0308 bpm perishables procurement

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Starter pack for groc ery retai l ing

© 2012 SAP AG. All Rights Reserved. SAP confidential and proprietary information

July 2012

English

0308: PerishablesProcurementBusiness Process Manual



Starter pack service for gro cery retai l ing

0308: Perishables Procurement – Business Process Manual


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Copyright

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Starter pack servic e for grocery retai l ing



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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax






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Contents

1 Purpose .................................................................................................................................................. 6 1.1 Process Flow ................................................................................................................................... 7

2 Prerequisite ............................................................................................................................................ 9 2.1 ERP System settings ...................................................................................................................... 9

2.1.1 Maintain Delivery Relationship Determination ......................................................................... 9 2.1.2 Change Delivery Relationship ............................................................................................... 11 2.1.3 Stock situation of demo articles ............................................................................................. 12 2.1.4 Store order creation ............................................................................................................... 13

2.2 Settings in NWBC ......................................................................................................................... 14 2.2.1 Maintain Area of Responsibility ............................................................................................. 14 2.2.2 Maintain Article Range ........................................................................................................... 16

2.3 Related Master Data ..................................................................................................................... 19 3 Process Overview Table ...................................................................................................................... 21 4 Process description for rush ordering .................................................................................................. 24

4.1 Monitoring goods movement in the Article Status Monitor ........................................................... 24 4.2 Identifying shortage and surplus ................................................................................................... 26 4.3 Vendor selection ........................................................................................................................... 27 4.4 Purchase order creation ................................................................................................................ 28

5 Process description for ordering .......................................................................................................... 29 5.1 Procurement by article .................................................................................................................. 29

5.1.1 Procurement by article view ................................................................................................... 29 5.1.2 Monitoring statistical data, store orders and stock situation .................................................. 31 5.1.3 Vendor selection .................................................................................................................... 32 5.1.4 Purchase order / collective purchase order creation ............................................................. 33

5.2 Procurement by vendor ................................................................................................................. 36 5.2.1 Procurement by vendor view ................................................................................................. 36 5.2.2 Monitoring Forecast data, store orders and stock situation ................................................... 37 5.2.3 Article selection ...................................................................................................................... 37 5.2.4 Purchase order / collective purchase order creation ............................................................. 38

6 Process description for distribution of articles ordered by stores......................................................... 39 6.1 Article selection in distribution list ................................................................................................. 39 6.2 Check order / stock quantity e. g. identify shortage ...................................................................... 40 6.3 Check distribution strategy / fair share rule selection (optional) ................................................... 41 6.4 Distribute article / change stock transport order ........................................................................... 43 6.5 Optional: Manual article replacement in distribution list ................................................................ 44

7 Process description for distribution of articles (push) .......................................................................... 50 7.1 Article selection in distribution list ................................................................................................. 50 7.2 Distribution strategy / fair share rule selection (optional) .............................................................. 51






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7.3 Create stock transport order ......................................................................................................... 53






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Perishables Procurement

1 Purpose

This business function equips you with a work center for perishables procurement. The work center is asingle point of entry to all perishables-related activities. The perishables buyer can start the process ofperishables procurement and distribution by accessing the following areas:

A work overview containing high-level information for the perishables buyer

Monitors for goods receipt and demands

Search capabilities for master data and documents

Maintenance of the area of responsibility and the product range

This business function provides you with:

Relevant business and statistical data to make time-critical decisions during the perishables

procurement process A flexible and easy-to-use work center accessible from a single point of entry that addresses

multiple usage scenarios

A well-organized workflow provides you with pre-filled data fields whenever possible to increaseyour productivity

Monitoring capabilities

A user-friendly interface

In the following text, the description ‚article„ is identical with the description ‚product„.






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1.1 Process Flow

P e r i s h a b l e s P r o c u r e m e n t

P r o c u r e m e n t –

0 3 0 8 P e r i s h a b l e s P r

o c u r e m e n t

Rush Ordering1. Monitoring goods

movement in article

status monitor

Perishables Procurement for DC – Ordering

2. Identifying

shortage and

surplus

3. Vendor selection 4. Purchase order

creation

Store Orders /

Customer Orders

Goods receipt in

DC

1. Procurement by

article / vendor

2. Monitoring

historic. / forecast

data, store orders,

stock

3. Article / Vendor

selection

4. Purchase order /

Collective POcreation

Ordering

Stock

© SAP 2010 / SAP confidential and proprietary information / Page 1

Statistical data

Distribution

Open external

Orders






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P e r i s h a b l e s P r o c u r e m e n t

P r o c u r e m e n t –

0 3 0 8 P e r i s h a b l e s P r o c u r e m e n t

Distribution of

ordered articles

(pull)

Perishables Procurement for DC – Distribution

2. Check order /stock quantity e. g.

identify shortage

3. Check distribution

strategy / Fair sharerule selection (optional)

4. Distribute article /Change stock

transport order

Store Orders /

Customer Orders

Goods receipt in

store

2. Distribution

strategy / Fair share

rule selection

3. Stock transportorder creation

Distribution of

articles (push)

Stock

© SAP 2010 / SAP confidential and proprietary information / Page 2

1. Article selection

in distribution list

1. Article selection

in distribution list

Purchase Order

Delivery to store

5. Optional: Manual

article replacement in

distribution list






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2 Prerequisite

2.1 ERP System settings

2.1.1 Maintain Delivery Relationship Determination

Use

The delivery relationship function is used to determine which recipients (plants and/or customers) aresupplied by a distribution center and with which articles.

It is useful to determine delivery relationships if a forecast is carried out for the distribution center on thebasis of consumption values for the recipients supplied by this distribution center. As it is not possible toenter any information in the master data of the distribution center about which recipients are supplied by adistribution center, it is necessary to restrict the recipients that are supplied.

