Purchasing Tips&tricks

Goods Receipts/Invoice Receipts for Purchase Order TransactionOMW1 allows you to set whether the Price Control is a mandatory "S" or "V". V indicate that you want the system to value the stocks with the latest price.

S indicate that you want the system to value the stocks with a fixed price method. Price Control V - Moving Average Price Assume Material Master current price is 10 Goods Receipts for Purchase Order - Movement Type 101 • •

Material Document Posting created - inventory increases Accounting Document Posting created o Debit 12345 Inventory 12 o Credit 67890 GR/IR 12 o New Moving Average Price = ( GR value + Total value ) / ( GR quantity + Total stock )

Invoice Recipts for Purchase Order - MR01 •

Accounting Document Posting created o Debit 67890 GR/IR 12 o Debit 12345 Inventory 3 o Credit 45678 Vendor 15 o New Moving Average Price = (Inventory difference of 2+ Total value ) / ( Total Stock)

Price Control S - Standard Price Material and Accounting Document is the same. The one with the lower value will be posted with a price variance entry. Goods Receipts for Purchase Order - Movement Type 101 • •

Material Document Posting created - inventory increases Accounting Document Posting created o Debit 12345 Inventory 10 o Debit 23456 Price Variance 2 o Credit 67890 GR/IR 12 o No change in Standard Price

Invoice Recipts for Purchase Order - MR01 •

Accounting Document Posting created o Debit 67890 GR/IR 12 o Debit 23456 Price Variance 3 o Credit 45678 Vendor 15

o

No change in Standard Price

General Ledger Account Configuration

Transaction OMWB - Automatic posting for inventory Inventory posting BSX Goods receipt/inv.receipt clearing acct WRX Cost (price) differences PRD Transaction XK03 - Account Payable Vendor Master Tick Accounting info. and hit the Enter key Field name Reconcil.acct 45678 Vendor Returns Without PO Reference You can used Return Purchase Order, transaction codeME21N At the item details, look for the Return columns and tick it. MIGO_GR- Goods Receipt for Return Purchase Order Movement type will be 161 to deduct the stock and 162 for reversal. During Goods Receipt for Return Purchase Order, you do not have to change the movement type from 101 to 161 as the system will automatically assign the movement type to 161 upon saving the postings. However, before saving, check if there is a tick in the Return Column to ensure that it is a return Purchase Order. Create a new Purchase Order Number range to differentiate OMH6- Define Number Ranges Create a new Purchase Order Type to differentiate e.g ZB

OMEC- Define Document Type Changing the PO Layout sets OMFE- Messages: Output Programs /: IF &EKKO-BSART& = 'ZB'. / RETURNED PURCHASE ORDER

: ELSE. / PURCHASE ORDER /: ENDIF. Purchasing List for Open Purchase Order, Goods Receipt, Invoices Open Purchase rder = Open Goods Receipts ( Selection parameters WE101) This two parameters determined what information is shown: • •

selection parameter scope-of-list parameter

The configuration transaction code isOMEM You can define additonal selection parameter for your users as well as untick those fields which you does not want it to be printed. In the MM purchasing module, SAP provides numerous standard reports which is more than enough for the most users to used. For e.g. ME2N User Report Menu Path: Logistics -> Materials Management -> Purchasing -> Purchase Order -> List Display As a MM consultant, you have the flexibility of defining the fields that can be display on the list. Followings are the step where you can configure the fields that are display on the report such as tcode ME2N Configuration for List and Selection Parameters: Purchasing Lists - OMEM

Click the Scope of lists Button or the Selection parameters Button. In the Scope of lists - double click on the Scope of lists In the Selection parameters - double click on the Selection parameters Your can have the Purchasing Documents by :• • • • • • •

ME2L - Vendor ME2M - Material ML93 - Service ME2K - Account Assignment ME2C - Material Group ME2B - Requirement Tracking Number ME2N - Purchase Order Number ME2W - Supplying Plant

Force buyers to create Purchase Order with ref. to a Pur. Req., Quotation or Pur. Ord. TransactionOMET •

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Create a new entry, give it a name and tick :o Ref. to PReq o Ref. to P.O. o Ref. to quotation Next, you've got to associate viaSU01 o ClickParameters, insert a new parameter idEFBto the authorization code.

o o

Type in Parametersvalueyou want e.g.XX You have to assign the control for ALL the SAP buyers via thier SAP users id. Logoff and login again. Then try to create a Purchase Order without a reference.

