bpm purchase order creation

Starter pack for grocery retailing

July 2012

English

0303: Purchase Order CreationBusiness Process Manual

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

Starter pack for grocery retailing0303: Purchase Order Creation - Business Process Manual

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Contents

Purchase Order Creation..................................................................................................................... 51 Purpose........................................................................................................................................ 5

1.1 Process Flow.........................................................................................................................52 Prerequisite.................................................................................................................................. 6

2.1 Related Master Data..............................................................................................................63 Process Overview Table...............................................................................................................74 Process description...................................................................................................................... 8

4.1 Convert the Purchase Requisition to a Purchase Order........................................................84.1.1 Convert the Purchase Requisition out of the Stock/Requirements List..........................84.1.2 Purchase Order creation with Reference to the Purchase Requisition (ME21N)............94.1.3 Automatic Conversion of the Purchase Requisition to a Purchase Order.....................10

4.2 Purchase Order Monitoring.................................................................................................114.2.1 Display Open Purchase Orders....................................................................................114.2.2 Display Status Data for the Purchase Order Header....................................................124.2.3 Display the Purchase Order History.............................................................................12

4.3 Requirements Planning Workbench....................................................................................134.3.1 Online Requirements Planning.....................................................................................144.3.2 Order Cancellation.......................................................................................................16

4.4 Order Release..................................................................................................................... 174.5 Message Determination.......................................................................................................18

4.5.1 Display/ Execute message Output...............................................................................18



Purchase Order Creation

1 PurposeThis business process is suitable to cover the requirements of merchandise for your stores, distribution centers and customers. These requirements were either entered manually or were determined automatically by the requirements planning, store order, promotion, Collective Purchase Order and Allocation functionality in the system. The requirements exist in the system either in the form of purchase requisitions or as purchase orders, for which you have to enter details such as the vendor or the delivery date.You procure the merchandise in one or more steps. You can place a purchase order with an external vendor, your own distribution center or in certain circumstances a store. Stock transfers within your company and return deliveries are handled in purchase ordersYou can use purchase orders for once-only procurement transactions. If, for example, you wish to procure a material from a vendor only once, you create a purchase order. If you are thinking of entering into a longer-term supply relationship with this vendor, it is advisable to set up an outline agreement, since this usually results in more favorable conditions of purchase. In the interests of optimized purchasing, the PO quantity can be rounded in the course of PO processing to allow full advantage to be taken of negotiated conditions or to optimize utilization of existing transport capacities.

1.1 Process Flow



2 Prerequisite2.1 Related Master Data

Generic Art. Single Art.

Article GPA_1044001-006

GPA_1045

Vendor GPA-V322 GPA-V322



3 Process Overview Table

Step Step Name NWBC Role name*

Transaction Code

Expected Results

4.1.1 Display list of purchase requisitions

PO POWER ME5A To see all assigned purchase requisitions (by purchasing group, material, plant)

Quotation

4.1.2 Purchase Order creation with Reference to the Purchase Requisition (ME21N)

PO POWER ME21N A purchase order for the required article is created.

4.1.3 Change purchase order

PO POWER ME22N The purchase order is amended as necessary

4.1.4 Automatic Conversion of the Purchase Requisition to a Purchase Order

PO POWER ME59N

4.2 Purchase Order Monitoring

PO POWER ME2L; ME23N

4.4 Order Release PO POWER ME28 The purchase order may need to be released by multiple people depending on its value. Once the last person has released the purchase order can be output (print, EDI) the purchase order

4.5 Message Determination

PO POWER ME9F



4 Process description4.1 Convert the Purchase Requisition to a Purchase Order

4.1.1 Purchase Order creation with Reference to the Purchase Requisition (ME21N)

UseThe second option to convert the purchase requisitions into Purchase Order is to create the purchase order with reference to the purchase requisitions.

Procedure1. Access the transaction using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Logistics Retailing Purchasing Purchase Order Purchase Order Create Vendor Known

Transaction code ME21N

Option 2 : SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business Role PO POWER

1. On the Create Purchase Order screen, make the following entries:

Field name Description User action and values

Comment

Order type Standard PO

Vendor Vendor domestic(300000)

Org. data tab Choose

Purchasing org. Purch. Org. 1000

Purchasing Org.

Purchasing group 100 Group 100

Company Code Company Code 1000

Expand "Item overview"

Choose If item overview window is not visible

Material H11 Or other materials described in this business procedure

Order quantity 100 Or any other value

Delivery date Any, in future



Field name Description User action and values

Comment

Plant Plant 1 (1000)

Distribution Center

Storage location Lean WM (1050)

Target storage location

2. Choose Execute.3. Save your entries.

ResultStandard PO created. Make a note of the PO number.



4.1.2 Automatic Conversion of the Purchase Requisition to a Purchase Order

UseThe third option to convert the purchase requisitions into purchase order is to create the purchase order automatically. This functionality will be usually used to convert the purchase requisitions automatically into purchase order.



