Sap MM Purchasing User Manual

MM COURSE: PURCHASING
BSNL
USER MANUAL: Purchasing

Version:1.0
01/09/2010
Page | 1
Table of Contents
FLOWCHART ................................................................................................................................................................... 4
1. Purchase requisition ................................................................................................................................................. 5
1.
MM-ME51N-Create Purchase Requisition for Account Assignment .................................................................... 5
2.
MM-ME51N-Create Purchase Requisition for Asset .......................................................................................... 12
3.
MM-ME51N-Create Purchase Requisition for Non Valuated materials ............................................................. 18
4.
MM-ME51N-Create Purchase Requisition for Stock materials .......................................................................... 23
5.
MM-ME52N-Change Purchase Requisition ........................................................................................................ 30
6.
MM-ME53N-Display Purchase Requisition ........................................................................................................ 37
7.
MM-ME56-To assign source of supply to requisitions ....................................................................................... 41
8.
MM-ZMMF_PR- PR Output ................................................................................................................................ 44
2.
Request for Quotation............................................................................................................................................. 47
1.
MM-ME41-Create Quotation ............................................................................................................................. 47
2.
MM-ME47-Maintain Quotation ......................................................................................................................... 68
3.
MM-ME48-Display Quotation ............................................................................................................................ 77
4.
MM-ME49-RFQ Comparison .............................................................................................................................. 82
5.
MM-ZMMF_PC-Print Price Comparison Report ................................................................................................. 86
6.
MM-ME9A-Message Output RFQ ....................................................................................................................... 89
3.
Contract/APO .......................................................................................................................................................... 93
1.
MM-ME31K-Create Contract with reference to PR............................................................................................ 93
2.
MM-ME31K-Create Contract with reference to RFQ ....................................................................................... 106
3.
MM-ME32K-Change Contract .......................................................................................................................... 118
4.
MM-ME33K-Display Contract ........................................................................................................................... 125
5.
MM-ME9K-Message Output Contracts ............................................................................................................ 133
6.
MM-ZMMF_APO-Message output APO ........................................................................................................... 137
4.
Purchase Order/Release Order ............................................................................................................................ 141
1.
MM-ME21N-Create Purchase Order-Account Assignment.............................................................................. 141
2.
MM-ME21N-Create Purchase Order-Assets .................................................................................................... 160
3.
MM-ME21N-Create Purchase Order-Non-Valuated Material.......................................................................... 181
Page | 2
4.
MM-ME21N-Create Purchase Order-Project Stock.......................................................................................... 199
5.
MM-ME21N-Create Purchase Order-Stock Materials ...................................................................................... 218
6.
MM-ME21N-Create Purchase Order-Subcontracting & Repair ....................................................................... 236
7.
MM-ME21N-ZSTE-Stock Transfer PO External ................................................................................................. 243
8.
MM-ME21N-ZSTI-Stock Transfer PO Internal................................................................................................... 247
9.
MM-ME22N-Change Purchase Order............................................................................................................... 251
10.
MM-ME23N-Display Purchase Order ........................................................................................................... 256
11.
MM-ZMMP_POTOL-PO Tolerance ............................................................................................................... 259
12.
MM-ME9F-Message Output Purchase Orders ............................................................................................. 262
13.
MM-ZMMP_SPO-Ultimate Consignee Details .............................................................................................. 266
14.
MM-ZMMF_SPO-Ultimate Consignee Details Print ..................................................................................... 271
15.
MM-ZMMP_POAMEND-Purchase Order Amendment ................................................................................ 275
16.
MM-ZMMF_POAMEND-Print Purchase Order Amendment ........................................................................ 279
5.
Approvals .............................................................................................................................................................. 283
1.
MM-SBWP-PR_APO_PO_RFQ approval process .............................................................................................. 284
IMORTANT TRANSACTION CODES .......................................................................................................................... 295
Page | 3
FLOWCHART
Page | 4
1. Purchase requisition
1.
MM-ME51N-Create Purchase Requisition for Account Assignment
Overview
Direct requirements from various departments for O&M materials to be directly charged to cost centre.
Business Process Description Overview

A requisition defines the need for a material or service. It is the primary document in the purchasing
cycle.
Purchase Requisition for materials whose cost will be directly charged to cost centre. The document will
be used to provide material requirements of non valuated materials from all departments to the purchasing
department. The purpose of requisitioning should be expense in nature and the material requisitioned will
not be part of inventory at the plant. The requisition authorizes the Purchasing department to purchase
materials in specific quantities within a specified time frame. It is an internal document and is not used
outside of the company.
Note: A Requisition of this nature will be created for codified materials. Incase material code is not
available; the field may be kept blank. But in that case a proper material text has to be filled along with
the material group so as to help classify the item.
-Such a requisition will lead to direct consumption at time of purchase, thus purchase will not affect
moving average price of the material as cost will be booked to the cost centre entered in requisition.
Page | 5
Input - Required Fields
Field Value / Comments
Document Type
Type of requisition
Material Code
Account Assignment
Click on the drop down button to select under any one of the options
available Plant material by description or Material group or
Material Type or Old material number
K for Cost Centre
Plant
Plant code requiring material - Click on the drop down button to select
Quantity
Quantity to be requisitioned ( unit of measurement) will be defaulted
Valuation Price
Requisitioner
Estimate Price per unit Will be defaulted if previous purchase

exists ,can be still changed by user
Initials of Requisitioner
Req Tracking Number
A reference number for tracking this requisition
Cost Centre
Cost Centre to which cost of purchase will be booked
Output - Results
Requisition will be created
Comments
The requisition is assigned a PR number which is now subject to
release in 2 steps Initiator and Competent Authority.
Tips and Tricks
Set up the user defaults for each user to force the system to plug in default data, i.e. Plant, Requisitioner and
Requisition Tracking Number.
Page | 6
Procedure Steps
Access transaction by:
Via Menu
Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase
Requisition>Create
ME51N
Transaction
On screen Create Purchase Requisition: enter header level information specified in the
table below:
Page | 7
Page | 8
Fields
Document
Type
Description
Defines type of requisition
R/O/C
R
User Action and Values

Please refer the attached
annexure
Comments
Header
Note
Required For
Header Text
Any comments that are not

are generic to all items
Will not appear

in print out
Required For Item Text
To be entered as text against

the first Item only
Probable
Vendor List
Probable Vendor List Item

Text
Delivery Text
Delivery Text
List of probable vendors

with complete relevant
information to be entered as
text against the first item
only
Delivery related texts can be
maintained as text against
the first item only
Only if this text

is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
R = Required, O = Optional, C = Conditional
On the same screen, in Create Purchase Requisition: Item Overview: enter information
specified in the table below:
Acct assignment Category
Cost Centre
Page | 9
Fields
Description
Material Code
R/O/C
R

Material code
Account
Assignment
A
Account to book cost
K for Cost Centre
Short Text
Description of material
Material
Group
Classification of materials on
basis of nature
Will be defaulted if material

code is selected otherwise
has to be entered manually
annexure
Plant
Plant requiring material basis ofR
Valuation
Price
Estimated Price per unit
Cost Centre
Cost Centre
Storage
location
Key for determining storage

location for a specific plant
Delivery
date
Date on which the goods are

to be delivered. If delivery
date is sooner than the
system calculated lead time,
a warning will be issued
The organization for which
the procurement needs to be
done
This is defaulted as the date

90 days from present date. It
can be changed if required.
Please refer the attached annexure
Material
Purchasing
Organizatio
n
Enter plant where material is

to be shipped
User to enter in the condition
when the purchase history
record is different from his
estimate.
Comments
Click on the
drop down
button to select
under any one
of the options
available Plant
material by
description or
Material group
or Material
Type or Old
material number
In case it is a
first time
purchase, then
this field is
required to be
filled.
Cost Centre to which cost

will be booked
Can be entered from drop
down list
Page | 10
Purchasing
Group
Nature of group preparing

requisition
Requisitioner
Indicates for whom the

material is ordered
This number can be used to
facilitate the monitoring of
material procurement
R
R
A reference number for

tracking this requisition
Item text
Technical specifications of
the item not covered by the
existing material
descriptions
Req. tracking
number
Item Text

annexure
Initials of requisitioner
Its a text page

so there is no
system check on
its contents.
This will be
printed in the
PR.
Repeat above for each item in Purchase Requisition.
Click on the check button
to check the document
System displays a message at the Bottom of the screen.
Click on the save folder to produce a numbered requisition, or hit Control + S.
Page | 11
2.
MM-ME51N-Create Purchase Requisition for Asset
Overview
Direct requirements from various departments for materials to be directly capitalized to an Internal order.

cycle.
Purchase Requisition for direct capitalization is for those materials whose cost will be directly capitalized
to an Internal order. The document will be used to provide requirements of capital nature items from all
departments to the purchasing department. The purpose of requisitioning should be capital in nature and
the material requisitioned may/may not be part of inventory at the plant. The requisition authorizes the
Purchasing department to purchase materials in specific quantities within a specified time frame. It is an
internal document and is not used outside of the company.
Note :
-A Requisition of this nature can be created with or without material codes. Incase material code is not
available; the field may be kept blank. But in that case a proper material text has to be filled along with
the material group so as to help classify the item.
-Such a requisition will lead to direct cost booking to the Internal order related to the scheme , thus
purchase will not affect moving average price of the material as cost will be booked to the order entered
in requisition.
Page | 12
Document Type
Type of requisition
Material Code
Account Assignment A
Click on the drop down button to select under any one of the
options available Plant material by description or Material
group or Material Type or Old material number
A for Assest
Plant
Quantity
Quantity to be requisitioned ( unit of measurement) will be

defaulted
Valuation Price
Requisitioner
Req Tracking Number
Internal Order
Output - Results
A reference number for tracking this requisition , eg

Mech/04/08 where Mech represents Mechanical department, 04
for year 2004 and 08 could be a running serial no.
Order in Projects to which cost of purchase will be booked
Comments
release in 2 steps Initiator and Approver. Only after approval the
requisition is available for processing at MM Cell.
Tips and Tricks
Req Tracking Number.
Page | 13
Procedure Steps
Via Menu
Requisition>Create
ME51N
Transaction
Page | 14
table below:
Fields
Document
Type
Description
R/O/C
R

annexure
Header
Note
Required For
Header Text

Will not appear

in print out

the first Item only
Probable
Vendor List

Text
Delivery Text
Delivery Text

only
the first item only
Only if this text

is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Page | 15
Comments
On the same screen Create Purchase Requisition: Item Overview: enter information
Fields
Description
Material Code
R/O/C
R

Material code
Account
Assignment
A
F Internal Order
Short Text
Material
Group
basis of nature

annexure
Plant
Valuation
Price
Order
Internal Order
Storage
location

Delivery
date

Material

to be shipped
estimate.
Order in Projects to which

cost of purchase will be
booked
down list
This is defaulted as the date
90 days from present date. It
can be changed if required.
Page | 16
Comments
Click on the
drop down
button to select
under any one
of the options
available Plant
material by
description or
Material group
or Material
Type or Old
material number
In case it is a
first time
purchase, then
this field is
required to be
filled.
Purchasing
Organizati
on
Organization for which

procurement needs to be
done
Purchasing
Group

requisition
Requisitioner

material is ordered
R
R

Item text
existing material
descriptions
Req. tracking
number
Item Text

annexure
Its a text page

so there is no
system check on
its contents.
This will be
printed in the
PR.
Repeat above for each item in Purchase Requisition
Click on the save
folder to produce a numbered requisition, or hit Control + S.
Page | 17
3.
MM-ME51N-Create Purchase Requisition for Non Valuated materials
Overview
Direct requirements from various departments for O&M non valuated materials to be kept in Inventory.

cycle.
Purchase Requisition for non valuated materials will be used to provide requirements of non valuated
materials from all departments to the purchasing department. The purpose of requisitioning should be
expense in nature and the material requisitioned should be part of inventory at the plant. The requisition
authorizes the Purchasing department to purchase materials in specific quantities within a specified time
frame. It is an internal document and is not used outside of the company.
Note :
-A Requisition of this nature will be created for codified materials. Incase material code is not available;
the field may be kept blank. But in that case a proper material text has to be filled along with the material
group so as to help classify the item.
-Such a requisition will lead to direct consumption at time of purchase thus subsequent tracking of
inventory will only be for the sake of quantity and not value as such items have nil stock value.
Document Type
Type of requisition
Material Code
Account Assignment A
K for Cost Centre
Plant
Quantity

defaulted
Valuation Price
Requisitioner
Page | 18
Req Tracking Number
Cost Centre
Cost Centre to which cost of purchase will be booked
Output - Results
Comments
release in 2 steps Initiator and Final Approver. Only after
approval the requisition is available for processing at MM Cell.
Procedure Steps