You can also determine in customizing which document types the system should use to determinedelivery relationships between the distribution center and recipients. If you want to determine recipientsusing the „existing documents‟ method, use these customizing settings to create further restrictions fordetermining delivery relationships using document types.

Procedure

1. Logon in ERP System.

2. Access the transaction choosing the following navigation option:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Retailing Purchasing Article RequirementsPlanning Forecast Delivery Relationships for PDF and Alternative Historical Data Delivery Relationships for PDF Determine

Transaction code WDRD1

3. Enter the following data in Tab Selection Parameters and Control Parameters:

Field name Description User action andvalues

Comment

MRP type ND

Site category B

Supplying Site GP00






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Do not overwriteManually Entered Data

Disselect the flag

Load Mising Data Only Disselect the flag

4. Execute.

With these functions, it is possible to look at the individual processes involved in determining the deliveryrelationships using a flow trace. Use this function to help you recognize and deal with any problems thatmay occur when determining delivery relationships. Logs that are generated are not saved.

These functions also enable you to work in a test mode. In the test mode, you can simulate thedetermination of delivery relationships, without the data being posted to the database.

In order to achieve the best possible performance, you can process these functions in parallel. Useparallel processing when you want to process large amounts of data.

You can carry out the functions for determining and deleting delivery relationships online as well as in thebackground. SAP recommends that you carry them out in the background. Online processing is onlyrecommended when processing very small amounts of data or for testing and simulation purposes.

Determining delivery relationships is a very runtime intensive process.

With transaction WDRD3 you can just display the delivery relationships.

With transaction WDRD4 you can delete the delivery relationships determined. Use this function regularlyto delete delivery relationships that are no longer required from the database table.






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2.1.2 Change Delivery Relationship

UseWith this functionality you can display and change the delivery relationships that are determined. Use thisfunction to check and, if necessary, alter delivery relationships.

Procedure



SAP ECC menu Logistics Retailing Purchasing Article RequirementsPlanning Forecast Delivery Relationships for PDF and

Alternative Historical Data

Delivery Relationships for PDF

Change

Transaction code WDRD2

2. Enter in „Delivery Relationship Selection‟:


Comment

Supplying Site GP00

3. Choose Recipient type: Plant and execute.

4. Choose Enter .

5. Only following Plants should be after the maintenance in the recipient table (you can delete the plants

relationship with button: Delete row .

Field name Description User action and values Comment

Plant GP01

Plant GP02

Plant GP04

Plant GP05

6. Choose Save.






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2.1.3 Stock situation of demo articles

UseFor better demonstration some demo articles should have a positive stock situation. For that please postfollowing stock in the ERP System.

Procedure



SAP ECC menu Logistics Retailing Purchasing Merchandise Logistics Goods Receipt MB1C – Other Goods Receipt

Transaction code MB1C

2. Enter following data on Initial Screen:


Movement Type 501

Plant GP00

Storage Location 1001

Tab: Quantity


Quantity 100

Unit of Measure CAR

Tab: Where


Plant GP00

Storage Location 1001

3. Press button: New Item and enter following data:


Article GPA_4001

Quantity in - Unit of Entry 100

Quantity in - Unit ofMeasure

CAR

4. Choose Button: Save.






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5. Repeat this step for articles GPA_4010, GPA_4011, GPA_4013 – GPA_4015.

2.1.4 Store order creation

UseFor better demonstration some store orders should exist. You have the possibility to use the functionalitywhich is described in the In-Store MIM (0702_BPM_Store_Order.doc) or you create for demo purpose thestore orders with following transaction in your corresponding ERP System.

Procedure



SAP ECC menu Logistics Retailing Purchasing Purchase Order Purchase Order Create Vendor known

Transaction code ME21N

2. Choose the following data in Organization tab:


Order type Stock transport order

Supplying site GP00Purch. Org. 1000

Purch. Gr. 101

Comp. Code 1000

3. Enter the following data in Item Overview:

Field name Description User actionand values

Comment

Article GPA_4004

PO Quantity 2OUN CAR

Delivery Date Today If you choose today as deliverydate, the store order is visibletoday in the article statusmonitor and in the distributionlist. In the article settings youwill maintain in chapter 2.2.3delivery date to supplying






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plant: 1 day, so theprocurement list shows asdefault value the day oftomorrow. You can only seethere your store order if youchoose manually as delivery

timeframe delivery date toSPlt: today.

Site GP01

4. Confirm message that delivery date can be met and press button: Save.

5. Repeat this process with article GPA_4004 with delivery date: tomorrow for store GP02, GP04 andGP05.

2.2 Settings in NWBC

For your information: On the screen-shots in this document you see „material‟ instead of „article‟. Bothhave the same meaning.

2.2.1 Maintain Area of Responsibility

UseIn the Area of Responsibility (AOR) the buyer (or manager) manages the assignment of the organizational

data such as articles, vendors, supplying plant and further organizational data

This setup influences all activities in the perishables procurement

The personalization of the setup reduces the data the perishables buyer is working with

The result of this assignment can be reviewed and printed

The AOR is supposed to be changed very rarely (ones half a year, depending on the Buyer‟srequirements). Therefore a guided activity is used to support the Buyer.

Situation: The buyer is going to maintain his Area of Responsibility

Procedure


NWBC Perishables Procurement Detailed Navigation WorkOverview

Role PERISHABLES BUYER or PERISHABLES BUYER (MANAGER)

2. Click on „Work Overview‟ in the „Detailed Navigation‟.






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3. Click on „ Area of Responsibility‟.

4. If you are in the role of the perishables buyer (manager) a separate window „Area of ResponsibilityBuyer selection‟ appears. Enter now in field buyer “<your USER ID>”.

