvT 102) ME22N
C Inventory

Page: 28 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.05 Return Delivery to Vendor (Non-Inventoriable/Asset) (Page 2 of 2)

Trigger : A Non-inventoriable material/asset is to be returned to Vendor
Output : Material document for cancelled Goods Receipt and cancelled Purchase Order

Objective : To return non-inventoriable material/asset to its Vendor

Purchase
Return Slip
Finance Head

Forward
Approves Approved
A C
Purchase Approved? YES Purchase Return
Return Slip Slip to Approved
Purchasing Asst. Purchase Return
NO Slip

Purchase
Return Slip
Vendor

Acknowledge
Receive
D and Sign on E
Physical
Purchase
Materials
Return Slip Acknowledged
Purchase
Return Slip

Page: 29 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.06 Vendor Delivery of Returned Materials (Inventoriable)

MM.08.06 Vendor Delivery of Returned Materials (Inventoriable)
Trigger : Delivery of replacement for returned inventoriable material
Output : Material document for replacement of returned inventoriable materials

Objective : To receive replacement of returned inventoriable materials

Event

Replacement of returned
inventoriable material is
received

Deliver
replacement
Vendor

2 for returned
inventoriable Acknowledged
materials PRS Delivery
Receipt

Acknowledged 1
PRS
Delivery
Receipt
Receive
Reject
Delivered
Delivery
Materials Materials transferred from Vendor
Warehouse to Warehouse is
NO unrestricted and ready for issuance

Write
Purchasing Assistant

Match Perform Delivered Sign on

Transfer materials from Material
Delivery Quality Materials Passed the Delivery
YES Vendor Warehouse Document YES 1
Receipt Inspection Quality Inspection Delivery Complete?
Location to Warehouse Number in
against PRS Check Check? Receipt
the DR
MIGO (MvT 311)
NO

Invoice
Transfer materials from Verification and Delivery still
purchase has 2 YES NO 3
3 Vendor Warehouse YES Three Way expected?
been paid?
Location to Warehouse Matching
FI.AP.03.02.02
MIGO (MvT 311)

Perform Return
Do this movement for NO End Process
Delivery to Vendor
the remaining
undelivered D GR/IR Clearing
To zero out quantity of MIGO (MvT 122)
materials; status is C Inventory
returned materials that will
blocked to prevent
no longer be delivered by the
issuance
vendor 1

Page: 30 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.07 Vendor Delivery of Returned Materials (Non Inventoriable/Asset)

MM.08.07 Vendor Delivery of Returned Materials (Non-Inventoriable/Asset)
Trigger : Delivery of replacement for returned non-inventoriable material/asset
Output : Receipt of replacement of returned non-inventorial material/asset

Objective : To receive replacement of returned non-inventorial material/asset

Event

Replacement of returned
non-inventoriable material/
asset is received

Deliver
replacement
Vendor

2 for returned
inventoriable Acknowledged
materials PRS Delivery
Receipt

Acknowledged Invoice
Delivery Issue
PRS Receive Verfication and
Receipt material to
Delivered 3 Three Way
Materials requesting Matching
deparment FI.AP.03.02.02

YES

Match
Purchasing Assistant

Sign on the Cancel/Reversal of

Delivery purchase has
Delivery 1 NO Line Item in Goods
Receipt Signed been paid?
Receipt Receipt
against PRS Delivery
Receipt MIGO (MvT 102)
YES
NO

Perform Delivered Cancel/Delete Line

Quality Materials Passed Reject Delivery still Item in Purchase
NO 2 YES
Inspection Quality Inspection Delivery expected? Order
Check Check?
ME22N
NO

Delivery
YES End Process
complete?

Delivery
Department
Requesting

Receipt
Receive and
Staff

Sign on the
3 Signed
delivery
receipt Delivery
Receipt

Page: 31 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.08 Stock Transfer (Mall to Mall)

MM.08.08 Stock Transfer (Mall to Mall) (Page 1 of 2)
Trigger : An inventoriable material will be transferred from one mall to another
Output : Transferred material to another mall

Objective : To transfer an inventoriable material from one mall to another

Event

An inventoriable material
will be transferred from mall
to mall

Prepare
B request for A
1
stock
transfer Request
Form

Endorse
C Transfer materials to Print Material With Freight materials to D
NO
receiving mall Issuance Slip Charges? receiving
Material mall
D Adva Affi
MIGO (MvT 9XX) C Inventory MB90 Issuance Slip
YES
Purchasing Assistant

Cash Advance Cash Advance

(Transferring Mall)