Define default values for buyers TransactionOMFI • • •

Double click on the default values you want to change. Save it. Next, you've got to associate viaSU01 o ClickParameters, insert a new parameter idEVOto the authorization code. o Type in Parametersvalueyou want e.g.01 o You have to assign the control for ALL the SAP buyers via thier SAP users id. o Logoff and login again. Then try to create a Purchase Order and check the default values.

In the Fast Processing button :you can choose whether to adopt automatically all the line items fields in the Purchaes Requisitions Puchase Order Condition Suppose you want to calculate the GST and DISCOUNT for a Net Value of 1000. Net value 1000 GST 10% of 1000 100

DISCOUNT 10% of 1000 100 Final Net value 900 This is what you do :• • • • •

M/08 - Define calculation schema First check the conditions column Steps e.g. PB00 and PBXX belongs to step 1. Next check the last Steps after Actual Price Now, look at the columnFro To If you want the DISCOUNT to be calculated based on 1000, put the Steps number in the columnFro

TheFro Tocontrols the calculation. Information Structure In the SAP standard info structure S012 is updated by the Purchase Order creation date, not the Goods Receipt date. e.g. a Purchase Order is created in January and good receipt is in February and March, S012 will shows the values in period January. • • •

TransactionMC26 Info structureS012 Update group (stats)SAP Double click on Goods received qty In the sectionDate field for period determination

Purchase Order Layout Sets, Message Types Create a new message types for a different layout of Purchase Order •

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M/34 - Maintain message types o Click the Partner definition button o Insert the new message type to the Partner OMQN- Fined-tuned Message Control o Add a new Printer Operation 1 - New 2 - Change OMFE - Layout sets for Purchase Order o Attach the new message type to the new layout sets M/36 - Maintain message detemination schema : Purchase Order OMQS - Assign schema to Purchase Order OMGF - Assign Output devices to Purchasing Groups MN05 - Assign default Message Type to Purchasing Groups

User Defaults for Purchase Order There are some fields which you can set as defaults for the buyer in transaction ME21. Transaction SU01 Input the user name and click Parameters PID Parameter value LIF - Vendor number

BES - Purchase Order Number BSA - Order type EKG - Purchasing group

EKO - Purchasing organization WRK - Plant LAG - Storage location MKL - Material group

WAK - Promotion PO Release Strategy 4.6x The release code is atwo-character IDallowing a person to release (clear, or approve) a requisition or an external purchasing document. The release codes is basically controlled via a system of authorizations (authorization objectM_EINK_FRG). UseSE12, structureCEKKOto check all the fields available for controlling the Purchase Order. e.g. If the total value for the Purchase Order exceeds 10,000, release strategy 01 is assigned to the Purchase Order. There is only one characteristic created in this example. For controlling the Purchase Order type, create characteristic for CEKKO-BSTYP and the value NB. CT04- Create Characteristic e.g. NETVALUE ClickAdditional dataTable nameCEKKO Field name GNETW and press enter (for currency dependent field, you are prompt to enter the currency which the system then converts the currency of the Purchasing document into this currency) In theBasic data(X refers to tick), X Mutliple values

X Interval values In theValue data, in theChar. valuecolumn, type >10000 and press enter Save your data CL02- Class Class - Create REL_PUR Class type - 032 Click Create Description - Release Procedure for Purchase Order In the SameClassification section, click Check with error In theChar.(characteristic) tab, type NETVALUE to assign your characteristics to the class OMGS- Define Release Procedure for Purchase Order Type Release Group - New entries Rel.group Rel. Object Class Description 02 REL_PUR Rel. Strategy for PO Release codes - New entries