5. Click on button: Start . Following screen appears. If you are in the role of the perishables buyer youwill navigate direct to following screen:

6. Select the supplying plant „GP00‟ (your DC), Purchasing Organization: 1000 and Purchasing Group:101.

7. Click on button Next to continue with the maintenance process.

8. Move now following Merchandise Categories to the working area:

GP1111002 SEAFOODGP1151003 SALADSGP1191001 FRESH FRUITSGP1192001 FRESH VEGETABLES


10. In the Select Vendors screen, choose following vendors in the available vendors list and move theminto the Selected Vendors list:

GPA-V311GPA-V312






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11. Move now the recipients „GP01‟ and „GP05‟ to the working area.


13. Review finally all the changes you have made, before you save them finally. Optional you can printout your Area of Responsibility to a PDF document.

14. Click on Save.

15. A messages appears telling you that the Area of Responsibility was successfully changed

16. Click on button: Close to return to your Worklist.

The settings made in the Area for Responsibility will be the bases for all activities in the perishablesprocurement process.

2.2.2 Maintain Article Range

UseThe Article Range represents the “relevant” range of articles the buyer is currently managing

It contains the current range of articles that are supposed to be managed in terms of ordering anddistributing.

Base for the Article Range is the “Selected Articles” List from “Area of Responsibility.

Articles in table “ Articles of Area of Responsibility” can only be changed in “Area of Responsibility”. No articles will disappear from this list when you add them to table Articles inProcurement”.

The sequence specified in the Article Range defines the sequence of the articles in the

Procurement List.

Situation: The buyer is going to maintain his Article Range.

Procedure


SAP NetWeaver Business Client (SAP NWBC) via Business Role

NWBC Perishables Procurement Detailed Navigation WorkOverview

Business Role PERISHABLES BUYER or PERISHABLES BUYER (MANAGER)

2. Click on „ Article Range‟ below „Service‟.






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3. Article range screen appears. The Article range consists of two list (tables):

- The table on the left hand side defines the basis for all articles (coming out of “Selected Articles”List from “Area of Responsibility”) which the buyer has available.

- The table on the right hand side defines all articles which are available for procurement.

4. Select now the articles from the following merchandise categories and move them to the table“ Articles in Procurement”. You can sort the column of the merchandise categories. For sorting, pleaseclick on the header field description of the column:

GP1151003 SALADSGP1191001 FRESH FRUITSGP1192001 FRESH VEGETABLES

You can also remove articles from “ Article in Procurement” list with button: Remove.

5. The buyer has the option to print out the new arranged list for „ Articles in Procurement‟.

Click on button: Print.The print functionality offers the buyer the possibility to archive the list of all articles that are availablefor procurement in a PDF document.

6. Close the print preview to return to „ Article Range‟ again.

7. Now you plan to procure the articles from merchandise category SEAFOOD in the near future.

8. Choose tab „ Articles planned for procurement‟ and select the articles under GP1111002 SEAFOOD.

9. Move this article to table „ Articles Planned for Procurement‟.

10. The planned articles appear in the right hand side table.

11. After setting up the “Planned Articles for Procurement” list, the buyer has to specify a date when thelist becomes active.

Click on icon to open the calendar and choose one activation date, e. g. today in 4 weeks. At thisdate the list of planned Articles in procurement will be available in the procurement list, distribution listand Article status monitor.

12. Click on button: Save. There will be a new icon in column „Status‟ visible. This icon indicates, that theadded articles are only available in the planned list but not in the list of „ Articles in Procurement‟.

13. Message appears that the Article range was successfully changed.

14. Go back to the „ Articles in Procurement‟ tab. Click now on the first article ID (underlined articlenumber). You will navigate to the Article settings. Here select tab: Supplying plant and maintain theDelivery date to SPlt (delivery time to supplying plant): 1






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15. Choose button: Save. With this setting you will see your article (later on) in the procurement list withthe specified delivery date. Repeat this for all articles. (In our demo all the perishables procurementarticles have in the article master data in purchasing view a planned delivery time from 1 day).

You have the possibility to take over the responsibility from other colleagues (e. g. colleague ison vacation).

- For that click on tab „ Articles of Other Buyer ‟.- Choose buyers name from drop down list.

- Click on button: Copy all to bring them over to list „ Articles Planned for Procurement‟. Thecolumn „Belongs to‟ shows the original source from which these articles are coming from.

16. Click on button: Back to return to work center.






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2.3 Related Master Data

ARTICLENUMBER

DESCRIPTION REMARK

REFERENCE

ART.

GPA_4000 Reference Article for

Perishables Procurement

ARTICLE 1 GPA_4001 Pineapple

ARTICLE 2 GPA_4002 Grapefruits

ARTICLE 3 GPA_4003 Bananas

ARTICLE 4 GPA_4004 Apple, Golden Delicious Cat. I

ARTICLE 5 GPA_4005 Bagged Oranges 3 kg

ARTICLE 6 GPA_4006 Strawberries 500 g

ARTICLE 7 GPA_4007 Bagged Apple, Braeburn Cat.

I, 2 kg

ARTICLE 8 GPA_4008 Cherries, sweet 500 g

ARTICLE 9 GPA_4009 Broccoli

ARTICLE 10 GPA_4010 Cauliflower

ARTICLE 11 GPA_4011 Iceberg Lettuce

ARTICLE 12 GPA_4012 Tomatoes

ARTICLE 13 GPA_4013 Premium Potatos 'Siglinde', 3kg bag

ARTICLE 14 GPA_4014 Carrots, 1 kg bag

ARTICLE 15 GPA_4015 Bagged Premium BeefsteakTomatoes, 6 EA

ARTICLE 16 GPA_4016 Bagged Sweet Onions, 12 EA

ARTICLE 17 GPA_4017 Lax, Atlantic

ARTICLE 18 GPA_4018 Trout

ARTICLE 19 GPA_4019 Halibut

ARTICLE 20 GPA_4020 Eel

ARTICLE 21 GPA_4021 Bagged Mussels, 2 kg

ARTICLE 22 GPA_4022 Bagged Shrimps, 250 g

ARTICLE 23 GPA_4023 Lobster

ARTICLE 24 GPA_4024 Prawn, 500 g






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RETAIL

STORES GP01, GP02, GP04 and GP05






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3 Process Overview Table

Step

(Chapter)