SAP Menu Logistics Retailing Purchasing Requirements planning Purchase Order Create Automatically via Purchase Requisition




2. On the “Automatic Creation of Purchase Orders from Requisitions” screen, make the following entries:

Field name Description User action and values Note

Purchasing group 102

Purch. Organization 1000

Vendor GPA-V322

Site GP00

Test run select

- Here we have the possibility to create a variant ‘ ’ for the ‘Automatic Creation of Purchase Orders from Requisitions (TA ‘ME59N’) to separate different execution intervals for perishable article with PurchaseGroup-101 and other article with PurchaseGroup-102

3. Choose Execute.4. If there is a message saying, “Test run successful”, please choose Back and unmark Test run.5. Choose Execute.

ResultPurchase Order 450000 was created. The row is green. Note the purchase order number.

6. Choose back ‘ ’ or F3 on the keyboard.



4.2 Purchase Order MonitoringAs the person responsible for purchasing, you will want to gain an overview of your vendors and purchasing organizations from time to time. For example, you want to find out:

Which purchase orders were made with a particular vendor in a particular period. For how many purchase orders, have goods already been received. Whether a vendor has made a full or partial delivery.

Whether a vendor meets deadlines.

4.2.1 Display Open Purchase Orders

UseYou can run reports analyzing purchase orders according to a variety of criteria. A number of different analyses are available in the system:

List displays for the vendor, article, merchandise category, and supplying site. Analyses according to purchasing group, merchandise category, for example.

You can display open purchase orders, although you have to choose a suitable scope of list. You can set the scope of the list by choosing the following Transaction Code: SPRO SAP Reference IMG Materials Management Purchasing Reporting Maintain Purchasing Lists Scope of List Define Scope of List. Choose Item “Best” and press Detail.



SAP Menu Logistics Retailing Purchasing Purchase order Purchase order List Display By Vendor

Transaction code ME2L



2. On the “Purchasing Documents per Vendor” screen, make the following entries.


Vendor GPA-V322

3. Choose Execute.4. Choose a purchase order.5. Choose Display document.




7. Choose Print review.

8. Choose back ‘ ’ or F3 on the keyboard.9. Choose a purchase order item10. Choose Display delivery schedule.

11. Choose back twice ‘ ’ or F3 on the keyboard.

4.2.2 Display Status Data for the Purchase Order Header

UseThe purchase order header contains information relating to the entire document (total purchase order value, for example).



SAP Menu Logistics Retailing Purchasing Purchase order Purchase order Display




2. On the “Display Purchase Order” screen choose Document overview on.3. Choose My purchase orders under the “Selection variant” section. Then double-click on the

purchase order number.4. Go to “Status” tab.

4.2.3 Display the Purchase Order History

UseAll transactions for a purchase order item (goods receipts and item invoice receipts) are documented in the purchase order history. This is a dynamic tab that is only displayed when a purchase order history exists for the document.

Procedure1. Expend item details.2. Go to “Delivery schedule” tab.




4.3 Order ReleaseUseA release procedure can be carried out for all purchasing documents and purchase requisitions. When a document is created, a release strategy is automatically assigned due to various conditions (the value, for example). It defines which employees, departments, or other organizational units have to release the document in which order. Once all those involved have released the document, the document can be processed further. This procedure aims to allow signatures to be provided electronically rather than manually while retaining the dual control principle. The employee responsible processes the purchasing document in the system and flags it as "seen by responsible individual", "in process", or "per program". Purchase orders have to be released (see Customizing Guide), that means, for example automatically generated purchase orders are blocked and has to be released before it can be sent to the vendor. Purchasing documents are always released at header level. You can also use the SAP Business Workflow. A work item in their inbox informs agents that a document has to be released. The document is released when the work item is processed.

Procedure1. Access the following transaction by using one of the following navigation options:


SAP Menu Logistics Retailing Purchasing Requirements planning Purchase order Release

Transaction code ME28



2. On the “Release (Approve) Purchasing Documents” screen, make the following entries:


Release code 01

Set release Set indicator

Release prerequisite fulfilled

Set indicator

3. Choose Execute. (Release all existing purchase orders.)4. Position your cursor on the purchase order and choose Release.5. Choose Save.

.

ResultRelease effected with release code 01. The row becomes green. The release indicator changes from '1' to '2'.



6. Choose Back.

4.4 Message DeterminationFor transmitting the purchasing document to the vendor (e. g. via the regular postal service as a normal printed document, or as an email) the system generates a message for each document.

4.4.1 Display/ Execute message Output

1. Access the transaction using one of the following navigation options:


SAP Menu Logistics Retailing Purchasing Purchase order Purchase Order Messages Print/ Transmit

Transaction code ME9F



2. Enter Message Type: NEU; Application: ‘EF’; Purchase Oder Document Nr: (from chapter before).

3. Select Line with Purchase Order Number and choose Button ‘Output Message’.4. Choose Exit.