Via Menu
Requisition>Create
ME51N
Transaction
Page | 19
table below:
Fields
Document
Type
Description
R/O/C
R

annexure
Header
Note
Required For
Header Text

Will not appear

in print out

the first Item only
Probable
Vendor List

Text

only
Only if this text

is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Page | 20
Comments
Delivery Text
Delivery Text

the first item only
Only if this text

is maintained
against item 1
will it appear in
print out
Fields
Description
Material Code
R/O/C
R

Material code
Account
Assignment
A
K for Cost Centre
Short Text
Material
Group
basis of nature

annexure
Plant
Valuation
Price
Cost Centre
Cost Centre
Material

to be shipped
estimate.
Cost Centre to which cost

will be booked
Page | 21
Comments
Click on the
drop down
button to select
under any one
of the options
available Plant
material by
description or
Material group
or Material
Type or Old
material number
In case it is a
first time
purchase, then
this field is
required to be
filled.
Storage
location


down list
Delivery
date

procurement is needs to be
done
It can be changed if required.

annexure

requisition

annexure

material is ordered

Item text
existing material
descriptions
Purchasing
Organizati
on
Purchasing
Group
Requisitioner
Req. tracking
number
Item Text
Its a text page

so there is no
system check on
its contents.
This will be
printed in the
PR.
Click on the save folder
to produce a numbered requisition, or hit Control + S.
Page | 22
4.
MM-ME51N-Create Purchase Requisition for Stock materials
Overview
Direct requirements from various departments for stock materials to be kept in Inventory.

cycle.
Purchase Requisition for stock materials will be used to provide material requirements from all
departments to the purchasing department. The purpose of requisitioning should be stocking in nature and
the material requisitioned should be part of valuated inventory at the plant. The requisition authorizes the
Purchasing department to purchase materials in specific quantities within a specified time frame. It is an
internal document and is not used outside of the company.
Note :
-A Requisition of this nature will be created for codified materials only.
-Such a requisition is not meant for direct consumption at time of purchase, it is for initiating purchase for
purpose of inventorying.
Any consumption will be subsequent by means of a reservation.
- Since objective is to stock this material, no account at the time of requisition is to be assigned.
Document Type
Type of requisition
Material Code
Plant
Requisitioner

defaulted
Req Tracking Number
Quantity
Valuation Price
Page | 23
Output - Results
Comments
release in 2 steps Initiator and Final Approver. Only after
approval the requisition is available for processing at MM Cell.
Tips and Tricks
Req Tracking Number.
Procedure Steps
Via Menu
Requisition>Create
ME51N
Transaction
Page | 24
table below:
Page | 25
Fields
Description
R/O/C
R

annexure
Header
Note
Required For
Header Text

Will not appear

in print out

the first Item only
Probable
Vendor List

Text
Delivery Text
Delivery Text

only
the first item only
Only if this text

is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Only if this text
is maintained
against item 1
will it appear in
print out
Document
Type
Page | 26
Comments
Page | 27
Fields
Material
Description
Material Code
R/O/C
R
Plant
Plant requiring material
Valuation
Price
Storage
location

Delivery
date

procurement needs to be
done
It can be changed if required.

annexure

requisition

annexure

material is ordered

Purchasing
Organizati
on
Purchasing
Group
Requisitioner
Req. tracking
number

Material code
Comments
Click on the
drop down
button to select
under any one
of the options
available Plant
material by
description or
Material group
or Material
Type or Old
material number
Enter plant where material is Type the plant
to be shipped
Code or select
drop down menu
User to enter in the condition In case if it is
adopted from
material master,
estimate.
then this field is
required to be
filled.
down list
Page | 28
Item Text
Item text
existing material
descriptions
Its a text page

so there is no
system check on
its contents.
This will be
printed in the
PR.
Use the check button
If the system does not generate any error message then Click on the save
Control + S.
System will generate a number at the bottom of the screen
Page | 29
button
or hit
5.
MM-ME52N-Change Purchase Requisition
Overview
A purchase requisition needs to be changed. A change in quantity and/or required date is the primary triggers for
this transaction.

Prior to changing or deleting a requisition, the requisitioner needs to know the status of the requisition. If
the requisition has been processed into a purchase order, any changes will not be reflected on the
purchase order. The requisitioned needs to contact the buyer directly. If someone else has deleted the
requisition, a new requisition will have to be created, as it is not possible to change a deleted requisition.

Purchase requisition number
Item Details

Can be found using Display function or List display function
Identifies what can be changed or deleted
Output Results
Requisition changed or deleted
Comments
If Requisition has status Not Edited then changes made will
reflect in RFQ and Purchase Order.
Tips and Tricks

If a requisition has been deleted, you can still use that requisition and create a new one using the canceled
requisition as a reference.
To save the document, you can click on the save folder.
Page | 30
Procedural Steps
Via Menus
Logistics>Materials Management>Purchase>Purchase
Requisition>Change
ME52N
Transaction
Page | 31
On screen Change Purchase Requisition, the last Requisition saved will be displayed as
default. To enter different number select the icon
window to select other document.
.System will display another
Then delete the document default one and type other PR number and select other
document tab.
System will display other Purchase document.
Field Name
Requisition
Number
Description
Requisition Number
R/O/C
R

Comments
If you dont want to work with Requisition can
the defaulted requisition, click be found using
on the Other Requisition
the Display or
button on the header bar (It has List Display
been shown with an
function.
arrow).Enter a unique
requisition number that
requires to be changed.
(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)
Click on the Enter button.
Page | 32
On the same screen, to delete requisition or item:

Click on the line of the item to be deleted
Page | 33
Click on the Delete (trash can) icon.
Select Yes on the pop up box to delete the item
Page | 34
The item is now flagged for deletion (see the column labeled D; there will be a
checkmark).
On the same screen, to change quantity, price, date required, text etc., enter information
in the fields as specified in the table below:
Page | 35
Field Name
Item
Number
Val. Price
Delivery
date
Quantity
Text
Description
Item number
R/O/C
R
Price change
Date Change
O
O

Selects the item number that
needs to be changed
Change price if required
Change date if required
Quantity Change
Text change
O
O
Change quantity if required

Change or add text if required
Comments
This holds true

for all texts
Required for,
Probable
Vendor list and
Delivery Text
Finally use check button

System displays
Click on the Save button
to save the changes.
Page | 36
6.
MM-ME53N-Display Purchase Requisition
Overview
User needs to view information regarding purchase requisitions, including item information and status of
requisitions.
User may not have the authority to change, so they can only look in display mode.

This BPP demonstrates a function that allows you to view/monitor the status of individual purchase
requisitions.


Can be found using Display function or List display function
Output - Results
View status of Requisition
Comments
Tips and Tricks
There are two methods for displaying requisitions - Display and List Display.
List display is a more comprehensive method of displaying requisitions, and is addressed in BPP MM-ME5A-List
Display-Purchase Requisitions
Page | 37
Procedural Steps
Via Menus
Logistics>Materials Management>Purchase>Purchase
Requisition>Display
ME53N
Transaction
Page | 38
On screen Display Purchase Requisition, the last Requisition saved will be shown. To
display other requisition select other purchase requisition icon
PR number and press enter.
Field Name
Requisition
Number
Description
Requisition Number
R/O/C
R
. Type the respective

Comments
If you dont want to work with Requisition can
the defaulted requisition, click be found using
on the Other Requisition
the Display or
button on the header bar (It has List Display
been shown with an
function.
arrow).Enter a unique
requisition number that
requires to be displayed.
Page | 39
Menu
Name
Details
Description
Item Details
R/O/C
Comments
Displays every detail from the

item overview screen such as
material, qty, material master
data, plant etc.
Text
Text Overview
O
Displays any text fields in the
Overview
Purchaser requisition
Release
Purchase requisition approval O
Displays strategy for purchase
strategy
approval
Status
Item history statistics
O
Displays statistics on status of
PR and also the changes made
to the requisition
Account
Account assignments for
C
Displays the G/L account to
Assignment items
which the items are charged , if
s
it is an account assigned PR
Services
Service items
C
This is only possible in the case of
service items
Value
C
This is only possible in the case of
Limits
service items
Page | 40
7.
MM-ME56-To assign source of supply to requisitions
Overview
To assign source of supply to requisitions
BUSINESS PROCESS PROCEDURE OVERVIEW

When you make any contract you need to assign it to a source of supply/vendor to close the transaction or
the requisition processing cycle.
Input Required Fields

Field Values/Comments
If the number is known, enter it. If not, search for it.
Purchasing group
Enter the purchasing group.
Output - Results
Displays the screen showing the requisition number and the contract number.
Page | 41
Procedural Steps
Via Menus
(a) Logistics Material Management Purchasing

Purchase requisition Follow on functions Assign-ME56
ME56
On screen Assign source of supply to requisitions, enter

Press information in the fields as
shown in the table below.
EXECUTE
Enter the Purchase

requisition number.
Page | 42
Field Name
Description
Purchase
requisition
Numeric key that uniquely

identifies the purchase
requisition document.
Purchasing group for the
requisition.
Purchasing
group
R/O/
C
O
Comments
If unknown, conduct a matchcode search
O
Press <EXECUTE>
Screen showing the contract number and the requisition number.

Click the CHECK BOX
tab.
and press ASSIGN AUTOMATICALLY
Click the CHECK BOX

The following screen shows the output. Click on SAVE button
Page | 43
8.
MM-ZMMF_PR- PR Output
Overview
A Purchase requisition needs to be printed.
Business Process Procedure Overview

This procedure details how to print a Purchase requisition in R/3.

Purchase Requisition Number
Field Value/Comments
Enter the number of the purchase requisition document which
needs to be printed.
Output - Results
A successfully printed Request for
Quotation
Comments
Page | 44
Procedural Steps
ZMMF_PR
On screen Purchase requisition output, enter information in the fields as specified in

the table below:
Enter the purchase requisition number.
Field Name
Description
Purchase
requisition
number
Takes the document number.
R/O/C
C
Comment
s
Enter the required requisition

document number.
Press <EXECUTE>
The output screen shows the document as displayed below.
Page | 45
Click on PRINT PREVIEW tab

The print preview screen .
Click on the PRINT tab
button.
Page | 46
2. Request for Quotation

1.
MM-ME41-Create Quotation
Overview
Purchasing determines that a quotation is required from vendors.

SAP provides the capability of creating and issuing single or multiple items Request for Quotes (RFQs).
Vendors must have master records created or be categorized as one time vendors
The Request for quotation may be created w.r.t a Purchase Requisition incase requirement has come from
user department else it can be created without any reference also. Both cases have been discussed in this
document.

RFQ Type
Language
RFQ Date
Quotation Deadline
Purchasing Org
Purchasing group

Default is ZRFQ for Material
Default is EN for English
Default is creation date
Must be prior to required delivery date specified
Enter Purchasing Organization identifier
Enter Purchasing group number
Output - Results
Saved RFQ
Comments
Each RFQ per vendor will receive a separate document number.
Tips and Tricks
The collective number in the header screen of the RFQ is an important method to link the copies of the RFQ issued
to the different vendors. SAP treats each issuance to a different vendor as a separate RFQ document and this
collective number can be used to search and provide comparison reporting.
Page | 47
Procedural Steps
CASE 1: CREATION OF RFQ W.R.T PURCHASE REQUISITION
Via Menu
(a) Logistics > Material Management > Purchasing >

RFQ/quotation > Request for Quotation> Create
ME41
Access Transaction by:
Page | 48
On screen Create RFQ: Initial Screen, enter information in the fields as specified in the
table below:
Page | 49
Now select the tab Reference to PReq Tab and fill the all required field as mentioned in
the table below.
Page | 50
Field Name
RFQ Type
Description
Default is AN
R/O/C
R
Language
RFQ Date
Default is EN - English
R
R
Quotation
Deadline
The due date for vendor

quotations
Enter the due date in the date

format assigned in the system
Purchasing
Org.
Reference
to Preq
Purchase
Requisition
Requisn
Item
Purchasing Organization
responsible for RFQ
Field to allow Purchase
Requisition reference
Purchase Requisition field for
entry
Requisition Item number

annexure
Click on this field

annexure
Not to be changed
May be changed if required
Comments
The RFQ can

be created for
future issuance.
If the deadline
is stated as a
date after the
required
delivery date,
the user will be
given an error
message when
the delivery
date is entered.
Enter Requisition No. against

which RFQ is being floated
O
Enter only if all requisition
items are not to be taken to
RFQ
Note: On the above table, in column R/O/C; R = required, O = Optional, C = Conditional)
Note: The Default Data for Items fields will carry these values against all items on the RFQ. Although carried onto
the Item screens, these values may be changed within the transaction. Useful if the majority of the items have
common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional)
After entering above values press enter to move to next screen - Create RFQ: Header Data.
Page | 51
On screen Create RFQ: Header Data, enter information in the fields as specified in the
table below:
Page | 52
Field
Name
Coll. No.
Validity
start
Validity
end
Applic. By
Bindg.
Per.
Target
Value
BSNL
Number
Description
R/O/C
Collective number
Enter a number to track

vendors of the same RFQ
Validity start
Enter date quotation will start
Validity end
Enter date quotation will end.
Application date
Binding period
O
O
Enter closing date of Bids

