procurement processes egn 5620 enterprise systems configuration spring, 2012 procurement processes...
TRANSCRIPT
Procurement Procurement Processes Processes
EGN 5620 Enterprise Systems Configuration EGN 5620 Enterprise Systems ConfigurationSpring, 2012Spring, 2012
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Procurement ProcessProcurement Process1. Requirements Determination – Requisition
request2. Request for Quotation (RFQ)3. Vendor Selection4. Order Processing - Purchase Order 5. Order Tracking 6. Goods Receipt and Inventory Management7. Invoice Receipt and Verification8. Payment
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Purchase Requisition (Request)Purchase Requisition (Request)
Is an internal documentRequests a certain quantity of certain
material (or service) on a certain dateIs generated:
◦Manually◦MRP (automatically), or◦Sales orders, etc.
With an optional request approval (or release) procedure
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Purchase Requisition SourcesPurchase Requisition SourcesNon-inventory items: manually specified
by the user department for:◦Office supplies,◦Project-specific materials, and◦Prototype materials
Inventory items: automatically created by a MRP/MPS planning mechanism for:◦Plant Maintenance◦Production Orders◦Sales Orders
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Purchase Requisition DataPurchase Requisition DataDefault data for line items (from the material
master, vendor info record, & user preferences)◦Delivery dates, ◦Plants, storage location◦Purchasing groups, etc.
Individual line item data◦Material, ◦Quantity, ◦Delivery date
Account assignment (if required)◦Cost center, ◦General Ledger accounts, ◦Project number, etc.
Check data
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Quotation ProcessQuotation Process
1. Request for Quotation (RFQ)2. Maintaining a Quotation3. Comparison of Prices4. Creating a Contract 5. Creating a Release Order
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Request for Quotation (RFQ)Request for Quotation (RFQ)
Is an invitation to a vendor to indicate their terms and conditions (in particular, their price) for the supply of a material (or service) by submitting a quotation
Identifies the required material, quantity, and delivery dates
Request for QuotationRequest for Quotation
An RFQ is an invitation to a vendor by a Purchasing Organization to submit a bid for the supply of materials or services◦ The accepted quotations will generate Purchasing
Information Records◦ Perform Quotation Price Comparisons◦ Finally Select a Quotation
PurReq.
generateRFQ
Vendor 1
Vendor 2
Vendor 3
Quote
Quote
Quote
P.O.45…12
RejectLetter
Eval.
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Maintaining a QuotationMaintaining a Quotation
1. Enter each vendor's quotation in the associated Request for Quotation (RFQ)
2. Compare prices using the price comparison list
3. Store the best quote in an info record4. Optionally, send rejection letters to the
losing bidders
Vendor EvaluationVendor Evaluation Evaluate vendors (for sourcing) with respect to:
Price◦Price Level◦Price History
Quality◦Goods Receipt◦Quality Audit◦Complaints/Rejection level
Delivery performance◦On-time delivery◦Quantity reliability◦Compliance with shipping instructions◦Confirmation Date
A scoring range (1 -100) may be used with weight factors to score each identified/qualified vendor.
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Comparison of PricesComparison of Prices
Compares the prices from all quotations from the competitive bidding process using a price comparison list
Ranks the quotations in the comparison list by item from the lowest to highest price
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Creating a Release OrderCreating a Release OrderRelease order is a purchase order that
references a contract; it specifies:◦Number of the contract◦Quantity to be released◦Delivery date
When a release order is created, release order documentation is automatically updated against the contract (including open quantity, quantity released to date, total value)
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Creating a Release Order (2)Creating a Release Order (2)The vendor data, price data, and the
delivery terms and conditions are copied directly to the release order
Release orders can be created from a proposed purchase requisition generated off a MRP run (net requirements)◦Automatically
◦Manually◦
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Purchase OrdersPurchase OrdersPurchase Orders are:
◦ a formal request to a vendor to provide materials or services◦ An internal planning and tracking tool
Purchase Orders specify:◦ Vendor◦ Material and/or service◦ Quantity and price◦ Delivery dates◦ Terms of payment
A purchase order can be for variety of purposes:◦ Standard Stock or Consumption◦ Services◦ Subcontracting◦ Consignment
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Business Process IntegrationBusiness Process Integration
FI
MM
SD
Rules
FI
MM
SD
Master D
ata
FI
MM
SD
FI SDMM
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Business Process IntegrationBusiness Process Integration
Purchase Process
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Rules (review)Rules (review)
Rules define the parameters for Master Data and Transactions
Rules determine functionality for Master Data and Transactions
Rules are relatively fixedRules change, when corporate policy
changes
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Rules (review)Rules (review)
Material Management• Fiscal Periods• Account Groups• Material Types• Plant Parameters• Purc./Rec./Inv.