Freight for Check or Requisition Liquidation

CASH
Cash Payment?? Processing Processing D Misc. Expense
FI.AP03.05.02 D Adva to Emp FI.AP.03.05.03 C Adva to Emp
C Cash

Accounts
Payable
CHECK 1
Processing
FI.AP.03.04 D Misc. Expense
C Cash
Acknowledged
MIS
Park & Post GL
Items
E Receive & Document-
Completely NO
Check MIS Journal Voucher D Misc. Expense
Received?
FI.GL.01.03.01 C Adva Affi

YES File MIS End Process

Page: 32 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.08 Stock Transfer (Mall to Mall) (Page 2 of 2)

Trigger : An inventoriable material will be transferred from one mall to another
Output : Transferred material to another mall

Objective : To transfer an inventoriable material from one mall to another

Request
(Transferring
Purchasing

Form
Endorse to
Receive and Sign the
Head

Mall)

A Finance
review Approved? YES Request 2
Head for
request form Form Request approval
B Form
NO

Request
Finance Head

Form
Receive and Endorse to
Review Purchasing C
2 Approved? YES
Request Assistant for
Form transfer

B
NO
Purchasing Asst. (Receiving Mall)

Material
Issuance Slip Note the lacking
items or quantities if
Receive and there is any
D Check
endorsed
items

For actual items and

quantities received
Send Acknowledged
Receive transferred Sign on the MIS to Transferring E
materials MIS Mall’s Purchasing
D Inventory Acknowledged Asst.
MIGO (MvT 9XX) C Advances MIS

Page: 33 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.09 Item Disposal (Inventoriable)

MM.08.09 Item Disposal (Inventoriable)
Trigger : An inventoriable material beyond warranty period is identified for disposal
Output : Material document is generated for disposal of material

Objective : To dispose damaged/unusable inventoriable material

Event

An inventoriable material
beyond warranty period is 2
identified for disposal

Indicate details of Gatepass

File a material, quantity, request
request for reason for disposal Scrap Bidding File for Physically
Issue to Scrap
material Procedure gatepass Issue out
MM.08.11 request Gatepass
Purchasing Assistant

disposal Material material

Disposal C Inventory request
MIGO (MvT 551)
Request D Scrap Clearing
To Prevent issuance of
materials for disposal YES

Isolate materials
Transfer material from for disposal and
For Selling? NO 1 End Process
unrestricted to blocked Submit Request to
Finance Head
MIGO (MvT 344) To be prepared in 2
copies- original to
Security Dept. and
YES duplicate to file

Material
Disposal
Inform
Request
Receive and Purchasing
Finance Head

Review Approved? NO Asst. of

Material Disposal Request Disapproval of
Request Request
Summary of
Scrap Buyer Gatepass
request
Approve
1 Gatepass
request
Mall Manager

Material
Disposal
Request Summary of
Scrap Buyer Gatepass
request
Approve
Gatepass 2
request

Page: 34 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.10 Item Disposal (Non Inventoriable/Confiscated/Asset)

MM.08.10 Item Disposal (Non-Inventoriable/Confiscated/Asset)
Trigger : A non-inventoriable material/asset beyond warranty period is identified for disposal
Output : A non-inventoriable/asset is physically disposed and issued out

Objective : To dispose damaged/unusable non-inventoriable material/conmfiscated items/asset

Event

A material beyond warranty

period is turned over to 2
Purchasing Assistant

NO
Gatepass
Scrap Bidding File for request
Asset/Non- Asset Retirement Physically
Purchasing Assistant

Asset For Selling? YES Procedure gatepass 1

Inventoriable? FI.AA.04.04 Issue out
MM.08.11 request
Gatepass material
request
Non-Inventoriable
Receive and Review RequestYES Gatepass should be
prepared in 2 copies-
original to Security
File a
Submit Dept, duplicate to file
request for For Selling? NO End Process
Request to
material Material Finance Head
disposal Disposal
Request
Indicate material and reason for
disposal
YES

Material
Disposal
Inform
Request
Receive and Purchasing
Finance Head

Review Approved? NO Asst. of

Request Disapproval of
Material Disposal Request
Request
Summary of
Scrap Buyer Gatepass
request
Approve
1 Gatepass
request
Mall Manager

*Material
Disposal
Request *Summary of
Scrap Buyer Gatepass
request
Approve
Gatepass 2 *These documents will be
request kept by the Purchasing
Asst.