Enter date period is binding
Displays the target value
Enter the target value
BSNL Document number
Enter any alphanumeric value
Comments
This will be a
10 digit code
identifying the
BID/ RFQ
It is a 50 digit
alphanumeric
key
After entering above values press enter to move to next screen - Create RFQ: Selection List: Purchase Requisitions
On screen Create RFQ: Selection List: Purchase Requisitions, enter information in the
fields as specified in the table below:
Page | 53
Field Name
Sloc
Description
Storage Location where
material will
be delivered and stored if
ordered
R/O/C
O

Enter or select Storage
Location from
table
Select Requisition line items for processing and click on the

RFQ. System will take you to the next screen Create RFQ: Item 00001
Comments
Strictly
optional.
Storage
Location may
be entered
later at the
time of P.O.
creation or
Goods
Receipt.
button to copy requisition details to
On screen Create RFQ: Item 00010, enter information in the fields as specified in the
table below:
Page | 54
Field Name
Delivery
Date
Description
Date of delivery
R/O/C
R

Defaulted from Requisition,
needs to be changed if it is
earlier than Quotation deadline
date
Comments
After entering above values press enter to move to next screen - Create RFQ: Item Overview
Now specify the vendors invited to quote by clicking on the Vendor address
Page | 55
button or F7 key.
On screen Create RFQ: Vendor Address, enter information in the fields as specified in
the table below:
Page | 56
Field Name
Vendor
Description
Vendor number
R/O/C
R

Enter valid vendor number and
press enter
Name
Vendor Name
Up to 4 lines available
Street &
House #
Street address and/or House #
Postal Code Postal code and city / town / village

C
& City
Country
Name of country
Table validated / selection
Region
In some countries, the region

forms part of the address. The
meaning depends on the
country.
Postal Code Zip Code / Postal Code
Page | 57
Comments
If vendor
master does
not exist, use
a one-time
vendor
number (if
allowed)
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Telephone
Telephone #
Fax
Fax #
E-mail
E-Mail address
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
After entering all vendor details, save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow
creation of the same RFQ data to a new vendor by following the steps outlined in 1.5 above. The system will display
the message RFQ Created under the number ___________.
Return to Main Purchasing Menu. (Select Yellow up Pointing Arrow, Shift F3)
Refer to Business Process Procedure Display a RFQ - to verify this result.
Page | 58
CASE 2: CREATION OF RFQ WITHOUT PURCHASE REQUISITION
Access Transaction by:
Via Menu
(a) Logistics > Material Management > Purchasing >

RFQ/quotation > Request for Quotation> Create
ME41
On screen Create RFQ: Initial Screen, enter information in the fields as specified in the
table below:
Page | 59
Field Name
RFQ Type
Description
Default is AN'
R/O/C
R

annexure
Language
RFQ Date
Default is EN - English
R
R
Not to be changed
May be changed if required
Quotation
Deadline
The due date for vendor

quotations
Enter the due date in the date

format assigned in the system
Purchasing
Org.
Purchasing
group
responsible for RFQ
Requisitioning group
Identifier

annexure
annexure
Item
Category
Key defining how the

procurement of a material or
service item is controlled.
to be delivered or the service
is to be performed.
Key for location within the
company code where goods
are required.
Number of the storage
location where the material is
stored. A plant may contain
one or more storage locations.
Key that you use to group
together several materials or
services with the same
attributes, and to assign them
to a particular material group.
Enter Item Category if required
Enter delivery date
Enter Plant
Enter Storage Location

annexure
Delivery
Date
Plant
Storage
Location
Material
Group
Page | 60
Comments
The RFQ can

be created for
future issuance.
If the deadline
is stated as a
date after the
required
delivery date,
the user will be
given an error
message when
the delivery
date is entered.
If RFQ is being
created w.r.t
Purchase
Requisition
then system
will pick from
Requisition,
user need not
enter
Requisition
Tracking
Number
Number that facilitates

O
Enter requisition tracking
monitoring of the
number
procurement process for
required materials or services.
This number can relate to an
external "need note" (notice
of requirements) that was not
generated in the system.
Note: On the above table, in column R/O/C; R = required, O = Optional, C = Conditional)
Note: The Default Data for Items fields will carry these values against all items on the RFQ. Although carried onto
the Item screens, these values may be changed within the transaction. Useful if the majority of the items have
common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional)
After entering above values press enter to move to next screen - Create RFQ: Header Data.
Page | 61
On screen Create RFQ: Header Data, enter information in the fields as specified in the
table below:
Page | 62
Field
Name
Company
code
Coll. No.
Validity
start
Validity
end
Applic. By
Bindg.
Per.
Description
R/O/C
Company code
Needs to be entered
Collective number
Enter a number to track

vendors of the same RFQ
Validity start
Validity end
Application date
Binding period
O
O

Comments
This will be a
10 digit code
identifying the
BID/ RFQ
After entering above values press enter to move to next screen - Create RFQ: Item overview
On screen Create RFQ: Item Overview, enter information in the fields as specified in the
table below:
Page | 63
Field Name
Item
Description
R/O/C
Number that uniquely
R
identifies an item within the
RFQ
Item Category - determines if O
standard
purchase or other such as 3rd party
order, etc.
Material Number
R

Defaults - Line items are
defined by the system in
increments of 10.
Default is
blank - standard purchase
RFQ
Quantity
Delivery
Date
Material
Group
Quantity of Material
requested for quotation
Date required if ordered
Must be numeric
Must be in correct date format
Group of material which this

material belongs
N/A

annexure
Plant
Plant where material is

required
Sloc

material will
ordered
Enter or select Plant from

table.
Note: the material master must
exist for that plant.
Location from
table
Material
Enter material number
Page | 64
Comments
No User
Action
Typically no
user action
required
All stock
material must
have material
numbers
Needs to be
entered in
case of non
codified
materials
Strictly
optional.
Storage
Location may
be entered
later at the
time of P.O.
creation or
Goods
receipt
Now specify the vendors invited to quote by clicking on the Vendor address
button or F7 key.
On screen Create RFQ: Vendor Address, enter information in the fields as specified in
the table below:
Page | 65
Field Name
Vendor
Description
Vendor number
R/O/C
R

Enter valid vendor number and
press enter
Name
Vendor Name
Up to 4 lines available
Street &
House #
Street address and/or House #
Postal Code Postal code and city / town / village

C
& City
Country
Name of country
Region
In some countries, the region

forms part of the address. The
meaning depends on the
country.
Postal Code Zip Code / Postal Code
Page | 66
Comments
If vendor
master does
not exist, use
a one-time
vendor
number (if
allowed)
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Telephone
Telephone #
Fax
Fax #
E-mail
E-Mail address
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
After entering all vendor details, save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow
creation of the same RFQ data to a new vendor by following the steps outlined in 2.5 above. The system will display
the message RFQ Created under the number ___________.
Return to Main Purchasing Menu. (Select Yellow up Pointing Arrow, Shift F3)
Refer to Business Process Procedure Display a RFQ - to verify this result.
Page | 67
2.
MM-ME47-Maintain Quotation
Overview
Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.

In Purchasing, the RFQ and the quotation form a single document. Prices and conditions quoted by
vendors are
entered in the original RFQ. If you have issued an RFQ to several vendors, you can have the system
display the
most favorable quotation submitted. You can also store the prices and terms of delivery from certain
quotations in an info record
for future accessing. A quotation is legally binding on the vendor for a certain period. The quotation is the
vendors response
to a request for quotation issued by a purchasing organization. A quotation consists of items in which the
total quantity
and delivery date of an offered material or service is specified.

RFQ
Output - Results
Quotation entered
Enter RFQ No. for which a price or prices need to be entered.
Comments
Enter all relevant data received by vendor, price, date available,
etc.
Tips and Tricks

If you are simply entering a price against a RFQ, you can follow these easy steps:
Choose RFQ/quotation Quotation Maintain.
(The initial screen for maintaining quotations appears.)
Enter the number of the RFQ and press ENTER.
(The RFQ item overview screen appears.)
You can enter the vendor's price per item on the item detail screen (see steps 4 and 5) or directly on the item
overview screen.
Page | 68
Choose Item
ils to enter quotation data on the item detail screen.
Enter the vendors quotation.

Save your data.
Procedural Steps
Via Menu
(a) Logistics > Materials Management > Purchasing >

RFQ/quotation > Quotation > Maintain
ME47
On screen Maintain Quotation: Initial Screen, enter information in the fields as

Field Name
RFQ
Description
RFQ Number
R/O/C
R

Enter RFQ Number for
which price entries are to be
made.
Comments
Search help can
be used to locate
the appropriate
value.
Page | 69
Press the Enter key, or click on the green Enter icon to proceed.
View the screen Maintain Quotation: Header Data by clicking on the Header data
icon in the toolbar.
Page | 70
Enter information in the fields as specified in the table below. Some fields will not be
available for input, as they are reference fields only.
Field Name
Administrative
Fields:
Qout. Dead.
Validity start
Validity end
Applic. By
Bindg. Per.
Terms of
Payment &
Delivery:
Payment terms
Reference
Data:
Quotation Date
Description
R/O/C
Quotation deadline
Validity start
Validity end
Application date
Binding period
R
O
O
O
O
Supplied from initial screen

Key for defining

payment terms
composed of cash
discount percentages
and payment periods.
Enter appropriate value if

necessary.
Date quotation
submitted
Enter date if desired.
Comments
(F4) search help can

be used to locate the
appropriate value.
Page | 71
Once all necessary header data has been maintained, the user can then enter the price
information in one of two fashions:
Page | 72
Enter the price in the Net Price field on the Maintain Quotation: Item Overview
screen. This price should be the basic price exclusive of discounts/surcharges.
To enter more detailed information in addition to the net price, select the line item and
click on the Item conditions icon.
Here various conditions as per vendor quotation will be maintained.

Drop down on the open field of Condition type and choose the type of condition to be levied for this
basic price. Please note that basic price is referred to as Gross price in this screen since Net will be
calculated after taking into account all conditions.
Examples could be Discount (start with -), Surcharge (start with +), Freight charges, Inspection charges
conditions are either in % or per unit or Absolute value basis.
Page | 73
etc. Most
1.6.3.2 If CST/LST or Excise duty is applicable, the same has to be entered via the tax code. To choose this code, go
back to Item overview screen. Select the material item line and go to Item Details screen. Enter the tax code
here. If a purchase order is created by referencing an RFQ, this code facilitates the determination of the tax
amount when the invoice is entered in the system. The tax code has to be entered for each item in the
Quotation.
Page | 74
Header Conditions There may be some conditions that are applicable on the total amount of the Quotation. These
header conditions can be maintained at header level so that item wise repetition is not required. To enter these
conditions, goto Item overview screen and Choose Header Conditions. The value of these conditions will be
apportioned to individual items.
Page | 75
Click on the green Back arrow to return to the Overview screen once data has been
maintained.
There is a field for quotation comments that will segregate quotations as per their status, Comments such as Not
Responded, Regret case, Technically Unqualified, Commercially Unqualified, Techno-commercially Accepted,
Unsuccessful bid, Lowest Technocomm. Accepted are available to choose from. These comments are to be entered
in the Item details screen under Quotation comments.
Once all quotation information has been successfully entered, save the data by clicking
on the Save button, or press the <Ctrl + S> keys. A message will be displayed that the data
has been saved.
Page | 76
3.
MM-ME48-Display Quotation
Overview
The need arises to display a quotation already maintained for an RFQ (Request for Quotation) in the system.

This BPP will discuss the procedure to display a quotation in the R/3 system.

