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SAP procure to pay and related

master data
Roman Debrunner
Sesha Reddy

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August 23, 20161

Target audience

DS / DM Team

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Agenda

14:00

Objectives, Agenda
Organisation structure
Process overview
Break
Master data
Break
Demo
Q&A

05'
10'
25'
10'
50'
10'
50'
20'

14:50
15:50
17:00

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Course overview

Content :
Purchase order processing
Goods receipt
Invoice verification
Master data: material, vendor, info records

All examples in this presentation are generic from an SAP


point of view and are not the going in position of Nestl.
Due to the fact that the organisation design and process is still
underway at Nestl we have chosen the generic examples.
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Goals

To gain an understanding of important SAP master


data objects and selected attributes related to procurement processes.
In particular, this training will provide an overview of
a procurement process and focus on relevant master
data objects.
The process will be shown in a demonstration system.

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Organisation structure

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August 23, 20166

Enterprise Structure - overview


Generic example of a company organisation structure in SAP.
Organizational Levels in Inventory Management

Client 400

Company code
0001

Plant 1000

SLoc
0001

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SAP AG 1999

SLoc
0002

Company code
0002

Plant 1100

Lagerort
SLoc
0001
002

Plant 2000

SLoc
0002

SLoc
0003

Organisation of Purchasing
Example of purchasing organisation structures in SAP.
1

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Suggested Heirarchy by Global Template

Going In
Position for
Purchasing
Organisation
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One reference Purchasing Organization at


global level
Global
Purch Org

Market 1
Purch Org

Market 1

Market 3
Purch Org

Market 2
Purch Org

Market 2

Market 3
Market 4
Purch Org

Market 4

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Organization and Hierarchy Mapping


Purchasing Organization
One reference purchasing org at global level
Description:
Create operational purchasing organizations at market level. Those purchasing organizations are assigned to
every plant in the market. One global reference purchasing organizations is created and assigned to all the market
level purchasing organizations.

Advantages:
the easiest to create and maintain
easy to operate
allows management of contracts and optimal
management reporting at global level.
even if a region re-structures, there is no real need to
alter the model

Disadvantages:
not aligned with current organization
Management reporting at Regional level obtained
through consolidation of markets
at the beginning, may be difficult to understand

Design Considerations / Decisions:

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One purchasing organization can have only one reference purchasing organization
Purchasing history in case of region re-structuring
What if the system split does not match the purchasing regions?

Organization and Hierarchy: Purchasing


Organization
Initial Recommendation
The going in position will be:
One operational purchasing org per market
One reference purchasing org at global level

Business Implications
The reference org will be used exclusively to manage regional/global
contracts. A region will be a mere aggregation of markets.
The local contracts will be linked to market level purchasing org.
The operational procurement activities (PO, call-off, etc.) will be performed
through the market level purchasing org
The definition of the market level purchasing org still needs to be clarified: it
can be one country, one legal entity or a small group of countries
(e.g. Chile/Peru/Bolivia).

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Procurement Cycle

Purch. req.

Payment processing

8
Invoice

Determination of r eqmts

Purch. ord.

10
20
30

Invoice verification

Goods receipt

Procurement

Purchase
order

Source determination

Vendor selection

10
20
30

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SAP AG 1999

PO monitoring

PO processing

Source determination
2
2

Processing Source Lists

Manual

Outline
agreement

Info
record

Source list

Contracts

Source list

Material M1
Plant 3000

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SAP AG 1999

Automatic

Vendor selection process (manually)

2
3

RFQ

Vendor

Quotation
Price
comparison
Create P.O.

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Purchase Order processing

2
4

Purchasing
Purchase
requisition

Vendor
Purchase
order

RFQ

Other plant

Master data

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SAP AG 1999

P.O. monitoring

2
5

List display
by material
by vendor
account assignment

Reporting
Inbound delivery
Messages

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Goods receipt - overview


Goods Receipt
2
6
Ext. vendor or
other plant

Unrestricted-use stock

GR
GRarea
area

Purchase
order

Blocked stock

Quality inspection stock


Material
document

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SAP AG 1999

Accounting
document(s)

Invoice Processing

Master data

Invoice verification

2
7

Invoice

Purchase
order

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SAP AG 1999

Mat. doc. for


goods receipt

Invoice
document

Payment
program

2
8

Masterdata

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August 23, 201620

Masterdata - overview
Views
Work Sched.