Step name NWBC Rolename*

TransactionCode

ExpectedResults

Maintain Area of Responsibility PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

Store managers create storeorders for their perishable items

(see 0702_BPM_Store_order)

Store orders

4. Process: Rush Ordering

4.1 Monitoring goods movement inthe article status monitor

PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

4.2 Identifying shortage and surplus PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

4.3 Vendor selection PERISHABLES

BUYER orPERISHABLESBUYER(MANAGER)

4.4 Purchase order creation PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

Purchaseorder

5. Process: Ordering

5.1 Procurement by article / vendorview


5.2 Monitoring statistical data /forecast data, store orders andstock situation







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Step

(Chapter)


TransactionCode

ExpectedResults

5.3 Article / vendor selection PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

5.4 Purchase order / collectivepurchase order creation


Purchaseorder /collectivepurchaseorder

6. Process: Distribution ofordered articles

6.1 Article selection in distribution list PERISHABLESBUYER or

PERISHABLESBUYER(MANAGER)

6.2 Check order / stock quantity e. g.identify shortage


6.3 Check distribution

strategy / fair share

rule selection (optional)

PERISHABLESBUYER orPERISHABLESBUYER

(MANAGER)6.4 Distribute article /

change stock

transport order


Stocktransport order

6.5 Optional: Manual articlereplacement in the distribution list


7. Process: Distribution of articles

(push)

7.1 Article selection in distribution list PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

7.2 Distribution strategy / fair sharerule selection

PERISHABLESBUYER or






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Step

(Chapter)


TransactionCode

ExpectedResults

PERISHABLESBUYER(MANAGER)

7.3 Stock transport order creation PERISHABLESBUYER orPERISHABLESBUYER(MANAGER)

Stocktransport order

*The roles listed above must have been installed to test this scenario in the SAP NetWeaver BusinessClient (NWBC). They must be assigned to the users testing this scenario.






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4 Process description for rush ordering

The procurement process gives you different possibilities of maintaining the procurement list andprocuring. The ordering process can be distinguished in the manner of the entry point. You can start thisprocess in the Article Status Monitor and use the possibility for Rush Ordering or you can start directlywith the (Regular) Ordering process in the procurement list.

Now we will first give you an overview about the possibility of rush ordering.

Situation: Perishables buyer recognizes in the morning that most of the stores have ordered GoldenDelicious Apples (GPA_4004). He notices that not enough stock and also no open (external) purchaseorder quantity exists. So he decides to order immediately the Golden Delicious Apples.

Prerequisite is chapter 2.1.4 Store Order Creation.

4.1 Monitoring goods movement in the Article StatusMonitor

Use

As a Perishables Buyer you can start your daily work with opening the Article Status Monitor. Thissnapshot provides you an overview of relevant article key figures such as the stock quantity, order status,open external orders and open recipient orders for which you are responsible for.

.

Procedure



NWBC Perishables Procurement Procurement and Distribution


2. On the „Perishables Procurement ‟ Tab you can see for which DC‟s you are responsible for. In this

demo case the buyer is responsible only for one DC „GP00‟. Press now button: Open Article StatusMonitor .






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Received Recipient Order Status: example: 3 out of 18 -> Here you have an overview how manystores or customer (you are responsible for e. g. total 18 stores – 3 stores ordered) have ordered untilnow.

3. On the „Open Article Status Monitor’ you get an overview of the article situation of today (snapshot ofthe current situation) in the selected distribution center. Please remember that you can see only therecipient order quantity (store order) with goods issue date of today.

Following key figures can be shown in the status monitor:

Article ID

Article short text

Stock quantity

Open order quantity

Recipients order quantity

Shortage and surplus quantity

Today created open purchase order

You have the possibility to hide or unhide the columns, sort, filter and change the display of the table.

Here for use icon Settings .






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4. Click on the Article description field of article GPA_4004. Additional master data will appear.

5. Optional: It is possible to add a article to the status monitor. Click on button: Add Article. Followingsearch box will appear. Enter now article: GPA_4024 and choose „My Area of Responsibility‟ and clickon button: Go. Then select the article and choose button: Ok .

With button: Remove Article you can remove an article from your status monitor.

6. If there are some orders created for today, you can click on the Recipient Order Quantity for onespecific article to have a detailed look on these orders.

7. You can also export the results of the status monitor to MS Excel with button: Export .

4.2 Identifying shortage and surplus

UseIn this step you identify that article GPA_4004 has no available stock but there are existing orders fromstore.

Procedure








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NWBC Perishables Procurement Procurement and Distribution Article Status Monitor (for GP00)


2. On the Article Status Monitor click on Short/Surplus Qty column to sort/display Articles with low ornegative value on the top. Articles with low or negative value can be identified for rush ordering.

3. Select an article which you have identified for rush ordering. In our demo case select article:GPA_4004.

4. Press button: Quick Procurement .

5. Procurement list appears. Within the procurement list you can see your selected article. Now you canorder this article immediately. Continue now with the next step „Vendor selection‟.

4.3 Vendor selection

Use

You are in the procurement list and your identified article for rush ordering is displayed on your screen.Detailed information about the procurement list can be found in chapter: 5.1. Procurement by article /vendor .

Now you will choose a vendor for the procurement. Please remember that you have maintained in thearticle settings 1 day delivery time to supplying plant. So you can‟t see a vendor in the vendor table.

It is possible to add additional vendor(s) to the table. This vendor must not be defined in the area ofresponsibility. Purchase Price can be entered ad hoc. Prerequisite is that vendor master data exists inSAP ERP System. An existing purchase info record is not necessary. In our demo case you have to addfor delivery of today an additional vendor.