RFQ number

RFQ number for which you want to display quotation information.
Output - Results
Quotation is displayed.
Display Only format.
Comments
Tips and Tricks
By consistently using the collective number field on RFQs, the search for the required RFQ number is much
simpler.
Changes can not be made in this mode. If changes are required, transaction ME47can be used to maintain
quotation data. See BPP MM-ME47-Maintain Quotation.doc for reference.
Page | 77
Procedural Steps
Via Menu
Logistics > Materials Management > Purchasing > RFQ/Quotation >

Quotation > Display
ME48
On the Display Quotation: Initial Screen screen, enter information in the fields as
Field Name
RFQ
Description
RFQ number
R/O/C
R
Comments
Matchcode (F4)
search functions can
be used to find an
appropriate RFQ in
the system.
Press the Enter key or click on the green

Enter RFQ number (typically a
non-intelligent system
generated number).
Enter icon.
On the Display Quotation: Item Overview screen the following data will be returned in
display-only format:
Page | 78
Field Name
Item Number
Material
Short Text
RFQ quantity
OuN
Delivery Date
Price
Material Group
Plant
Storage Location
D
R
Texts
Description
Item within RFQ
Material master number
Description of the material or service to be procured
The quantity of material required
Order Unit
Date that the material will be due
The price that the vendor has quoted for this item
Material group that the item most closely belongs to
Plant number
Storage location number
Deletion indicator
Rejection indicator specifying that the vendor is to receive a rejection letter in
respect of his quotation.
Text associated with a line item. An icon will appear in the text field if text has
been entered. Simply click on the icon to view the associated text
Page | 79
More detailed information can be viewed by clicking on any one of the following toolbar
icons.
Button Name
Header details (F6)
Vendor address (F7)
Partners (Ctrl-Shift-F5)
Messages (Shift-F1)
Item details (F2)
Information Returned
Administrative field values and Reference data.
Vendor name, address, search terms, communication data, etc.
Partner Schema (if applicable)
Printing information
Line item specific data (select line on RFQ and click on icon)
Example:
In the event that the header data needs to be displayed, use the menu path Header Details, or click on the
Display Header icon. On the Display Quotation: Header Data screen the following data will be returned in display only format:
Page | 80
Field Name
RFQ
RFQ Type
Vendor
Company Code
Purchasing Group
RFQ date
Validity start
Validity end
Payment terms
Collective number
Quot. dead.
Applic. by
Bindg. per.
Target val
Quotation date
Description
RFQ number
Type of RFQ
Vendor number
Company code
Purchasing group code
Purchasing organization number
Date of RFQ creation.
Start of the period in which the RFQ may be submitted
End of the period in which the RFQ may be submitted
Terms stipulated by vendor
Number used to collectively group RFQs
Date by which the vendor is to submit the quotation
Date by which the bidder is to express an interest in submitting a bid.
Date for which the quotation is valid and binding
Target value of the contract.
Date quote submitted by vendor
To return , click on the green Back button

keys.
, the yellow Exit button
Page | 81
or press the <Shift + F3>
4.
MM-ME49-RFQ Comparison
Overview
The need arises to make a price based comparison of the different quotations sent by vendors to select the most
suitable vendor.

This BPP will discuss the procedure to compare different quotations to select the most suitable vendor for
the material.

Collective RFQ number
Enter the number of the purchasing organization under which the
procurement will be done.
Enter the Collective RFQ number for the quotations to be
compared.
Output - Results
A list o A comparative analysis of the different quotations.
Procedural Steps
Via Menu
Logistics>Material
management>Purchasing>RFQ/Quotation>Quotation>ME49
Price Comparison
ME49
Page | 82
On screen Price Comparison List,enter information in the fields as specified in the below table:
Enter the Purchasing

Organization and the
Collective RFQ
number
Field Name
Purchasing
Organizatio
n
Collective
RFQ
number
Mean
Value
Quotation
Description
number
Collective RFQ number for

the quotations to be
compared

Enter Purchasing Organization
number
Enter the collective RFQ

number
Select this indicator if the

basis for comparison is to
Minimum
Value
Quotation
R/O/C
R
be the average price from
O
Click on <EXECUTE>
all quotations.
Include
discounts
Select this indicator if the
Page | 83
Comments
Match code (F4)
basis for comparison is to
be the lowest price from all
Tick the check box.
Tick the check box.
quotations.
Specifies whether the
Include
delivery
costs
Determine
effective
price
percentage discount
granted on the purchase
price in accordance with
the terms of payment is to
be taken into account in
determining the price.
Select the field if the

delivery costs are to be
taken into account in
calculating the price.
Tick the check box.
Select the field if the
effective price is to be
computed.
Tick the check box.
Comparative analysis of the different quotations displaying the ranking of the different quotations.
Page | 84
Double click on the

price to be rejected.
Now the user can select the most suitable quotation and reject the others (in the above case rank2 and rank
3).
Double click on the price of the quotation to be rejected and tick the check box.
Click on the
SAVE button
Check the REJECTION

INDICATOR box.
Click on SAVE button
Repeat the same process for other quotations /items to be rejected.
Page | 85
5.
MM-ZMMF_PC-Print Price Comparison Report
Overview
Once we have maintained the quotation received from vendor in the system then we will compare them
Prerequisite:
1. Quotations to be compared should be maintained in the system
Business Process:
1. Print or Price Comparison Report

Sr. No.
1
Activity
Price Comparison Report
T Code
ZMMF_PC
Remarks
Procedural Steps:
In the Screen Driver Programme for Price Comparison Smart form(MM014) enter the following Data:
Field Name
Purchasing
Organization
Quotation
No.
Collective
RFQ
Vendor
Material
Description
R/O/C
Enter Quotation Number
Enter Quotation Number
Enter Collective RFQ number
Enter Collective RFQ number
Enter Vendor Code

Enter Material Number
O
O
Enter Vendor Code

Enter Material Number
Page | 86
Commen
ts
After entering the Selection Parameter, press Execute button
Enter Printer
Click here for Print Preview
Click here for Print
Page | 87
Page | 88
6.
MM-ME9A-Message Output RFQ
Overview
A Request for Quotation needs to be printed

This procedure details how to print a Request for Quotation created in R/3

Message Data
Details the type of message to print.
Output - Results
A successfully printed Request for
Quotation
Comments
Tips and Tricks
The more search parameters that are entered the more efficient the search and the less unnecessary information that is
displayed.
Page | 89
Procedural Steps

Via Menu
Logistics>Materials Management>Purchasing
>RFQ/Quotation>Request for
Quotation>Messages>Print/Transmit
ME9A
On screen Message Output, enter information in the fields as specified in the table
below:
Page | 90
Field Name
Purch.
Doc. Data
Document
Number
Vendor
Purchasing
Organizatio
n
Purchasing
Group
Document
Type
Document
Date
Message
Data
Application
Message
type
Processing
status
Creation
date
Time
created
Description
R/O/C
PO Number
Choose from drop down menu
Vendor #
Purchasing Organization #
O
O

Purchasing Group #
Identifier allowing
differentiation between the
various kinds of purchasing
document in the SAP system
Date on which the purchasing
document was created.
Enter Document date or choose

from drop down menu
Subdivides the usage of a

condition for the use in
different application areas
Specifies the kind of output
EA defaults for RFQ
Indicates the status1 indicates the process was

successful.
2 indicates an error
0 indicates the process has
not yet started
Date the message is create
Default is 0
Enter date or choose the drop

down menu
Defaults to time started
Comment
s
Displays the time the message C

was created
Click on the Execute button.
Page | 91
On screen Message Output select the appropriate Request for Quotation and perform
the following:
Select the check box

Click on <Display Message>
and
and/ or <Output Message>
Page | 92
3. Contract/APO
1.
MM-ME31K-Create Contract with reference to PR
Overview
Business needs should be defined through a requisition. If the requisition needs to be converted into a contract,
then it can either be created w.r.t the requisition or a quotation maintained for a particular vendor.
Here we will find how to create contract with reference to PR

A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts
may either be value contracts or quantity contracts. Value contracts have a ceiling that is a monetary
amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the
vendor will provide to us.
This procedure outlines the steps involved in creating a standard quantity or value contract in R/3 for
stock material. Contracts do not specify delivery dates; this is determined when release orders are
issued against the contract.

Purchase requisition

Select from drop down list
Page | 93
Output - Results
Contract document
Comments
Document Created.
Tips and Tricks
By providing as much input information as possible when creating contracts, the user can save time by minimizing
the inputs at the time of the order release.
By selecting the PR all data will gate copied over to the screen.
Page | 94
Procedural Steps
Access Create Contract by;
Via Menu
(a) Logistics>Materials Management>Purchasing>Outline

agreement>Contract >Create
ME31K
In the Create Contract: Initial Screen, Select the Reference to the PReq
Click on Reference to PReq
Page | 95
Enter the Proper PReq number.
Enter the Proper PReq

number
Field Name
Vendor
Description
Vendor for which the contract
is for
R/O/C
C

Vendor number known or via
search
Agreement
type
Specify what kind of outline

agreement
Agreement
Date
Agreement
Date of the contract
Agreement number
Purch.
Organization for which the contract

R

annexure ZAED, ZANB,
ZAPO, ZARC, ZASR.
Defaults todays date into this
field
Leave blank, if the system is
This number
configured to assign numbers
will be
internally or enter desired
determined
number
internally
Please refer the attached annexurePicked from
Page | 96
Comments
If not
mentioned in
Preq
Picked from
Preq.
Organizatio
n
is valid
PReq
Press <Enter>
Enter the vendor
Page | 97
On the Create Contract: Header Data screen, enter information as specified in the fields
in the table below:
Enter the validity end date
Enter target value
Enter BSNL APO

number
Field Name
Agreement
date
Validity
start
Validity
end
Payment
terms
Target val
Exch. rate
Description
Date the agreement was
created
Beginning date of contract
period.
Date that the contract expires.
R/O/C
R
R
R

Exchange rate of the currency
R
O

Defaults todays date into the
field. Change if necessary
Enter the date until the contract
will be valid
Defaults from vendor master.
Change if necessary
Required for value contracts
Change if necessary
Page | 98
Comments
Grayed out
Ex. Rate fx.
Incoterms
BSNL APO
number
Fixing of exchange rate.

Indicates the purchase order
currency and the exchange
rate cannot be changed during
invoice verification.
Freight terms stipulated by
vendor
BSNL Number

Change if necessary
Required for value
Press <Enter>
On screen Create Contract: Overview: Reference Document Items, enter information in

the fields as specified in the table below:
2. Select the line item
3. Click on Adopt
Details
Page | 99
1. Enter the storage location
Field Name
Sloc
Description
material will
ordered
R/O/C
O

Location from
table
Select line items of reference document and click on the

take you to the next screen Create Contract: Item 000010
Page | 100
Comments
Strictly
optional.
Storage
Location may
be entered
later at the
time of P.O.
creation or
Goods
Receipt.
button to copy details to Contract. System will
On the Create Contract: Item 00010 screen, enter information as specified in the fields
in the table below:
2.Press OK
button
1.Enter the Net order
price
Page | 101
Field Name
A
Description
Account Assignment
Category. Key to determine
who will be paying for the
consumable material or
service.
Description of the material or
service to be procured
R/O/C
O

Will default from original
screen if information has been
entered.
Targ. qty.
The quantity for which the

contract is valid
Oun
Net Order
Price
Tax code
Order Unit
Basic price to be entered
O for
WK
R for
MK
C
R
Defaults from material master.

Enter a text for material not
maintained in the material
master (ex. Non stock
materials)
Enter the number of pieces or
amount of service for the
contract.
Tax Code
Tracking
No.
Will be defaulted from

reference document
Short Text

Required when Preq is used as
reference document
reference document, if
available
Can be changed if required
Press <Enter>
Page | 102
Comments
Can be entered
fro
ED,CST,LST
capture
Upon entering all of this information, the user have the option to use the radio buttons /
icons on the menu bar to update or view more information that pertains to the contract.
2. Click on vendor address

icon
1. Enter the continue
Page | 103
On screen Create Contract: Additional data for Item; enter information in the fields as
2. Press save
button
1. Enter the vendor

address here
Field Name
Planned
delivery time
GR processing
time
Net Weight
Gross weight
Volume
Description
Time in days in which
delivery can be achieved
unless entered differently in
this screen
Lag time in days in which
goods receipt is expected
after physical receipt
Net weight per order unit
R/O/C
O

Defaults from Material
Master

Master
Gross weight of unit
O
O

Master
Defaults from Material Master
Page | 104
Comments
Press <Save>icon
, contract will be created and contract number will be displayed
APO number will be

generated
Page | 105
2.
MM-ME31K-Create Contract with reference to RFQ
Overview
Business needs should be defined through a requisition. If the requisition needs to be converted into a contract,
then it can either be created w.r.t the requisition or a quotation maintained for a particular vendor.
Here we will find how to create contract with reference to RFQ

A contract establishes a long-term agreement with a vendor to supply a material or service. Contracts
may either be value contracts or quantity contracts. Value contracts have a ceiling that is a monetary
amount that should not be exceeded. A quantity contact specifies a ceiling of goods or services that the
vendor will provide to us.
This procedure outlines the steps involved in creating a standard quantity or value contract in R/3 for
stock material. Contracts do not specify delivery dates; this is determined when release orders are
issued against the contract.
Request for quotation
Select from drop down list
Output - Results
Contract document
Document Created.
Comments
Page | 106
Tips and Tricks
By selecting the RFQ all data will gate copied over to the screen.
Page | 107
Procedural Steps
Access Create Contract by;
Via Menu
(a) Logistics>Materials Management>Purchasing>Outline

agreement>Contract >Create
ME31K
In the Create Contract: Initial Screen, Select the Reference to the RFQ
Click on Reference to RFQ
Page | 108
Enter the Proper RFQ number.
Enter the Proper RFQ

number
Field Name
Vendor
Description
Vendor for which the contract
is for
R/O/C
C