Page: 35 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.11 Scrap Bidding Procedure

MM.08.11 Scrap Bidding Procedure
Trigger : Materials for disposal is subject for selling
Output : Recommended Buyer based on bidding process

Objective : To select buyer of scrap materials

Event

Materials for disposal is

subject for selling
Purchasing Assistant

Identify at least 3 Buyers, recommend

Material Disposal which buyer the scrap items will be sold
Request

Identify and
Recommend 1
Scrap Buyer
Summary of
Scrap Buyer

NO
Summary of
Scrap Buyer
Finance Head

Sign on the
Summary of
Approved? YES Below 5K? NO
Scrap Buyer
Form
Summary of
Scrap Buyer

Material
General Manager

Disposal
Request Summary of
Scrap Buyer

YES Receive and

Review Approved? NO 1
Request Approved
Summary of
Scrap Buyer

Material YES
Disposal
Mall Manager

Request
Summary of
Scrap Buyer Collection of
Receive and Payment from
Review Approved? YES Non-Trade End Process
Request Approved Customer
Summary of FI.AR.02.07.03
Scrap Buyer
NO 1

Page: 36 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.08.12 Physical Inventory

MM.08.12 Physical Inventory
Trigger : Semi-annual/as needed Inventory Count
Output : Posting and adjustment of Inventory difference

Objective : To ensure accuracy of material stock levels in the system against actual stocks on hand
Event

Semi-Annual/as needed
Inventory Count
Do recount if disapproved by
2 Finance Head

Set freezing indicator in the physical

inventory document before printing Physical
Purchasing Assistant

Inventory
Document

Sign on
Create Physical Print Physical Inventory Do Physical Enter Physical Count
Physical 1
Inventory Document Document Count Quantity
Invty. Form
Physical Inventory
MI01/MI31 MI21 Document MI04/MI11

For initial Physical

count, use MI04. For
Physical count should be done with recount, use MI11
presence of Financial Analyst

Physical
Inventory
Document

Receive
List of Inventory and Sign on
1
Differences
Financial Analyst

Physical
List of Physical
Invty. Form Physical
MI20 Inventory
Invty. differences
Document

List of Physical
Invty. differences

Forward to Post Inventory

End Process
Finance Head Difference
for approval D/C Inventory
C/D Inventory
MI07
Adjustment

NO
List of Physical
Finance Head

Invty. differences

Review and
approve List
For Recount? YES 2
of Physical
Invty. Diff.

Page: 37 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.09 MM Reports
MM.09 MM Reports
Trigger : User want to display and analyze Purchase documents and Material Movements through reports
Output : MM Report displayed for a specific filter chosen

Objective : To utilize MM reports for analysis, review and evaluation

Event

Purchase Material
RFQ/Quotation Purchase Order
Requisition Document

Displays PRs Report for RFQ/ Report showing Report showing the
subject for release Quotation per current status of stock level of a
and status Vendor Purchase Order specific material
PR Collective PO General
RFQ per Vendor Stock Overview
Release Analyses

ME55 ME4L ME80FN MMBE Report showing material

List Display of PRs Report for RFQ/ movements on a specific
Report for Purchase timeframe, also shows
based on chosen Quotation per
Order per Material beginning and ending
filter Material
Purchasing Stock on Posting inventory
List Display of PR RFQ per Material Documents per Date
Material
Purchasing Assistant

ME5A ME4M ME2M MB5B

Report showing all
Report for RFQ/
Report for Purchase material documents
Quotation per
Order per Vendorl based on selected
Collective Number
Purchasing filter
RFQ per Collective Material Document
Documents per
Number Listing
Vendor
ME4S ME2L MB51
Report showing
Report showing Report showing accounting
current status of Vendor/Supplier document for
RFQ/Quotation commitments material documents
Accounting generated
Quotation General Monitor supplier
Document for
Analyses confirmations
Material
ME80AN ME2A MR51
Report showing
balances of GR/IR
of a specific PO line
item
List of GR/IR
balances

MB5S

Page: 38 OF 39 BUSINESS PROCESS BLUEPRINT

 Business Process Blueprint

MM.10 Set Up of New Mall Procurement Enterprise Structure

MM.10 Set Up of New Mall Procurement Enterprise Structure
Trigger : Creation of a new Mall
Output : New Mall (Plant) created

Objective : To create a new Mall (Plant)

Event

A new Mall (Plant)

needs to be created
Administrator

Assignment of
Assign Company Code Account Determination Creation of Storage
System

Create Plant Purchasing Org. to

to Plant for Valuation Areas Location
Plant

SPRO SPRO SPRO/OMWD SPRO/OX09 SPRO/OX17

Purchasing Assistant

Mass Upload of
Materials to New Plant

LSMW

End Process

Page: 39 OF 39 BUSINESS PROCESS BLUEPRINT