Procedure

1. In the table „Available Vendors for Time of Procurement you have first to add a vendor in our democase (both perishables vendors have a delivery time of 1 day – so they are not displayedautomatically in the vendor list.)

2. Please choose button: Add vendor and select vendor Perishable Food Retailer (GPA-V311).

Only vendors, which you have defined in the area of responsibility, the article settings and who areable to deliver according to their planned delivery time, will be proposed in the vendor table. The planneddelivery time of each vendor is defined in the purchasing view in the vendor master data. Please note theplanned delivery time in the article master data. Only vendors with no planned delivery time will bedisplayed in the procurement list when default setting of delivery timeframe is the day of today.






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3. Enter following order quantity in the „Available vendors for time of procurement‟ table for vendorPerishable Food Retailer (GPA-V311):


Order Quantity 10

4. Now you can go on with the next step „Purchase order creation‟.

4.4 Purchase order creation

UseYou are in the procurement list and you have maintained the order quantity for your article which you wantto order immediately. You will now create the purchase order.

Procedure1. Choose button: Create Order ..

2. The red light in the field „Can deliver?‟ is only an informative field and a purchase order can becreated (perhaps after a phone call with the vendor).

3. See message log: Standard PO created under the number 45xxxxxx for vendor GPA-V311.

ResultExternal Purchase Order was created.






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5 Process description for ordering

You can also access the Procurement List directly from the work center to start the process of perishablesprocurement. This list supports you with all necessary information (e.g. price, quantity, delivery date etc.)to manage your purchasing decisions across the company.

The planning / ordering of articles take place in the procurement list. The ordering process is referring to achosen distribution center.

Situation: The time slot for ordering of the stores is over and the perishables buyer is going to create theexternal purchase orders for the next day or for the next delivery day of the vendor.

The ordering process is a main process in the day work of a perishables buyer.

5.1 Procurement by articleIn the procurement list you are able to order the articles by article or by vendor view.

5.1.1 Procurement by article view

UseThe procurement list shows the list of all articles you are responsible for. The responsibility is defined inthe „Area of responsibility‟. (See chapter: 2.2.2. Settings: Maintain Area of Responsibility).

We first have a look in the „procurement list by article‟ to explain the main functionality of the procurementlist.

In our demo scenario the Perishables Buyer begins with ordering article GPA_4002 Grapefruits fromdifferent vendors.

Procedure



NWBC Perishables Procurement Procurement and Distribution Procure Articles (for GP00)







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2. Select article Grapefruits (GPA_4002) from list „Planned orders‟.

3. Choose Article Settings to have a closer look about the article details, supplying plants, vendors andthe recipients.

4. Go back to the Procurement list.

5. All necessary information and key figures in the middle of the screens are related to the selectedarticle and its delivery date. The delivery date is default set the day of today, but notice that you havechanged in the Article settings the Delivery Date to SPlt with „+1 day‟. If you plan articles for anotherdate you can select the specific date.

6. The buyer can choose a horizon. The horizon specifies the date range for the time of procurement,together with the delivery date. This field influences such fields as open order quantities, forecast andso on.

7. You can find information on the screen when a promotion exists for the article in the selected time

frame.






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5.1.2 Monitoring statistical data, store orders and stock situation

UseWithin the procurement list you can monitor store orders, stock and statistical data. Statistical data except„Open Order Quantities‟ are stored in SAP BW. An active BW connection and appropriate settings arenecessary for using the statistical data from BW. In the grocery core package SAP BW System is out ofscope.

Procedure

1. Check the current stock quantity. Is there enough stock available?

2. Check if an external purchase order already exists (see field: Open Order Quantity). When a purchaseorder exists you can click on the quantity to navigate to the purchase order.

3. In the middle of the screen you have also an overview about existing recipient order quantities andforecast consumption quantities.

4. You have the possibility to compare the requested order quantities from stores/customers withstatistical store / customer orders from e. g. last week. For that go to „Statistical area‟ (in the middle ofthe screen -> if the statistical data aren‟t active, the table of the statistical area is hidden). For displayof the statistical data (except „Open Order Quantity -> the data are stored in the connected ERPSystem) an active BW connection and appropriate settings are necessary.

5. Choose tab „Open Order Quantity‟ in the statistical data area.

6. Click on button: Add Period. A separate window appears.

7. Select e. g. „Year 2012‟ and „Daily Average‟, then click on button: Ok. The selected date and valueswill be displayed.






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5.1.3 Vendor selection

1. Go to list „Available vendors for time of procurement‟. Only vendors that are able to deliver accordingtheir planned delivery time will be proposed in the list. Enter for each vendor the order quantity of 5CAR in field „Order quantity‟.

You can use a quota arrangement for your procurement. Please note that the button AssignQuota is only active when there is a quota arrangement assigned to the selected article. After clickingon button Assign Quota a popup „Procurement list application‟ appears. Enter now the procurementquantity and click on button: Ok. The procurement quantity will be split among the displayed vendors.

2. It is possible to add additional vendor(s) to the table. This vendor must not be defined in the area ofresponsibility. Purchase Price can be entered ad hoc. Prerequisite is that vendor master data exists inSAP ERP System. An existing purchase info record is not necessary.

Click on button: Add vendor. Popup appears. Choose „Search all vendors‟ and press button go. Listwith all available vendors in ERP System appears. Select now vendor: GPA-V322. And press buttonok.Vendor GPA-V322 appears in the vendor table. Enter now into Order Qty field: 5. (EA) and into fieldPurchase Price: 0,47.

3. Press Enter .

4. The quantities appear in the list on the left-hand side.

With button Clear it‟s possible to delete the quantities on in the planned procurement list (leftside table).






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5.1.4 Purchase order / collective purchase order creation

Use

After the Buyer has planned his purchasing quantities, he creates the purchase orders inone single step.

Procedure1. You are in the procurement list by article and you have chosen a article. You have also entered the

quantity for vendors into the available vendors to time of procurement table.