Vendor number known or via
search
Agreement
type

agreement
Agreement
Date
Agreement
Agreement number
Purch.
Organization for which the contract

R

annexure ZAED, ZANB,
ZAPO, ZARC, ZASR.
Defaults todays date into this
field
Leave blank, if the system is
This number
configured to assign numbers
will be
internally or enter desired
determined
number
internally
Please refer the attached annexurePicked from
Page | 109
Comments
If not
mentioned in
RFQ
Picked from
RFQ
Organizatio
n
is valid
RFQ
Press <Enter>
On the Create Contract: Header Data screen, enter information as specified in the fields
in the table below:
Enter the validity end date
Enter target value
Enter BSNL APO

number
Page | 110
Field Name
Agreement
date
Validity
start
Validity
end
Payment
terms
Target val
Exch. rate
Ex. Rate fx.
Incoterms
BSNL APO
number
Description
created
period.
Date that the contract expires.
R/O/C
R
R
R

Exchange rate of the currency
rate cannot be changed during
invoice verification.
vendor
BSNL Number
R
O
O
O
R

will be valid
Change if necessary
Change if necessary

Change if necessary
Required for value
Press <Enter>
Page | 111
Comments
Grayed out
On screen Create Contract: Overview: Reference Document Items, enter information in
the fields as specified in the table below:
2. Select the line item
Field Name
Sloc
3. Click on Adopt
Details
Description
material will
ordered
1. Enter the storage location
R/O/C
O

Location from
table
Page | 112
Comments
Strictly
optional.
Storage
Location may
be entered
later at the
time of P.O.
creation or
Goods
Receipt.
Select line items of reference document and click on the

take you to the next screen Create Contract: Item 000010
button to copy details to Contract. System will
On the Create Contract: Item 00010 screen, enter information as specified in the fields
in the table below:
2. Press OK
button
1. Enter the Net order price if required
Page | 113
Field Name
A
Description
Account Assignment
Category. Key to determine
who will be paying for the
consumable material or
service.
Description of the material or
service to be procured
R/O/C
O

Will default from original
screen if information has been
entered.
Targ. qty.
The quantity for which the

contract is valid
Oun
Net Order
Price
Tax code
Order Unit
Basic price to be entered
O for
WK
R for
MK
C
R

Enter a text for material not
maintained in the material
master (ex. Non stock
materials)
Enter the number of pieces or
amount of service for the
contract.
Tax Code
Tracking
No.

reference document
Short Text

Required when Preq is used as
reference document
reference document, if
available
Can be changed if required
Press <Enter>
Page | 114
Comments
Can be entered
fro
ED,CST,LST
capture
Upon entering all of this information, the user have the option to use the radio buttons / icons on the menu bar to
update or view more information that pertains to the contract.
2. Click on vendor address

icon
2. Enter the continue
Page | 115
On screen Create Contract: Additional data for Item; enter information in the fields as
2. Press save
button
1. Enter the vendor

address here if required
Field Name
Planned
delivery time
GR processing
time
Net Weight
Gross weight
Volume
Description
this screen
R/O/C
O

Master

Master
O
O

Master
Page | 116
Comments
Press <Save>icon
, contract will be created and contract number will be displayed
APO number will be

generated
Page | 117
3.
MM-ME32K-Change Contract
Overview
A contract for stock material needs to be changed. This can either be a standard quantity contract or a value
contract.

This procedure outlines the steps involved in displaying a standard quantity or value contract in R/3 for
stock material.
A contract establishes a long-term agreement with a vendor to supply a material or service.
Contracts may either be value contracts or quality contracts.
Value contracts have a ceiling, which is a monetary amount that should not be exceeded.
A quantity contact specifies a ceiling of goods or services that the vendor will provide to us.
Contracts do not specify delivery dates, as this is determined when release orders are issued against
the contract. If an existing contract requires to be displayed, this procedure should be used.

Agreement

Agreement Number
Output - Results
Changed Contract
Comments
Page | 118
Tips and Tricks
Procedural Steps

Via Menus
(a) Logistics > Materials Management > Purchasing > Outline

agreement > Contract > Change
ME32K
In the Change Contract: Initial Screen, enter information as specified in the fields in the
table below:
nter the required APO number
Page | 119
Field Name
Agreement
Description
Number of Agreement
requiring change
R/O/C
R

You must input the number of
the agreement to be changed.
Comments
In the Change Contract: Item Overview Screen the following fields will default and some
can be changed as noted:
Change the required data on this screen
Page | 120
Field Name
Short Text
Target Qty
SLOC
Vendor
Description
Description of Material
Quantity to be procured
Storage Location
Name/Number of Vendor
R/O/C
O
O
O
R
Agreement
type
Agreement
Date
Agreement

agreement
Agreement number
Item
category

procurement of the material
or service is handled.
Key to determine who will be
paying for the consumable
material or service.
Plant number
Will default in per agreement

to be changed
Material group
Select from drop-down menu,

this value can be changed if
required
Enter plant here if you wish for
the plant number to be
defaulted into all line items for
the contract. Also, you only
specify the plant if the contract
is plant-specific.
annexure
Account
Assignment
Category
Plant
Material
Group

Change if required
Change if required
Change if required
Vendor for agreement will
default
annexure
Defaults date of agreement into
this field
Number of agreement to be
changed will default.
Comments
This number
will be
determined
internally
Page | 121
Click on the Header button.
On the Change Contract: Header Data screen, change information as specified in the
fields in the table below:
Change the header level data on

this screen
Page | 122
Field Name
Administrat
ive Fields
Agreement
date
Item number
interval
Validity
start
Validity end
Terms of
Delivery
and
Payment
Payment
terms
Target val
Exch. Rate
Incoterms
Description

created
The way the line items are
numbered.
period.
Date that the contract
expires.
R/O/C
Comments
Grayed out
O
R
R

will be valid

Change if necessary
Change if necessary

O/R
Exchange rate of the
O
currency
O
vendor
Change if necessary
Upon entering all of this information, you have the option to use the radio buttons /
icons on the menu bar to update or view more information that pertains to the contract.
Select and item, and click on the Additional Data button.
On screen Change Contract: Additional data for Item; modify information in the fields as
Page | 123
Change additional data on this screen
Field Name
Planned
delivery time
Description
R/O/C
Comments
O
Master but can be changed
here
this screen
GR processing
O
time
Master
Incoterms
Point of transfer of
O
Defaults from Vendor Master
ownership
Click on the Save
button.
A message will be displayed stating that the contract has been changed.
Page | 124
4.
MM-ME33K-Display Contract
Overview
User wishes to display an existing Contract

This procedure outlines the steps involved in displaying a standard quantity or value contract in R/3 for
stock material.
A contract establishes a long-term agreement with a vendor to supply a material or service.
Contracts may either be value contracts or quality contracts.
Value contracts have a ceiling, which is a monetary amount that should not be exceeded.
A quantity contact specifies a ceiling of goods or services that the vendor will provide to us.
Contracts do not specify delivery dates, as this is determined when release orders are issued against
the contract. If an existing contract requires to be displayed, this procedure should be used.

Agreement

Agreement number
Output - Results
Displayed Contract
Comments
Tips and Tricks
Page | 125
Procedural Steps

Via Menu
(a) Logistics > Materials Management > Purchasing > Outline

agreement > Contract > Display
ME33K
In the Display Contract: Initial Screen, enter information as specified in the fields in the
table below:
Enter the required APO number
Page | 126
Field Name
Agreement
Description
Number of Agreement
requiring change
R/O/C
R

You must input the number of
the agreement to be displayed.
Comments

In the Display Contract: Item Overview Screen the following fields will be displayed. In a
Display format, fields can not be changed.
Click on header button
Page | 127
Field Name
Short Text
Target Qty
SLOC
Vendor
Description
Description of Material
Quantity to be procured
Storage Location
Name/Number of Vendor
R/O/C
O
O
O
R
Agreement
type
Agreement
Date
Agreement

agreement
Agreement number
Item
category

procurement of the material
or service is handled.
Key to determine who will be
paying for the consumable
material or service.
Plant number
Material group
Will default in per agreement

to be changed
Field will display
O
O
Field will display

annexure
Account
Assignment
Category
Plant
Material
Group

Field will display a name
Field will display a quantity
Field will display an SLOC
Vendor for agreement will
default
annexure
Defaults date of agreement into
this field
Number of agreement to be
displayed will default.
Click on the Header button.
Page | 128
Comments
This number
will be
determined
internally
On the Display Contract: Header Data screen, view information as explained in the
table below:
Header level data
Page | 129
Field Name
Administrat
ive Fields
Agreement
date
Item number
interval
Validity
start
Validity end
Terms of
Delivery
and
Payment
Payment
terms
Exch. Rate
Ex. Rate fx.
Incoterms
Description

created
The way the line items are
numbered.
period.
Date that the contract
expires.
R/O/C
Field will display
R
R

Field will display
Field will display
Exchange rate of the

currency
rate cannot be changed
during invoice verification.
vendor
Field will display
Field will display
Field will display
Page | 130
Comments
Grayed out
Upon viewing all of this information, there is the option to use the radio buttons / icons
on the menu bar to view more information that pertains to the contract.
Select an item and click on the Additional Data button.
On screen Display Contract: Additional data for Item; display information in the fields as
Additional data on this

screen
Page | 131
Field Name
Planned
delivery time
GR processing
time
Net Weight
Gross weight
Volume
Incoterms
Description
this screen
R/O/C
O

Field will display
Field will display
O
O
O

Master
Defaults from Vendor Master
Point of transfer of
ownership
To exit, click on the Exit button.
Click on exit button
Page | 132
Comments
5.
MM-ME9K-Message Output Contracts
Overview
A Contract needs to be printed

This procedure details how to print a Contract created in R/3

Message Data
Output - Results
A successfully printed Contract
Comments
Tips and Tricks
displayed.
Page | 133
Procedural Steps

Via Menu
Logistics>Materials Management>Purchasing >Outline

Agreement > Contract>Messages>Print/Transmit
ME9F
below:
Page | 134
Field Name
Purch.
Doc. Data
Document
Number
Vendor
Purchasing
Organizatio
n
Purchasing
Group
Document
Type
Document
Date
Message
Data
Application
Message
type
Processing
status
Creation
date
Time
created
Description
R/O/C
Contract Number
Vendor #
O
O

Purchasing Group #
Identifier allowing

from drop down menu

EV defaults for Contract

successful.
not yet started
Default is 0

down menu
Comment
s

was created

On screen Message Output select the appropriate Contract and perform the following:
Page | 135

and
and/ or <Output Message>
Page | 136
6.
MM-ZMMF_APO-Message output APO
Trigger:
To take the print out of the unreleased APO
Prerequisite:
Appropriate APO number should be known
Business Process:
Print out of the APO.

Sr.
No.
1
Activity
T Code
Enter purchasing document number APO number
ZMMF_APO
Procedural Steps:
In the Screen Output message enter the following Data:
Field Name
Purchasing
document
number
Application
Description
R/O/C
Enter purchasing document number

APO
Enter the Application type
Comment
s
Enter purchasing document

numberAPO number
EV
By
Default
Page | 137
After entering the Selection Parameter, press Execute button
In message output screen, enter the Document Number as shown below & Execute F8.
Enter the document Number

and mandatory input
parameter and then execute
(F8)
Page | 138
a. Select the document number, press the output message.
Print will be send to the set printer.

Click on output
message
Select the Document
Page | 139
b. Print Output.
Page | 140
4. Purchase Order/Release Order

1.
MM-ME21N-Create Purchase Order-Account Assignment
Overview
A purchase order for Account Assignment needs to be created, and the vendor is known.

A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions
and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the
vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification)
processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at
a predetermined price and delivery date.
Purchase Order for direct charge materials covers those cases when items are purchased only for a special
purpose in mind and whose value is booked to a cost centre. Once received by goods receipt transaction
these materials are not reflected in inventory, neither quantity nor value.

Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Account Assignment
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Purchasing Organization code
Purchasing Group code
Purchase order date default is system date
Material which is being purchased
Quantity of Purchase
Effective purchase price
Anticipated Delivery Date
Plant code
Cost Centre
Material code
Nature of Purchase
System Date will default
File Tracking Number
Tax code for ED / CST / LST
Page | 141
Output - Results
Purchase order document
Comments
Can be changed, displayed or printed which can then be printed to
send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header
data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant,
company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
Page | 142
Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation

Via Menu
Logistics>Materials Management>Purchasing>Purchase Order>

Create>Vendor/Supplying Plant Known
ME21N
Select appropriate PO Document type from the following:

Sr. No.
PO Document Type
Document Type description
ZDGO
Purchase Orders issued under DGS&D Rates
ZEDO
Educational Purchase Orders released against Educational APO
ZEMO
Emergency Purchase Orders; doesnt need reference of APO and

can be created directly.
ZNBO
Need Based Purchase Order released against Need Based APO
ZNPO
Intermediate Receipt reference from Non-POC location.
ZRCO
PO issued against Rate Contracts and PO issued against DGS&D

rates
ZRPO
Regular Purchase Orders released against Advanced Purchase

Orders
Page | 143
On screen Create Purchase Order, Click on Document Overview On
button as shown below:
Select the appropriate Document Type
On screen Create Purchase Order, Click on On button

Purchasing Document which may be any of the following:
and select appropriate
Purchase Order It will be used if you want to copy from existing PO

Request for Quotation If PO is to be made with reference to RFQ
Contracts If a contract exist and you need to create PO with reference to that contract
Purchase Requisitions If you want to create with reference to PR
Page | 144
Page | 145
On screen Purchasing Documents Enter the plant and document date and click on
Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 146
On screen Create Purchase Order, drag the appropriate RFQ number with reference to
which you want to create PO into the basket
below:
on the right side at the top as shown
Drag the appropriate Purchasing Document number in the basket
Account Assignment Category: K

All the necessary details will be picked from Purchasing Document if you are
referring any purchasing document. If you are not referring any purchasing
document then you have to enter all required detail manually
On screen Create Purchase Order, enter information in the fields as specified in the
table below:
Field Name
Tracking No.
Description
Reference Tracking number
R/O/C
R

Comments
Tracking number to be entered
here
Page | 147
On the Header Details screen, enter the BSNL Doc number on the customer data tab
.
On the Item Details screen, enter the Tax Code for each Item. Enter information in table
below:
Select the appropriate Tax Code

from the available list in the field
Tax code under the tab Invoice.
Tax code is mandatory for all items.
Page | 148
Field Name
Tax Code
Description
Tax Code
R/O/C
R

Will default from RFQ if
maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Click on Text tab to enter Header Text in PO
Click on Text tab and enter

text under the appropriate
heading.
Entering the Item Text in the PO

If you want to maintain text at Item Level then select the tab Texts in the Item level and enter text under
the appropriate heading.
Page | 149
Select the Texts tab
Enter Item text under the

appropriate heading
Click on the Enter button and Check
the Purchase order.
The Purchase Order may be posted by clicking on the Save button.

A message will be displayed stating that the purchase order was saved, with the purchase
order number.
Page | 150
CASE II: Purchase Order Creation w.r.t Requisition
Via Menu

ME21N


Page | 151
Execute
or F8.
Enter Plant here
Enter Document Date

here
Page | 152
On screen Create Purchase Order, drag the appropriate PR number with reference to
below:
Drag the
appropriate
Purchasing
Document number
in the basket
Page | 153
On the Item Details screen, enter the following for each Item. Enter information in table
below:
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 154
order number
Page | 155
CASE III: Direct Purchase Order Creation
Via Menu

ME21N
table below. After each entry press enter to proceed in the below mentioned sequence:
Page | 156
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Purchasing
Organization
Purchasing
Group
Company
Code
Item
Overview
Material
Section Header
Purchasing organization code
Search by drop down menu
Company code for purchase
Material number
Plant
Facility where goods are

produced or sold.
Account where costs are
allocated
Search by drop down menu to

locate non valuated material
code
Enter plant
Enter to book costs
Vendor selling price for good

Required units / quantity
Text from the material
master record
Unit that good is purchased
R
R
R
Enter price
Enter quantity
Default from master record
Date material is required

Currency used for plant
Grouping together of
materials by characteristics
Location where stock is
stored
R
R
R
Defaults from material master,

change if required
Enter delivery date
Default
Acct.
assignment
category
Net Price
PO Quantity
Short text
Unit of
measure
Delivery Date
Currency
Material
group
Storage
Location

annexure
Date PO created (defaults to
todays date)
Vendor number known or
search by drop down
Comments
Item Overview
Enter storage location, if

required
Tracking
number

monitoring of the
procurement of required
materials
To be entered as per
Purchasers requirement
Requisitioner
To whom material is ordered
Name or initials of
Page | 157
Cost Center (K)

to charge costs to
cost centers
Required for
stock item, can be
entered even later
at time of Goods
receipt
Can be used in
List display to list
all POs created
by a certain
buyer.
requisitioner

below:
Enter the G/L Account No.
Enter the cost center
Page | 158
Field Name
Tax Code
Description
Tax Code
G/L Account
General Ledger Account
Cost Center
Represents a separate
location of cost
incidence. The
definition can be
based on functional
requirements,
allocation criteria,
activities or services
provided physical
location, and/or area
of responsibility.
R/O/C
R

Required to be chosen from
drop down

drop down
Choose cost centre from drop

down
Comments
Will need to be
entered by
choosing from
drop down
Required to be
manually entered
only if material
code has not been
entered
This action is
required when
A/c assign K is
used

order number.
Page | 159
2.
MM-ME21N-Create Purchase Order-Assets
Overview
A purchase order for Asset material needs to be created, and the vendor is known.

Purchase Order for Asset covers those items purchased under an Asset: therefore their value can be
booked to an Asset account.

Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Account Assignment
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Plant code
A for Internal Order
Material code
Nature of Purchase
Tracking Number
Output - Results
Comments
send to vendor
Page | 160
Tips and Tricks
company code.
Page | 161
Procedural Steps

Via Menu

ME21N

Sr. No.
PO Document Type
ZDGO
ZEDO
ZEMO

ZNBO
ZNPO
ZRCO

rates
ZRPO

Orders
Page | 162
Select the appropriate Document

Type
Page | 163

Page | 164
Execute
or F8.
Enter Plant here
Enter Document
Date here
Page | 165
below:
Drag the appropriate Purchasing Document

number in the basket
Account Assignment Category: A
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Item
Overview
RFQ
Item Overview
RFQ item
Tracking No.
Reference document number

annexure
todays date)
Comments
Enter the RFQ number which

Use drop down
has been finalized to place
tool to refer to
order
RFQ list
Item number
C
Item No. 1,2 and so on of
If left blank all
RFQ to be chosen for
items will be
reference
copied from RFQ
R
here
Page | 166

.
below:
Page | 167

Tax code is mandatory for all
items.
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 168

heading.

If you want to maintain text at Item Level then select the tab Texts in the Item level and
enter text under the appropriate heading.
Page | 169
Enter Item text under the appropriate heading
the Purchase order.

order number.
Page | 170

Via Menu

ME21N


Page | 171
Page | 172
Execute
or F8.
Enter Plant here
Enter Document Date here
Page | 173
below:
Account Assignment Category: A

.
Page | 174
below:

items.
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 175
the Purchase order.

order number.
Page | 176
Via Menu

ME21N
Page | 177
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Purchasing
Organization
Purchasing
Group
Company
Code
Item
Overview
Material
Section Header
Enter if not defaulted in from

purchasing org or group
Material number
Plant

produced or sold.
allocated

code
Enter plant
Enter to book costs

master record
R
R
R
Enter price
Enter quantity

stored
R
R
R

change if required
Enter delivery date
Default
Acct.
assignment
category
Net Price
PO Quantity
Short text
Unit of
measure
Delivery Date
Currency
Material
group
Storage
Location

annexure
todays date)
search by drop down
Comments
Item Overview

required
Tracking
number

monitoring of the
materials
Requisitioner
Name or initials of
requisitioner
Page | 178
Choose A
Assets
Required for
stock item, can be
entered even later
at time of Goods
receipt
Can be used in
all POs created
by a certain
buyer.

below:
Select the Appropriate

Asset code from the drop
down
Page | 179
Field Name
Tax Code
Description
Tax Code
G/L Account
Asset
Number
Represents the Asset

account where
inventory price has
booked.
R/O/C
R

maintained there.

drop down
Choose Asset number from

drop down
Comments
Will need to be
entered by
choosing from
drop down
Required to be
manually entered
only if material
code has not been
entered
This action only
to be done when
A/c assign A is
used
the Purchase order.

order number.
Page | 180
3.
MM-ME21N-Create Purchase Order-Non-Valuated Material
Overview
A purchase order for Non valuated material needs to be created and the vendor is known.

Purchase Order for Non valuated materials covers those administrative items and insurance spares whose
value is booked to an account. Once received, only quantity tracking is possible since materials are nonvaluated.

Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Account Assignment
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Plant code
Cost Centre
Material code
Nature of Purchase
Output - Results
Comments
send to vendor
Page | 181
Tips and Tricks
company code.
Page | 182
Procedural Steps

Via Menu

ME21N

Sr. No.
PO Document Type
ZDGO
ZEDO
ZEMO

ZNBO
ZNPO
ZRCO

rates
ZRPO

Orders
Page | 183
Select the
appropriate
Document Type
Page | 184

Page | 185
Execute
or F8.
Enter Plant here
Enter Document
Date here
Page | 186
below:
table below:
Field Name
Tracking No.
Description
R/O/C
R

Comments
here
Page | 187
.
below:
Select the appropriate Tax

Code from the available list in
the field Tax code under the
tab Invoice. Tax code is
mandatory for all items
Page | 188
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Click on Text tab and enter text

under the appropriate heading.
Page | 189
the Purchase order.

order number.
Page | 190
Via Menu

ME21N


Page | 191
Execute
or F8.
Enter Plant
here
Enter Document
Date here
Page | 192
below:
Account Assignment
Category: K
Page | 193
below:

Code from the available list
in the field Tax code under
the tab Invoice. Tax code
is mandatory for all items.
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down

A message will be displayed stating that the purchase order was saved, with the purchase order number
Page | 194
Via Menu

ME21N
Page | 195
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Purchasing
Organization
Purchasing
Group
Company
Code
Item
Overview
Material
Section Header
Material number
Plant

produced or sold.
allocated

code
Enter plant
Enter to book costs

master record
R
R
R
Enter price
Enter quantity

stored
R
R
R

change if required
Enter delivery date
Default
Acct.
assignment
category
Net Price
PO Quantity
Short text
Unit of
measure
Delivery Date
Currency
Material
group
Storage
Location

annexure
todays date)
search by drop down
Comments
Item Overview

required
Tracking
number

monitoring of the
materials
Requisitioner
Name or initials of
Page | 196
Required for
stock item, can be
entered even later
at time of Goods
receipt
Can be used in
all POs created
by a certain
buyer.
requisitioner
below:

Code from the available list
in the field Tax code under
the tab Invoice. Tax code
is mandatory for all items.
Field Name
Tax Code
Description
Tax Code
R/O/C
R

drop down
Comments
Will need to be
entered by
choosing from
drop down
Page | 197

order number.
Page | 198
4.
MM-ME21N-Create Purchase Order-Project Stock
Overview
A purchase order for Project Stock material needs to be created, and the vendor is known.
Purchase Order for Project stock materials covers those items purchased under a project; therefore their
value is booked to a Project account. Once received, quantity and value tracking is possible.

Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Account Assignment
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Plant code
A for Internal Order
Material code
Nature of Purchase
Tracking Number
Page | 199
Output Results
Comments
send to vendor
Tips and Tricks
company code.
Page | 200
Procedural Steps

Via Menu

ME21N

Sr. No.
PO Document Type
ZDGO
ZEDO
ZEMO

ZNBO
ZNPO
ZRCO

rates
ZRPO

Orders
Page | 201
Select the appropriate Document Type
Page | 202

Page | 203
Execute
or F8.
Enter Plant here
Enter Document Date

here
Page | 204
below:
Account Assignment Category: P

Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Item
Overview
RFQ
Item Overview
RFQ item
Tracking No.

annexure
todays date)
Comments

Use drop down
tool to refer to
order
RFQ list
Item number
C
If left blank all
items will be
reference
copied from RFQ
R
here
Page | 205
.
below:

items.
Page | 206
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down


Page | 207


Page | 208
the Purchase order.

order number.
Page | 209
Via Menu

ME21N


Page | 210
Execute
or F8.
Enter Plant here
Enter Document Date

here
Page | 211
below:
Account Assignment Category: P

Page | 212
.
below:

Code from the available list in
the field Tax code under the
tab Invoice. Tax code is
mandatory for all items.
Page | 213
Field Name
Tax Code
Description
Tax Code
Comments
Will need to be
entered by
choosing from
drop down
R/O/C
R

maintained there.
the Purchase order.

order number.
Page | 214
Via Menu

ME21N
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Purchasing
Organization
Section Header

annexure
todays date)
search by drop down
Page | 215
Comments
Purchasing
Group
Company
Code
Item
Overview
Material

Material number
Plant

produced or sold.
allocated

code
Enter plant
Enter to book costs

master record
R
R
R
Enter price
Enter quantity

stored
R
R
R

change if required
Enter delivery date
Default
Acct.
assignment
category
Net Price
PO Quantity
Short text
Unit of
measure
Delivery Date
Currency
Material
group
Storage
Location
Item Overview

required
Tracking
number

monitoring of the
materials
Requisitioner
Choose P
Project
Required for
stock item, can be
entered even later
at time of Goods
receipt
Can be used in
all POs created
by a certain
buyer.
Name or initials of
requisitioner
(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional

below:
Page | 216
Enter the WBS Element

Number
Field Name
Tax Code
Description
Tax Code
G/L Account
WBS
Element
Number
Represents the Project

account where
inventory price has
booked.
R/O/C
R

maintained there.

drop down
Choose WBS number from

drop down
Comments
Will need to be
entered by
choosing from
drop down
Required to be
manually entered
only if material
code has not been
entered
This action only
to be done when
A/c assign P is
used
the Purchase order.