Basic Data

Storage

Classification
Sales
Purchasing

Quality Mgmt.

Material
Material
Master
Master

Accounting
Costing

MRP

Stock in Plant

Forecast

Warehouse M.
3/14/01

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Material Master Training - Part 1 -

18

Master Data in the Procurement Process

Purchase order
Header
Items
10 __________
20 __________
30 __________

Material
master recd

Vendor
master recd
Purchasing
info record

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SAP AG 1999

Vendor Master Data - overview

Overview
Views
Vendor Account Group
Partner Functions
Vendor Number

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Vendor Master - Views


The data in a Vendor Master record is grouped into views.
views

Shell
Records

Basic data

Company code data

Address
Account control

Accounting info.
Payment transactions
Correspondence

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Purchasing org. data


Purchasing data
Partner functions

Vendor Master
Central repository of vendor information maintained for
purchasing and invoice verification functions:
General Data
Details of name, address, language etc.

Purchasing Data
Order currency, purchasing group, terms of payment etc.

Accounting Data
Reconciliation account data, tax codes etc.

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Vendor Account Group

The account group is a grouping of properties which


controls the creation of vendor master records.
Accounts which use the same master record fields
and number range are created using the same
account group.
Account group determines:
Field Selection
Number Ranges
Valid Partner Functions
Regular Vendor / One-time Vendor

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Partner Functions
The five basic partner functions (roles) in a purchasing
transaction are:
Vendor
Order recipient
Supplier of goods
Invoicing party
Payee (recipient of payment)

One or more partners can be linked to a vendor or the


vendor may do all the roles

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Vendor Number

Vendor Number (or name) uniquely identifies a


vendor in R/3 system
Number ranges are assigned to account groups
Default length 10 characters
Templates allow different formats
e.g. alphanumeric and numeric characters can be combined

External or internal assignment possible

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Material Master - Views


The data in a Material Master record is grouped into views.
views Five of
these are of importance for the purchasing process.
Basic data

Accounting data

Material number
Material description
Base unit of measure
Languages

Valuation class
Price

Shell
Records

Purchasing data

Purchase order text

Storage data

Purchasing group
Order unit
Purchasing value key

Specification
Languages

Storagespecifications
Shelf life data
Unit of issue

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Purchasing Organisation
SAP Definition:
Organisational unit responsible for procuring materials or services
for one or more plants and for negotiating general conditions of
purchase with vendors. The purchasing organisation assumes
legal responsibility for all external purchase transactions.

Nestle possible equivalent:


European Material Buyers (EMB):
responsible for the purchase of a
material category across all European
markets
Purchasing Department: marketbased organisational entity
responsible for purchasing activities
Purchasing Unit: within a purchasing
department, a unit responsible for the
purchase of a certain category:
Ingredients, Packaging, Technical,...
Zone purchasing team: direct
functional responsibility for
purchasing across zone

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Use:
global / zone / region / market
per company code
per plant
per spend category
reference purchasing
organisations

Dependencies:
A purchasing organisation
can be assigned to one,
several or no company code
A plant has to be assigned to
at least one purchasing
organisation in order to
perform procurement
a purchasing organisation
can be assigned to a
reference purchasing
organisation

Prices and conditions for the relevant purchasing org. or plant.


Number of the last purchase order
Tolerance limits for overdeliveries and underdeliveries
Planned delivery time
Vendor evaluation data
Availability period during which the vendor can supply the mat.
Defining the regular vendor for the material
Vendor origin data (e.g. Certification, City of origin)

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Plant

Impact

Purchase Org.

Organisation level

General data

Purchasing info record - impact

Demo set-up

Material master record


Basic data
Purchasing data
Purchase order text

Storage data
Accounting data
Vendor master record

Basic data
Company code data
Purchasing org. data

Purchasing info record

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Q&A

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