2. Click on button: Create Order .

3. All successful created PO‟s incl. the corresponding PO numbers will be displayed on the upper area

of the Procurement List screen.

4. You have the option to open the created PO documents directly in the backend system (ERP). Forthat open dropdown list „You can also‟ from the right hand side of Procurement List screen andchoose „Display Article Status Monitor‟ from list. The Article Status Monitor for DC GP00 appears. Goto column „Open Order created today‟ search article Grapefruits (GP_4002) and click on the Openorder field. A Popup „Orders created today for Article Grapefruits appears. Make now a double clickon the first PO number from the list. You will switch directly into the generated PO document in thebackend system.

5. Click on button: Close to return to „Procurement and Distribution‟ area.

Collective purchase order creation

If you want to use the functionality of collective purchase order creation, following steps are necessary:

1. In the Article Master Data of SAP ERP System a distribution profile (e. g. GP4) must be chosen in theLogistic: Distribution Center view.



NWBC Perishables Procurement Article Range


3. Click on Article ID field of article: GPA_4010. Article settings of this article appears.

4. Choose tab Supplying Plants.

5. Choose Procurement Defaults: Default Order Type: Collective Order.

6. Choose button: Save.






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Default Order Type can be only changed when distribution profile is maintained in the article masterdata.

7. Choose button: Close to leave article settings.

8. Choose button: Close to leave article range and access the transaction choosing the followingnavigation option:




9. Choose article: GPA_4010 on the left hand side in the procurement list: Planned orders. Enter

following data on the right hand side:

Distribution Quantity: 8Distribution Strategy: Equal Distribution

10. Choose button: Quantity Assignment Details.

11. Recipient list appears. Here you can see how much cartons the stores will get.

12. Click button: Ok .

13. Enter now the cumulated order quantity into the vendor table:

14. Click on button: Create Order . Message log appears:






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5.2 Procurement by vendor

The view „Procurement by Vendors‟ provides the same information as the previous view

(„Procurement by Article‟), but from a different angle.

5.2.1 Procurement by vendor view

UseThe Buyer continues with his procurement. He chooses the tab „Procurement by Vendors‟. He will noworder all articles from one vendor.

In our demo scenario the buyer plans to order article GPA_4007 - GPA_4009 only from vendor GP-V312.

Procedure





2. Choose tab: Procurements by Vendors.

3. Choose vendor: GP-V312 in the list on the left hand side.

4. All related articles, which the vendor is able to deliver to the specified delivery date, appear on the lefthand side.






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5. With button: Delete Item you can temporary delete a vendor from your vendor list.

6. With button: Export you can export the list to Microsoft Excel.

7. With button: Add vendor you can add another vendor to the planned orders list (list on the left handside).

8. With the buttons you can change the settings of the table and you can set filter e. g. for faster

searching a specific article.

9. With button: Vendor Settings you can navigate to the vendor details.

5.2.2 Monitoring Forecast data, store orders and stock situation

1. You are in tab: Procurement by vendors. Go to „Available Article for Time of Procurement‟ list. In thislist you can see all articles which are related to the specified vendor and which can be delivered onthe chosen delivery day. In this table you can monitor forecast data (forecast data are not maintainedin the demo system), existing store orders and the stock quantity.Check now if store orders exists and the stock situation.

2. With the buttons you can change the settings of the table and you can set filter e. g. for fastersearching a specific article.

3. For monitoring the statistical data for a specific article you have to change the view – that means youhave to go to tab: procurement by article and choose your article. Now you can see on the right handside the related statistical data.

5.2.3 Article selection

1. You are in tab: Procurement by vendors. Go to „Available Article for Time of Procurement‟ list. In thislist you can see all articles which are related to the specified vendor and which the vendor can deliveron the chosen delivery day. It is possible to take a delivery date in the future.

2. Enter now on the right hand side in the „Available Article for Time of Procurement‟ list an orderquantity for following articles.


Comment

GP_4007 10 CAR

GP_4008 10 CAR

GP_4009 10 CAR






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5.2.4 Purchase order / collective purchase order creation

1. You are in the procurement list by vendor and you have chosen a vendor. You have also entered thequantity for the articles in the „available Articles for the time of procurement‟ list.

2. Choose button: Create Single Order.

3. Message log appears:

You can create directly a purchase order for a particular vendor by using button: Single Order (for thevendor that is selected in the table on the left hand side) or you can use button: Create order after youhave entered for all vendors quantities.






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6 Process description for distribution of articlesordered by stores

The process of distribution enables the perishables buyer to distribute articles from the DC to therecipients, which were defined in the Area of Responsibility. The buyer can distribute ordered articles orpush articles to the recipients. The Distribution process can be done manually or based on predefineddistribution strategies including Fair-Share. The push process is described in chapter 7.

Situation: Time point in the day work for distribution is reached. The perishables buyer has monitored thestore and customer orders and he recognizes that enough stock is available for all ordered articles. Nowhe begins to distribute the store orders.

Prerequisite

The articles, which you want to distribute, should be on stock. Please create the goods receipt for theopen purchase orders from chapter 5. (see detailed description in 0501_BPM_GR_DC.doc)

You can also directly post goods receipt via Transaction MB1C as described in chapter 2.1.3. (only fordemo purpose!) for the articles: GPA_4001 – GPA_4008. For GPA_4009 only 20kg.

Another requirement is that store orders exist. For better demonstration please create a store order foreach store: GP01, GP02, GP04 and GP05 with following articles: GPA_4001 – GPA_4008. (For storeorder creation see document: 0702_BPM_Store_order) or see chapter 2.1.4.

Please create also for article GPA_4009 store orders with 5 CAR for GP01 and 6 CAR for GP02 with

delivery date of today.

6.1 Article selection in distribution list

UseThe Buyer identifies which articles need to be distributed to the recipients.

