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Purchasing

Purchasing. Payment Terms. Vendor Master Data. Purchasing Master Records. Accounting Master Records. Vendor Master Data. Master records must be created for every vendor Contains centralized data for both MM and FI, can be created in MM and FI modules, or centrally

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Purchasing

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  1. Purchasing

  2. Payment Terms Vendor Master Data Purchasing MasterRecords Accounting MasterRecords Vendor Master Data • Master records must be created for every vendor • Contains centralized data for both MM and FI, can be created in MM and FI modules, or centrally • Vendor Master Data is pulled from database when creating Purchase Orders

  3. Vendor Master Data • General Data: • Client-level data: Applies to all company codes and purchasing organizations • Name, address, phone numbers, language • Company code data • Accounting data: Currency used, payment terms, reconciliation account (a vendor is a creditor of the enterprise) • Purchasing data • Data important for purchasing (contact persons, delivery terms) • Maintained at purchasing organization level

  4. Partner Roles • 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 Presented By Ordering Address Vendor Payment Received By Goods Supplier

  5. Material Master Data • 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. • 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. • Many Material Master views are plant-specific

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

  7. Material Master Views NRG-A Bars Base unit: CS Gross wt: 72 lb. Basic Data View Non-plant specific Plant specific Plant 1000 Plant 2000 NRG-A Bars Lead Time: 2 days Std. Price: 216.80 NRG-A Bars Lead Time: 3 days Std. Price: 223.20 MRP Views

  8. Purchasing Info Record • Provides continuously updated information about the relationship of a specific material with a specific vendor • Provides default information for purchase orders Material Vendor Purchasing Info Record

  9. Purchasing Info Record • Contains: • Current price and delivery costs for purchasing organization or plant • Number of last purchase order • Purchase order price history • Tolerance limits for over/under deliveries • Planned delivery time for material • Vendor evaluation data

  10. Purchasing Info Record • 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. • The Purchasing Info Record can be created automatically from a purchase order if the Info Update indicator is set. • Conditions is SAP’s term for pricing, which can include discounts, freight costs, surcharges, etc.

  11. Purchasing Process • Create Purchase Requisition • Where analysis/vendor selection occurs • Create Purchase Order from Requisition • Requisition items can be used to generate multiple purchase orders • Create Goods Receipt • Create Invoice Receipt • Post Outgoing Payment • Unfortunately, there is no purchasing “document flow”

  12. Procurement Process Purchase Requisition Purchase Order Internal Demand Customer Goods Receipt Vendor Invoice Receipt Pay Invoice

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