Tolerances • Automatic Account
Assignment• Reservations• Material Group• Loading Group
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Transaction Data (review)Transaction Data (review)
Transaction data are application data; each transaction is dynamic and unique, unlike master data and organization data which do not change very often.
Transaction data use (is comprised of) organization data, master data, and rules
Transaction data includes internal and external exchanges that describe business activities
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Purchasing in SAP R/3 (review)Purchasing in SAP R/3 (review)The purchasing process resides in the Materials
Management (MM) module of SAP R/3 as well as the Finance (FI) module
Master data for the purchasing process exists in the (MM) and (FI) modules
The purchasing process may interface with the modules below:◦ Production Planning (to plan for production), ◦ Quality Management (to check quality at receipt), and ◦ Warehouse Management (to put away)
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Procurement Process (Procure-to-Pay)
Purchase Requisition
Paymentto Vendor
Notify Vendor
VendorShipment
InvoiceReceipt
GoodsReceipt
Purchase Order
3-WayMatch
Purchase Purchase Order in SAPOrder in SAP
Three sections in a purchase order:◦ Header◦ Item overview◦ Line item
Purchase Order StructurePurchase Order Structure
PurchaseOrder
45......01
Header
Vendor CompanyPurch. Org. DatePurch. Org. group PO Price
Item Overview
Materials Price/UofMQuantities CurrencyDelivery Date Plant
Line Item
PO History TolerancesLine Price StorageDelivery Schedule
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Purchase Order Structure:Purchase Order Structure:HeaderHeader
Header - information specific to the entire purchase order◦Vendor◦Purchase organization data◦Condition (total purchase price)◦Partner◦Payment process◦Status
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Purchase Order Structure:Purchase Order Structure:Line ItemsLine Items
Line item – purchasing information required for the item◦Item category◦Material ID and description◦Material or service quantity◦Delivery date◦Net price◦Currency◦Plant◦Storage location◦Measurement unit
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Purchase Order Structure:Purchase Order Structure:Item DetailsItem Details
◦Material data for the item◦Quantity/weight◦Delivery schedule◦Invoice◦Conditions (Purchasing price for the item)◦Delivery address◦Confirmation◦Condition control◦Subcontracting
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Purchase Order: Output FormatPurchase Order: Output Format
Printed and mailedE-mailElectronic Data Interchange (EDI)Faxed (hardcopy or electronic)eXtensible Markup Language (XML)
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Search Purchase OrdersSearch Purchase OrdersYou can search for the purchase order
number with◦Material number, ◦Vendor number, etc.
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Goods Receipt – Movement TypesGoods Receipt – Movement Types
Movement types - stock transactions◦Goods receipt (from a vendor or production)◦Goods issue (to customer or production/use)◦Stock transfer (from one SL to another)
Movement type determines which◦Quantity fields are updated◦Stock types are updated◦General Ledger (G/L) stock or consumption
accounts are updated◦Fields are displayed during document entry
Material MovementsMaterial MovementsWhen a goods movement takes place it is
represented by a Movement TypeMovement types are three-digit keys used to
represent a movement of goods101 – goods receipt into warehouse102 - reversal of goods receipt for purchase
order into warehouse/stores103 – goods receipt into GR blocked stock122 – return delivery to vendor501 - receipt w/o purchase order into
unrestricted-use stock
Goods ReceiptGoods ReceiptGoods receipt is a goods movement
activity in which we accept goods into our system.
If materials are delivered against a purchase order we will reference that order and SAP can: ◦ retrieve data from the PO for us to verify:
material, quantity, and so on◦ Update inventory G/L account automatically◦ Update purchase order history with the receipt◦ Update physical inventory
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Goods Receipt – DestinationsGoods Receipt – Destinations
Goods receipt into (destined for) the warehouse◦ SAP increases total valuated stock by the delivered quantity. ◦ SAP updates the stock value at the same time.
Goods receipt into consumption◦ SAP only updates the consumption statistics in the material
master record◦ SAP does not update the consumption statistics if the goods
movement posting uses the special stock types: sales order stock type and project stock.
Goods receipt posted into blocked stock◦ SAP maintains the same stock level. ◦ SAP only records it in good receipt block stock of the purchase
order history.Note:
◦ If goods receipt is being posted into a storage location where data does not yet exist for the material, SAP automatically creates a storage location data in the material master record.