A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 217
5.
MM-ME21N-Create Purchase Order-Stock Materials
Overview
A purchase order for valuated materials needs to be created, and the vendor is known. The materials will be stocked
before they are consumed in plant activities.


Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Plant code
Material code
Nature of Purchase
Page | 218
Output - Results
Comments
send to vendor
Tips and Tricks
company code.
Page | 219
Procedural Steps

Via Menu

ME21N

Sr.
No.
PO Document Type
ZDGO
ZEDO
ZEMO

ZNBO
ZNPO
ZRCO

rates
ZRPO

Orders
Page | 220
Select the
appropriate
Document Type
Page | 221

Page | 222
Excecute
or F8.
Enter Plant
here
Enter
Document Date
here
Page | 223
below:
Page | 224
table below (Optional)
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Item
Overview
RFQ
Item Overview
RFQ item
Tracking No.

annexure
todays date)
Comments

Use drop down
tool to refer to
order
RFQ list
Item number
C
If left blank all
items will be
reference
copied from RFQ
R
here
Page | 225
below:

from the available list in the
field Tax code under the tab
Invoice. Tax code is mandatory
for all items.
Page | 226
You can check calculation of taxes by

pressing the tab
Page | 227
Taxes
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 228

heading.
Entering of BSNL old reference number

Select the tab Customer Data and make your entry in the field BSNL Document number
Enter BSNL reference number here
Page | 229
Entering of Purchasing Conditions in Purchase Order
For e.g. if you want to add purchasing conditions like Freight, Discount in the Purchase
order then select the tab Conditions at the item level
Select appropriate Pricing

Select the Conditions
Enter the value of Pricing
Press this tab to insert new pricing conditions

and press F4 to get the list of available conditions
Page | 230
Page | 231
Checking the Output / Printer setting for PO
To check the printer setting click on the tab Messages
Click here to check the settings of PO
output
Output Type should be NEU

Medium should be 1- Print Output
Partner Function should be VN
After checking the above select the line
item and click on the tab Communication
Method
Page | 232
Check Printer tick on the Print

Immediately and Release after
output should be there
Page | 233
The Purchase Order may be posted by clicking on the Save
button.
order number.
Press Save
Button
Page | 234
After pressing the save button you

will get the PO number at the bottom
of screen
Page | 235
6.
MM-ME21N-Create Purchase Order-Subcontracting & Repair
Overview
A purchase order for subcontracting needs to be created, and the subcontractor (vendor) is known. The raw
materials will be issued to the subcontractor and the finished goods will be received.


Vendor
Purchasing Group
Date
Material
Qty
Net Price
Delivery Date
Plant
Material code
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Plant code
Material code
Nature of Purchase
Page | 236
Output - Results
Comments
send to vendor
Tips and Tricks
company code.
Page | 237
Procedural Steps
Purchase Order Creation

Via Menu

ME21N
Item category: L
Account Assignment category: K
Page | 238
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Purchasing
Organization
Purchasing
Group
Company
Code
Item
Overview
Material
Section Header
Purchasing organization code R
Material number
Plant

produced or sold.
master record
Search by drop down menu, it

should be end with R
Enter plant
R
R
R
Enter price
Enter quantity

stored
R
R
R

change if required
Enter delivery date
Default
Defaults from material master

required
Tracking
number

monitoring of the
materials
Requisitioner
For whom material is

ordered
In case of subcontracting PO
Name or initials of
requisitioner
Enter L Subcontracting
Net Price
PO Quantity
Short text
Unit of
measure
Delivery Date
Currency
Material
group
Storage
Location
Item
Category

annexure
todays date)
search by drop down
Comments
ZNBO

annexure
annexure
Item Overview
Page | 239
Required for
stock item, can be
entered even later
at time of Goods
receipt
Can be used in
all POs created
by a certain
buyer. Potential
entry is employee
number.

below:
Field Name
Tax Code
Description
Tax Code
R/O/C
R

maintained there.
Comments
Will need to be
entered by
choosing from
drop down
To Explode the BOM click on Components field or click on the component field to enter the child parts.
Click on the
Component
s
Page | 240
Enter all the required details
Enter the Damage

material number
Enter the Quantity
Page | 241
Click on the back button.
Press enter, than go to Account Assignment and Enter the Appropriate G/L A/c and Cost
center.
Enter the G/L Account Number

Enter the Cost Center Number
the Purchase order.

order number.
Page | 242
7.
MM-ME21N-ZSTE-Stock Transfer PO External
Overview
PO Type ZSTE-External Purchase Order will be created if material is being Stock Transferred from Plant
of One Company Code to other plant of another Company Code

This process describes how to Create External Stock Transfer

Material
Plant
Quantity
Vendor
Price
Material To be Stock Transferred
Plant Which Need the material
Quantity Required
Enter Vendor Code
Price at which material is to be Stock Transferred
Output - Results
PO Number
Comments
PO type ZSTE created
Page | 243
Procedural Steps
Create Purchase Order
Access the transaction by T Code:

Transaction Code
ME21N - Create
ME22N - Change
ME23N - Display
On the Screen Create Purchase Order enter the following details:

Field Name
Document
Type
Description
Select the Appropriate PO Type
R/O/C
R
Document
Overview
On
Select PR
Number
Tax Code
Click on the Tab Document

Overview On
Search the PR with reference to

which you want to create PO
Enter the appropriate Tax Code
R
R

Select PO Type
ZSTE(Stock transfer
External)
Overview On
Comments
Select the required PR

number
Select the Tax Code IA for
creating PO in Depot
Create Purchase Order with Reference to Purchase Requisition.
Select Document Type:

ZSTE
Select Purchase Requisition Number & Click on
Adopt
Page | 244
All the Details adopts from the Purchase Requisition.
Enter the Invoice
Enter the Tax Code
Page | 245
On the Screen Create Purchase Order press Save button
Stock Transfer External order Created
Page | 246
8.
MM-ME21N-ZSTI-Stock Transfer PO Internal
Overview
PO Type ZSTI-Internal Purchase Order will be created if material is being Stock Transferred within same
Company Code
This process describes how to Create Internal Stock Transfer Purchase order

Material
Plant
Quantity
Vendor
Material To be Stock Transferred
Plant Which Need the material
Quantity Required
Enter Vendor Code
Output - Results
PO Number
Comments
PO type ZSTI created
Page | 247
Procedural Steps
Create Purchase Order
Access the transaction by T Code:

Transaction Code
ME21N - Create
ME22N - Change
ME23N - Display
On the Screen Create Purchase Order enter the following details:

Field Name
Document
Type
Document
Overview
On
Select PR
Number
Item
Category
Description
Select the Appropriate PO Type
R/O/C
R

Overview On
Search the PR with reference to

which you want to create PO
Item Category should be U in
case of Internal Stock Transfer
Purchase Order
R
R

Select PO Type ZSTI(Stock
transfer Internal)
Overview On
Select the required PR
number
Item Category should be U
in case of Internal Stock
Transfer Purchase Order
All other necessary details will be copied from PR if you are creating PO with reference to PR.
Create Purchase Order with reference to Purchase Requisition.
Page | 248
Comments
Select Document Type: ZSTI
Select PR Number and Click on Adopt button
All other necessary details will be copied from PR.
Page | 249
On the Screen Create Purchase Order press Save button
Page | 250
9.
MM-ME22N-Change Purchase Order
Overview
A purchase order needs to be changed. A change in quantity and/or other required details are the primary triggers
for this transaction.

Prior to changing or deleting a purchase order, a written approval needs to be taken. If part of the
purchase order quantity has already been received, then any changes made in the purchase order will only
reflect in subsequent goods receipts. If someone else has deleted the purchase order, a new purchase order
will have to be created, as it is not possible to change a deleted Purchase order.

Purchase order number

Can be found using drop down
Output Results
Purchase order changed or deleted
Comments
The Purchase order records changes made including old value,
new value, date, time and id of the person who has made changes.
Tips and Tricks

If a purchase order has been deleted, you can still use that purchase order and create a new one using the canceled
purchase order as a reference.
System by default displays the most recently opened Purchase order, so if changes need to be made to another
order, the number has to be typed on the Other Purchase order button.
To save the document, you can click on the save folder.
Page | 251
Since Purchase order processing is an enjoy transaction, change purchase order can also be viewed from transaction
ME21N by clicking on the
button.
Procedural Steps

Via Menus
Logistics>Materials Management>Purchase>Purchase order>Change

ME22N
On screen Change Purchase order, the last Purchase order saved will be shown. Enter
information in the fields as specified in the table below:
Enter the PO Number
Page | 252
Field Name
Purchase
order
Number
Description
Purchase order Number
R/O/C
R

Comments
If you dont want to work with Purchase order
the defaulted purchase order,
can be found
click on the Other Purchase
using the
order button on the header bar Display or List
(It has been shown with an
Display
arrow).Enter a unique purchase function.
order number that requires to
be changed.
Page | 253
On the same screen, to change quantity, price, date required, text etc., enter information
in the fields as specified in the table below:
Field Name
Item
Number
Net Price
Delivery
date
Quantity
Text
Description
Item number
R/O/C
R
Price change
Date Change
O
O

Selects the item number that
needs to be changed
Change price if required
Change date if required
Quantity Change
Text change
O
O
Change quantity if required

Change or add text if required
Comments
On the same screen, to Delete purchase order or item:

Click on the line of the item to be deleted
Click on the Delete (trash can) icon, or use menu path Edit>Delete
Click on Delete button
Page | 254
Select Yes on the pop up box to delete the item
The item is now flagged for deletion (see the column labeled D; there will be a
checkmark).
Click on the SAVE Button.
Page | 255
10. MM-ME23N-Display Purchase Order
Overview
A purchase order needs to be displayed. A Display of quantity and/or required details is the primary triggers for this
transaction.

There are two methods for Displaying Purchase Orders - Display and list Display.

Purchase order number

Can be found using drop down
Output Results
Purchase order displayed
Comments
The Purchase order records all changes made even details such as
old value, new value, date, time and id of the person who has
made changes.
Tips and Tricks
System by default displays the most recently opened Purchase order, so if displays need to be made to another
order, the number has to be typed on the Other Purchase order button.
List display is a more comprehensive method of displaying Purchase Orders, because it will allow for detailed
searches on various criteria. It is covered in the BPP MM-ME2N-Purchase Orders by PO Number.
Page | 256
Since Purchase order processing is an enjoy transaction, display purchase order can also be viewed from transaction
ME21N by clicking on the
button.
Procedural Steps

Via Menus
Logistics>Materials Management>Purchase>Purchase order>Display

ME23N
On screen Display Purchase order, the last Purchase order saved will be shown. Enter
information in the fields as specified in the table below:
Field Name
Purchase
order
Number
Description
Purchase order Number
R/O/C
R

If you dont want to work with
the defaulted purchase order,
click on the Other Purchase
order button on the header bar
(It has been shown with an
arrow).Enter a unique purchase
order number that requires to
be displayed.
Comments
Purchase order
can be found
using the
Display or List
Display
function.
Page | 257

On the same screen, to display quantity, price, date required, text etc., select item
number and view the item specific fields in the item details screen as below:
Field Name
Net Price
Delivery
date
Quantity
Text
Description
Price display
Date Display
R/O/C
O
O

Display price if required
Display date if required
Comments
Quantity Display
O
Display quantity if required
Text display
O
Display if required
Click on the Save button

Page | 258
11. MM-ZMMP_POTOL-PO Tolerance
Overview
A set tolerance limits for the PO.
Sometimes it may happen that there is variation in the price quoted . So, tolerance limits are defined for
the document type to avoid any discrepancy at a later stage and help in smooth work flow and document
processing.
Procedural Steps

ZMMP_POTOL
On screen Display view Table for Enter Tolerance Limit: Overview: Click on the
tab
Page | 259
Click on the NEW ENTERIES
Field
Name
Company
Code
Category
Type
Perc.1
Description
The company code for
which you want to define the
tolerance limits
Document category
Enter the document type
Amount of tolerance
tab .
R/O/
C
R

Enter the company code
R
R
R
Enter the document category

Enter the document type.
Enter the value of tolerance.
Make the entries in the appropriate field and click on SAVE

SAVE tab
Page | 260
tab.
Comments
EXIT button
Make the entries in

the required fields.
After setting the tolerance limits click on the exit button
Page | 261
12. MM-ME9F-Message Output Purchase Orders
Overview
A Purchase Order needs to be printed

This procedure details how to print a purchase order created in R/3

Message Data
Output Results
A successfully printed purchase
order
Comments
Tips and Tricks
displayed.
Page | 262
Procedural Steps
Via Menu
Logistics>Materials Management>Purchasing >Purchase

Order>Messages>Print/Transmit
ME9F
below:
Page | 263
Field Name
Purch.
Doc. Data
Document
Number
Vendor
Purchasing
Organizatio
n
Purchasing
Group
Document
Type
Document
Date
Message
Data
Application
Message
type
Processing
status
Creation
date
Time
created
Description
R/O/C
PO Number
Vendor #
O
O

Purchasing Group #
Identifier allowing

from drop down menu

EF defaults for Purchase Order

successful.
not yet started
Default is 0

down menu
Comment
s

was created

On screen Message Output select the appropriate Purchase Order and perform the
following:
Page | 264

and
and/ or
Message>
Page | 265
<Output
13. MM-ZMMP_SPO-Ultimate Consignee Details
Overview
To create the details for the Ultimate Consignee.