Grp Code 02 01 Release indicators

Release indicators Release Description 0 Blocked

1 X Release Release Strategy Release group 02 Rel.strategy 01 Release codes 01 Release status 0 1 Classification Choose your check values OMGSCK- Check Release Strategies (make sure there are no error messages) Once the Purchase Order is not release, buyers will not be able to print the Purchase Order. Goods Receipts will be shown with Message no. ME 390 - Purchasing document XXXXXXX not yet released. In 4.6c, Purchase Order with Release Strategy have a tabs at the end of the Header. This allowed the buyers to check the release status of the Purchase Order. The person with the release authorization have to use ME28 to release the Purchase Order. Prompt the last Purchase Order Price for the Material If you want the system to take the price from the last Purchase Order, then do not maintain the conditions in the info record because it has precedence over the last PO. This means that the netprice field in the info record should be left blank. In the case when you have already maintained the conditions in the info record (or netprice), try to delete them or make them invalid by changing the validity date. Even though no price was maintained, the info record will still keep track of the Order price history. To check the Order price history, go into the material info record and clickEnvironment -> Order price history Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order Step 1 :- Maintain text in Vendor Master • •

MK02- Change Vendor ChooseExtras -> Texts- Input the text in Purchasing memo

Step 2 :- Link Text types to Header text in Purchase Order • • • • •

OMFV- Define rules for copying (adoption of) text ChooseHeader Text ChooseGoto -> Linkage: text types -> To vendor Filled in the fieldNo.(e.g. 01 - Header Text), next tick whether you want the text to beadoptedor fordisplayedonly ChooseUpdateto save

Create a new Purchase Order Document Type 4.6x If you have more than one company code, you might want to define a new document type and number range to differentiate between the two company. Define a new number range not in used

OMH6- Number Ranges for Purchasing Documents Copy the NB - Standard PO to e.g. ZB

OMEC- Define Document types Maintain :

Text for Document Header/Item Text for Document Supplement OMF6- Messages Header Texts Send Purchase Order via Output Determination Read note191470- Purchase order as an e-mail From release 4.5, you can send your purchase order via output determination. This note have indicate all the requirement and settings necessary to send purchase order via the output determination once your SAP have been connected to an External Mail System. Send Purchase Order with Microsoft Outlook This is how it work:• •

First you send the text converted Purchase Order to your SAPoffice o Sample ABAP program for sending mail to your SAPoffice Then from Microsoft Outlook, you can send it out externally to your Vendor

Install the SAP setup program on the SAP Presentation CD-ROM under\GUI\WINDOWS\WIN32 Execute the SAPsetup program and choose the Desktop Interfaces. Then choose the SAP MAPI Service Provider (select Change Options to display the selection) Once the SAP MAPI is installed. You can create your logon profile for SAPoffice. Go into your Control Panel of your windows. Select the Mail option from the Control Panel to call the MAPI profile manager.

Choose Add to call up the new logon profile setup wizard Select Add from the Services and select the SAP MAPI Service Provider Type in the required R/3 information (client, sap user name, password) The supplied PST file is sapwrk.pst Now, logon to your Microsoft Outlook and see whether you can access all your SAPoffice folders. If you send the file usingSP01-> System -> List -> Send, the file will have the extensionALI. Use the Windows Explorer to default open with the WindowsNotepad. Sending mail directly from SAP via Microsoft Exchange If you want to send your mail directly via Microsoft Exchange, you have to install the SAP Exchange Connector Software on your Microsoft Exchange Server. The setup program SETUP.EXE is located on the R/3 Presentation CD in the directory :\GUI\WINDOWS\WIN32\SXC. Then you have to setup :• •

SM59- The RFC destination SCOT- SAPconnect