Procedure



NWBC Perishables Procurement Procurement and Distribution Distribute Articles (for GP00)







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2. Distribution list appears:

Refresh button: after pressing this button recipient order quantity or open order quantity will beupdated, when a purchase order or a stock transport order was created. On stock quantity will beupdated when you close and open again the distribution list, because the most buyers receive stockquantity information once or twice a day.

3. Goods Issue Date from Splt. is the day of today. It is possible to choose another goods issue date.

4. It is also possible to export the list to Microsoft Excel. For that choose button: Export .

5. The table can be maintained with the buttons: .

6. The list contains all articles which the buyer is responsible for. With button: Add Article, you can add aarticle from another buyer to your distribution list.

Click on button: Add Article. Select All areas of responsibility and choose button: Go. Now searchresult table appears. You can choose a article and press button: Ok. The selected article will bedisplayed now in the distribution list.

6.2 Check order / stock quantity e. g. identify shortage

1. You are in the distribution list for GP00 and you will now have a look at the existing store orders.

2. Select article GP_4009 (highlight article) in the list and click on the appending field Recipient OrderQuantity . Recipient Order Detail box appears.






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3. You can now navigate with click on the recipient order number to the existing store order in theconnected backend system.

4. Click on button: OK to close the recipient order detail box.

5. Check now if enough stock is available for the existing store orders. For that have a look at thecolumns „recipient order quantity ‟ and on „stock quantity ‟ and „short/surplus qty ‟.

6. In our case article GP_4009 has not enough stock. If you haven‟t select the article until now pleaseselect this article (highlight this article). The buttons: Display Statistical Data, Quantity AssignmentDetails and Quick Procurement are now active.

7. Choose button: Quantity Assignment Details .

6.3 Check distribution strategy / fair share rule selection(optional)

1. You are in the distribution list for GP00 and you have select article GP_4009. Then you have chosenbutton: Quantity Assignment Details and following screen appears.

2. Select now Distribution Strategy: Manual distribution.






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Following standard distribution strategies are available:

Manual Distribution

This means that no automatic distribution will be performed. The buyer only has the options tochange, create or delete distribution quantities manually.

Equal Distribution

The system will deploy the same quantity to every recipient independently, regardless of existingdemands. Deviations from equal quantity can be caused by rounding effects.

Pull to Demand

The system will try to exactly cover the demand quantities from the destination locations. If thedeployed quantity is less than the sum of the considered demand quantities, a fair share strategywill be used. If the deployed quantity exceeds the sum of the considered demand quantities, at

most a part of the deployed quantity will be distributed to completely cover all demands.

Push to Demand

The system will deploy the complete distribution quantity, which will be distributed proportionatelyto the considered demands. If the sum of the considered demand quantities exceeds the deployedquantity, it will be distributed using the same logic.

Push to Quota

The system will deploy the complete deploy quantity proportional to quotations the buyer hasmaintained in buyer settings. The quotations are maintained dependent on the supplying plant,

the article and the recipients.

Own distribution strategies can be implemented.

The fair share rule will be used in situations where the demand exceeds the distribution quantity. Usingthe fair share rule, the buyer is able quickly react to shortage situations and handle the distributiondifferently, e. g. by distributing the available quantity only to the most important recipients. Standard FairShare Rules and standard Rounding Rules are available (detailed description can be found in the0308_CG_Perishables_Procurement.doc).

3. Enter in field Distribution Quantity the whole on stock quantity.

4. Change now manually the delivery quantity. Distribute the whole on stock quantity to the stores.

5. With button : It‟s possible to add a recipient to the recipient list in the „ Quantity Assignment Details‟ Screen. In this demo we won‟t choose an additional recipient.

6. Press button: Ok .

7. Now you can see in field Distribution quantity (in the distribution list) your manual distribute quantity.






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A different alternative working procedure is presented here with the following:

8. You decide to take over the order quantities for the other articles in one single step by usingdistribution strategy „Pull to Demand‟. For that select (highlight) the article you want to distribute.

9. Click on button „Take Recipient Orders Quantity‟ . The ordered quantity from therecipients will be copied automatically into field „Distribution Quantity‟ . The distribution strategy, whichis displayed in the distribution list for every article will be applied automatically.

Optional: You can click on button „Quantity Assignment Details‟ and click within the „Quantity Assignment Details‟ Screen the button: Take Rec. Orders Qty.

Or you enter first in the „Quantity Assignment Details‟ Screen the whole distribution quantity in field

, check then if distribution strategy is „Pull to the Demand ‟ andclick on button: Apply . Afterwards you have to click on button: Ok .

6.4 Distribute article / change stock transport order

After planning and managing the distribution process, the buyer creates the corresponding stocktransport orders in one single step.

1. Click on button: Distribute in the distribution list.

2. Confirm the following Pop-up with "No".






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3. Message log appears:

Only in case that stock transfer orders are changed\created the corresponding document number willbe displayed on the upper area of the distribution list screen.

4. Click on button „Close‟ to return to „Procurement and Distribution‟ area.

It‟s also possible to initiate the procurement process by creating first stock transfer orders out of thedistribution list and then the external orders via the procurement list.

6.5 Optional: Manual article replacement in distribution list

The process of replacement of an article within distribution list enables the perishables buyer to replace adhoc an article in existing store orders (or customer orders) which is not available with another article.

Situation: The perishables buyer is in the distribution process. He recognizes that store GP01, GP02 andGP05 have ordered 2 CAR of article GPA_4004 and there is not enough stock available. He decides adhoc to distribute article GPA_4025 instead of GPA_4004. GPA_4025 has enough stock.

Prerequisite

The article GPA_4025, which you want to distribute, should be on stock (at least 6 CAR = 36 kg). You cancreate stock quantity on the way which is described in chapter 2.1.3. (only for demo purpose!) .






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Another requirement is that store orders exist for article GPA_4004. Please create a store order with 2CAR for each store: GP01, GP02, GP04 and GP05 with article: GPA_4004.