This document is used to make a record of ultimate consignees of the material received in the plant by
using ZMMP_SPO transaction.

Enter the PO number
Enter the Purchase Order number for which the consignee details
need to be made.
Press ENTER.
Select the line item for which the consignee details need to be maintained and click on
tab.
Page | 266
Procedural Steps

ZMMP_SPO
On screen PO Supplement Consignee Wise Delivery Schedule,enter information in the

fields as specified in the below table:
Enter the PO number
Enter the PO number for which the consignee details need to be
maintained.
Press ENTER.
Enter the PO
number and click
ENTER.
Page | 267
PO details are
adopted in the
table.
Select the item to maintain

consignee details.
Select the line item for which the consignee details need to be maintained and click on
tab.
Field
Name
Storage
Location
Delivery
date
Distribute
Description
Point at which the material
will be unloaded
Date of delivery of the
material.
Amount of total quantity
R/O/
C
R
Enter the Storage location

number
Enter the date.
Enter the quantity(should not
Page | 268
Comments
d Quantity
Release
status
allotted to that storage

location.
To confirm the quantity
entered check the box.
be greater than the total

quantity mentioned in the PO)
Click the check box.
Fill the required fields and click on SAVE tab
Make the entries in the

required fields and click on
SAVE tab.
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The screen displays that the information is saved .
Page | 270
14. MM-ZMMF_SPO-Ultimate Consignee Details Print
Overview
To get print out of the Ultimate Consignee Details of the purchase order.

When the user wants to get a print out of the ultimate consignee details to enable better work flow and
distribution of the received material transaction ZMMF_SPO is used.

Enter the Purchasing document
number
Enter the Purchasing number for which the print out needs to be
generated.
Press <EXECUTE>
Output - Results
A list o A print of ultimate consignee details is generated.
Page | 271
Procedural Steps
ZMMF_SPO
On screen Generate Output for Ultimate Consignee Details,enter information in the

fields as specified in the below table:
Enter the Purchasing document
number
Enter the Purchasing number for which the print out needs to be
generated.
Press <EXECUTE>
Generate Output for Ultimate Consignee Details Screen :
Enter the purchasing

document number
Click EXECUTE button
Page | 272
Click on the PRINT PREVIEW tab
Page | 273
The PRINT PREVIEW :
Click on the PRINT tab
button.
Page | 274
15. MM-ZMMP_POAMEND-Purchase Order Amendment
Overview
To display the description of the amendments done in the purchase order.

This is used to view the description of the amendments done in the purchase order.

Purchasing document
Enter the purchasing document number
version
Enter the version
Output - Results
Description of the purchase order
amendments
Comments
Page | 275
Procedural Steps
Purchase order amendments.
Transaction Code
ZMMP_POAMEND
On screen Purchase order amendments, enter the below information:
Page | 276
Field Name
Purchasing
document
Description
Alphanumeric key uniquely
R/O/C
M

document number.
Enter the version details

whose details you want to
see
identifying the purchasing

document.
version
Number uniquely identifying a

version of a purchasing
document.
Page | 277
Comments
On screen Purchase order amendments , Press Display button:
As soon as User press Display button, system will display the description of purchase order amendments with
respect to a particular version number.
Page | 278
16. MM-ZMMF_POAMEND-Print Purchase Order Amendment

Overview
To take the Output of amendments done in the Purchase Order.

This is used to send the amendments done in the Purchase Order to vendor in the form of letter

Purchasing document
Enter the purchasing document number
Version
Enter the version
Output - Results
Comments
Output of the Purchase Order

Amendment Letter
Page | 279
Procedural Steps
Purchase order amendments.
Transaction Code
ZMMF_POAMEND
On screen Print Purchase order amendments, enter the below information:
Enter Purchase Order Number
Enter Version Number and then

press Execute button (F8)
Page | 280
Field Name
Purchasing
document
Description
Alphanumeric key uniquely
R/O/C
R

document number.
Enter the version details

whose details you want to
see
identifying the purchasing
Comments
document.
Version
Number uniquely identifying a

version of a purchasing
document.
On screen Print Purchase order amendments, Press Print Preview button for Preview of
the Output or Press Print button for direct print out:
Page | 281
Press Print for taking the print of

PO Amendment Letter
Press Print Preview for taking the

print of PO Amendment Letter
As soon as User press Print Preview button, system will display the Print Preview of purchase order amendments
with respect to a particular version number in Amendment Letter form
Page | 282
5. Approvals
Page | 283
1.
MM-SBWP-PR_APO_PO_RFQ approval process
Overview
For approval of PR/PO/APO/RFQ with SBWP(SAP business workplace)
Page | 284
This is the process of approving PR/PO/APO/RFQ through the business work place.
When a PR/APO/PO/RFQ will be created by the initiator that will be appear in the inbox of the initiator
then initiator has to initiate providing the next approver and final approver in SBWP screen then that
PR/APO/PO/RFQ will appear in inbox of next approver /Final approver .
Final approver will have to approve it or reject it. If rejected then that PO/APO/PR/RFQ will be again
reversed to in box of initiator for correction.
The purchase requisition will be subject to release procedure as following:
for review and approval.
Inbox of the initiator, where the user can select the next authority who is authorized to review and
forwarding the workflow item. The open workflow will be created providing the users to select the
authority (with SAP User ID) to who the work item is to be sent.
ach reviewer/ approver will have following options in the workflow:
o View Purchase Requisition Document
o Enter review comments, recommendations and forward to next approver
o Enter objection comments and reject the requisitions by sending back to the initiator etc.
o Select next reviewer/ approver and forward workflow item
approval. The static workflow is not applicable in case of BSNL review, forwarding and approval
procedure.
requisition for final release level. This will end the workflow.
Page | 285
Procedural Steps
Via Menus
a)
Click on icon or ctrl+F12
SBWP
GO to the main screen, click on SBWP icon.
Click on this Icon
Page | 286
Go to the INBOX
Click on this Inbox.
Page | 287
PR will appear in inbox click on proper line item.
Click on work flow
Page | 288
Select the proper line

Item.
Enter the proper Employee ID in next approver and final approver window. Click on initiate.
4.Click on Initiate
1.Enter the proper next

approval
2.Enter the final releaser

3.Enter the comments here
Page | 289
This line item will be get disappear from the initiators inbox and will be appear in inbox of next approver.

Item.
Page | 290
There will be two possibilities for approver that to approve and send to final approver or reject and return the
request
2.Enter the proper next

approval
3.click on the icon for approve

Request flow can be seeing

here
Note-The request will appear in inbox of the final approver and he will approve it or revert it back to approver for
correction and checking.
Page | 291
If the request will have to reject and return then it will appear in Inbox of initiator to check and correct.
1.Enter the initiator to whom to revert
2.Click on the icon to revert the request
Request flow can be seeing

here
Note-At bottom you can find the approval path in which you can find request flow and status.
Page | 292
Final approver can approve the request or reject or return the PR.

Item.
Page | 293
final approver will approve the request as below.
2.Click on the icon to approve
Page | 294
IMORTANT TRANSACTION CODES
ME51N-Create Purchase Requisition
ME52N-Change Purchase Requisition
ME53N-Display Purchase Requisition
ME56-To assign source of supply to requisitions
ZMMF_PR- PR Output
ME41-Create Request For Quotation (RFQ)
ME47-Maintain Quotation
ME48-Display Quotation
ME49-RFQ Comparison
ZMMF_PC-Print Price Comparison Report
ME9A-Message Output RFQ
ME31K-Create Contract
ME32K-Change Contract
ME33K-Display Contract
ME9K-Message Output Contracts
ZMMF_APO-Message output APO
ME21N-ZSTI-Stock Transfer PO Internal
ME22N-Change Purchase Order
ME23N-Display Purchase Order
ZMMP_POTOL-PO Tolerance
ME9F-Message Output Purchase Orders
ZMMP_SPO-Ultimate Consignee Details
ZMMF_SPO-Ultimate Consignee Details Print
ZMMP_POAMEND-Purchase Order Amendment
SBWP-PR_APO_PO_RFQ approval process
Page | 295

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MM COURSE: PURCHASING

USER MANUAL: Purchasing

MM-ME51N-Create Purchase Requisition for Account Assignment .................................................................... 5

MM-ME51N-Create Purchase Requisition for Asset .......................................................................................... 12

MM-ME51N-Create Purchase Requisition for Non Valuated materials ............................................................. 18

MM-ME51N-Create Purchase Requisition for Stock materials .......................................................................... 23

MM-ME52N-Change Purchase Requisition ........................................................................................................ 30

MM-ME53N-Display Purchase Requisition ........................................................................................................ 37

MM-ME56-To assign source of supply to requisitions ....................................................................................... 41

MM-ZMMF_PR- PR Output ................................................................................................................................ 44

Request for Quotation............................................................................................................................................. 47

MM-ME41-Create Quotation ............................................................................................................................. 47

MM-ME47-Maintain Quotation ......................................................................................................................... 68

MM-ME48-Display Quotation ............................................................................................................................ 77

MM-ME49-RFQ Comparison .............................................................................................................................. 82

MM-ZMMF_PC-Print Price Comparison Report ................................................................................................. 86

MM-ME9A-Message Output RFQ ....................................................................................................................... 89

MM-ME31K-Create Contract with reference to PR............................................................................................ 93

MM-ME31K-Create Contract with reference to RFQ ....................................................................................... 106

MM-ME32K-Change Contract .......................................................................................................................... 118

MM-ME33K-Display Contract ........................................................................................................................... 125

MM-ME9K-Message Output Contracts ............................................................................................................ 133

MM-ZMMF_APO-Message output APO ........................................................................................................... 137

Purchase Order/Release Order ............................................................................................................................ 141

MM-ME21N-Create Purchase Order-Account Assignment.............................................................................. 141

MM-ME21N-Create Purchase Order-Assets .................................................................................................... 160

MM-ME21N-Create Purchase Order-Non-Valuated Material.......................................................................... 181

MM-ME21N-Create Purchase Order-Project Stock.......................................................................................... 199

MM-ME21N-Create Purchase Order-Stock Materials ...................................................................................... 218

MM-ME21N-Create Purchase Order-Subcontracting & Repair ....................................................................... 236

MM-ME21N-ZSTE-Stock Transfer PO External ................................................................................................. 243

MM-ME21N-ZSTI-Stock Transfer PO Internal................................................................................................... 247

MM-ME22N-Change Purchase Order............................................................................................................... 251

MM-ME23N-Display Purchase Order ........................................................................................................... 256

MM-ZMMP_POTOL-PO Tolerance ............................................................................................................... 259

MM-ME9F-Message Output Purchase Orders ............................................................................................. 262

MM-ZMMP_SPO-Ultimate Consignee Details .............................................................................................. 266

MM-ZMMF_SPO-Ultimate Consignee Details Print ..................................................................................... 271

MM-ZMMP_POAMEND-Purchase Order Amendment ................................................................................ 275

MM-ZMMF_POAMEND-Print Purchase Order Amendment ........................................................................ 279

Approvals .............................................................................................................................................................. 283

MM-SBWP-PR_APO_PO_RFQ approval process .............................................................................................. 284

IMORTANT TRANSACTION CODES .......................................................................................................................... 295

MM-ME51N-Create Purchase Requisition for Account Assignment

Business Process Description Overview

Input - Required Fields

Field Value / Comments

Quantity to be requisitioned ( unit of measurement) will be defaulted

Estimate Price per unit Will be defaulted if previous purchase

Req Tracking Number

A reference number for tracking this requisition

Cost Centre to which cost of purchase will be booked

Tips and Tricks

Access transaction by:

User Action and Values

Any comments that are not

Will not appear

Required For Item Text

To be entered as text against

Probable Vendor List Item

List of probable vendors

Only if this text