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Goods Receipt – EffectsGoods Receipt – Effects
Purchase Order (PO) history and Purchase Order (PO) updated
Material Master - stock and value updatedNotification of goods receipt issued
(optional)Transfer request to the Warehouse
Management module (if active)
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Goods Receipt – Effects Goods Receipt – Effects (continued)(continued)
Material and financial documents created and/or updated
Stock and consumption accounts updatedInspection notification in the Quality
Management (QM) module - if active
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Goods Receipt – Account PostingsGoods Receipt – Account Postings
Inventory account is debited at standard price
Goods Receipt/Inventory Receipt (GR/IR) clearing account is credited at purchase order price
Price difference account is debited (credited) with difference between standard price and purchase order price
Goods Receipt – Account postingGoods Receipt – Account posting
Purchase requisition
Purchase orderMaterials Management (MM) and Financial Accounting (FI)
via automatic account assignment
Goods receipt
No impact onFinancial Accounting (FI)
Dr Cr
Inventory (account)
$100
Dr Cr
GR / IR
$100
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Invoice Receipt ProcessInvoice Receipt ProcessTasks:Engage in 3-way match to validate the invoice.Enter PO number to retrieve the PO and view
(verify) ◦ Open dollar amount. ◦ Quantity, ◦ Price, ◦ receiving date, ◦ Vendor name
Enter the invoice number and the dollar amount to be paid
Simulate invoice postingPost the invoice in SAP
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3-Way Match for Payment3-Way Match for Payment
PurchaseOrder
GoodsReceipt
InvoiceReceipt
Debit Credit
PaymentProgram
Verification
Invoice Processing - 3-Way MatchInvoice Processing - 3-Way MatchIncoming Invoices are reference against a Purchase Order to
verify their content, prices, and arithmetic.If discrepancies arise between the purchase order or goods
receipt and the invoice the system with generate a warning or an error◦ Depending on system configuration the difference could cause the
system to Block the Invoice
Purchase order- Target quantity -
- Target price -
Goods receipt - Actual quantity -
Invoice receipt- Actual price -
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Invoice Verification - 3-way matchInvoice Verification - 3-way match
Matches the vendor’s invoice to the purchase order and the goods receipt (3rd part of 3-way match)
Matches price and quantityUpdates the purchase order and its
historyUpdates accounting information
Financial effects of Invoice PostingFinancial effects of Invoice Posting
When an invoice is posted, SAP shifts the liability ◦From the Goods Receipt/Invoice Receipt
account (for the purchase order) ◦To the vendor account
Upon posting, SAP:◦Updates the Purchase Order◦Updates the Material Master◦Creates an Accounting Document◦Initiates the payment process within
Financial Accounting
Invoice Receipt Reconciliation Invoice Receipt Reconciliation AccountAccount
Amount owed isassigned and transferred to
vendor account payableInvoice receipt
Dr Cr
Vendor
$100
Dr Cr
GR / IR
$100
Dr Cr
A/P
$100 automatic
posting
Accounts Payable Accounts Payable Reconciliation AccountReconciliation Account
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Accounts Payable (AP)Reconciliation
950
250
Vendor 100435
200
Vendor 100234
100
Vendor 100621
400
Vendor 100846
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Invoice PaymentInvoice Payment
Selects invoices for payment based on the payment terms in the vendor master or purchase order
Generates payment for released invoicesUpdates accounting information
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Accounts Payable Settlement Accounts Payable Settlement ProcessProcess
Determines:◦Which open items to be paid◦When they will be paid◦Which bank to make payment◦Payment medium◦Who will get paid
Payment process creates a financial accounting document to record the transaction
Payment to VendorPayment to VendorCan be done automatically or manually
◦Post Outgoing Payment vs. Payment ProgramElements of the Payment Transaction:
◦Payment Method◦Bank from which they get paid◦Items to be Paid◦Calculate Payment Amount◦Print Payment Medium
Process will create a financial accounting document to record the transaction
Vendor PaymentVendor Payment
Amount owed is paid tovendor and account payable
is reducedBank
Dr Cr
A/P
$100
Dr Cr
Bank’s
$100
Vendor’s
Dr Cr
$100
automatic posting
(FI – MM) Integration Points(FI – MM) Integration Points
Invoice Receipt
Payment Program
Goods Receipt
VendorDr Cr
GR / IR
$100
BankDr Cr
Inventory
$100 $100 $100
Dr CrDr Cr$100 $100
AP Dr Cr
$100 $100
automatic posting
Check PO History (ME23)Check PO History (ME23)
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Check PO History (continued)Check PO History (continued)
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Check InventoryCheck Inventory
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Exercises:Exercises:
100. Create a Purchase order for Slick Pens101. Create a purchase order for premier pens102. Create a purchase order for Promotions Ltd.103. Create receipts for the purchase orders104. Create an invoice receipts from vendors105. Post payments to vendors106. Display vendor line items107. Create purchase outline agreement (contract) for Stock item