Procedure





2. Highlight GPA_4004 and choose button: Quantity Assignment Details. You can see the existing storeorders.

3. Choose button: Cancel to leave these screen.

4. You are again in the distribution list and choose now button: Replace Article. Following screenappears:






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5. Enter Article ID: GPA_4025 and choose flag for „Set Recipient Order Quantities of Replaced Article to

Zero.

With flagging „Set Recipient Order Quantities of Replaced Article to Zero‟ the existing store ordersfor article GPA_4004 will be changed. The delivery quantity for GPA_4004 will be to zero.

After distributing you can check this in your ERP System with Transaction: ME23N. Select one ofyour created stock transport order.

Highlight the article and choose within Transaction ME23N -> Menu -> Environment -> Item changes.You can see the old ordered quantity.

6. Choose button: Go. Search result for GPA_4025 appears in the table.

7. Select article GPA_4025 in the table and choose button: OK.

8. Following log within the distribution list appears:






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You can see now that for article GPA_4004 the existing store orders won‟t be displayed anymore.But for article GPA_4025 you can see a new distribution quantity of 36 kg (6 CAR).

9. Choose now button: Distribute. Following pop up appears:

10. Choose button: No. (That means distribution quantity for other articles won‟t be deleted).

11. Log appears. Distribution is carried out.

12.Click on the quantity in field „Rec Order Quantity‟ of article GPA_4025.

Following pop up appears:






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Another example for replacement:

Situation: The perishables buyer is in the distribution process. He recognizes that store GP04 hasordered, 10 CAR (in totality 150 kg) of article GPA_4012 (Tomatoes) and there is not enough stockavailable. He decides ad hoc to distribute article GPA_4015 (Bagged Premium Beefsteak Tomatos)instead of GPA_4012. GPA_4015 has enough stock.

Prerequisite

The article GPA_4015, which you want to distribute, should be on stock (at least 10 CAR = 20 PC a 6 EA).You can create stock quantity on the way which is described in chapter 2.1.3. (only for demo purpose!) .

Another requirement is that store orders exist for article GPA_4012. Please create a store order with 10CAR for store GP02 with article: GPA_4012.

Procedure





2. Highlight article GPA_4012 and choose button: Replace Article.

3. Enter in the Search pop up Article ID: GPA_4015 and flag „Set Recipient Order Quantities of Replaced Article to Zero. Choose now button: Go.






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4. Select now Search Result: GPA_4015 and choose button: Ok.Following popup appears:

When the Base Unit of Measure of the article which you want to distribute is not the same UoMlike the UoM of the article which you want to replace, you have to specify a conversion factor. That

means you can decide now if the system should calculate for 1 kg of the ordered tomatoes(GPA_4012) to deliver 1 PC (that means 1 package a 6 Premium Beefsteak Tomatoes) of articleGPA_4015. In 1 CAR of GPA_4015 are 20 PC (20 Package a 6 Premium Beefsteak Tomatoes) . It‟spossible to the conversion factor in this pop up.

5. In our demo case we choose button ok.

6. Following log appears. The system has calculated the quantity for article GPA_4015. In our demo caseit‟s possible to order the article in PC or in CAR. The Base Unit of Measure is PC. So the system hascalculated 150 PC (7,5 CAR).






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7 Process description for distribution of articles(push)

Situation: The buyer wants to push e. g. new listed articles or articles with overstock, to the stores. Thearticles have not been ordered by the stores, so no store orders exist for these articles.

Prerequisite

The article, which you want to distribute, should be on stock. Please create stock quantity on the waywhich is described in chapter 2.1.3. (only for demo purpose!) for the article: GP_4011.

7.1 Article selection in distribution list

UseThe Buyer selects an article which is listed in the distribution list or he adds a new article to the distributionlist. In our demo case he selects article GPA_4011.

Procedure





2. Distribution list appears:






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3. Goods Issue Date from Splt. is the day of today. It is possible to choose another goods issue date.

4. The table can be maintained with the buttons: .

5. The list contains all articles which the buyer is responsible for. Select (highlight) now article GP_4011.

6. The buttons: Display Statistical Data, Quantity Assignment Details and Quick Procurement are now

active. Choose button: Quantity Assignment Details .

7.2 Distribution strategy / fair share rule selection (optional)

1. You are in the distribution list for GP00 and you have selected article GPA_4011. Then you havechosen button: Quantity Assignment Details and following screen appears.






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2. Select now Distribution Strategy: Equal Distribution.

The system will deploy the same quantity to every recipient independently, regardless of existingdemands. Deviations from equal quantity can be caused by rounding effects

Following standard distribution strategies (described in chapter 6.3) are available:

o Manual Distribution

o Equal Distribution

o Pull to Demand

o Push to Demand

o Push to Quota

Own distribution strategies can be implemented.

The fair share rule will be used in situations where the demand exceeds the distribution quantity. Usingthe fair share rule, the buyer is able quickly react to shortage situations and handle the distributiondifferently, e. g. by distributing the available quantity only to the most important recipients. Standard FairShare Rules and standard Rounding Rules are available (detailed description can be found in thebusiness process manual).

3. Enter in field Distribution Quantity the whole on stock quantity.

4. Choose now button: Apply .

5. With button: Add recipient - It‟s possible to add a recipient to the recipient list in the „Quantity Assignment Details‟ Screen.

6. Press button: ok.

7. Choose button: Yes.





7.3 Create stock transport order

After planning and managing the distribution process, the buyer creates the corresponding stocktransport orders in one single step.

1. Click on button: Distribute in the distribution list.

2. Message log appears.

3. It‟s also possible to initiate the procurement process by creating first stock transfer orders out of thedistribution list and then the external orders via the procurement list.

4. Click on button „Close‟ to return to „Procurement and Distribution‟ area.

0308 bpm perishables procurement

Documents