230_purchasing with jit delivery schedules_bpp_en_fr.docx

Business Process Procedures

SAP Best PracticesPurchasing with JIT Delivery Schedules (230): BPD

EHP3 for SAP ERP 6.0December 2008EnglishEnglish

Purchasing with JIT Delivery SchedulesAPO (230)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermanyBusiness Process Documentation

SAP AGPage 2 of 21Copyright

Copyright 2008 SAP AG. All rights reserved.

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Contents

1Purpose52Prerequisites52.1Master Data and Organizational Data52.2Business Conditions62.3Roles73Process Overview Table74Process Steps84.1Create Scheduling Agreement84.2Maintain Delivery Schedule104.3Generation of Scheduling Agreement Releases124.4Print/Transmit Schedule Release134.5Goods Receipt144.6Invoice Verification165Follow-Up Process185.1Outgoing Payment185.2G/L: Period-End Plant186Appendix196.1Reversal of Process Steps196.2SAP ERP Reports206.3Used Forms206.4Support / Closing Considerations21

Purchasing with JIT Delivery SchedulesPurpose Working with scheduling agreements can shorten processing times and reduce the amount of paperwork you are faced with. One delivery schedule can replace a large number of discrete purchase orders or contract release orders.Inventories can be reduced to a minimum. You can carry out your manufacturing operations on the Just-in-Time (JIT) principle.Your vendors require shorter lead times. Smaller deliveries are required, which can be spaced out over a longer period. Delivery scheduling enables vendors to plan and allocate their resources more efficiently.

PrerequisitesMaster Data and Organizational Data

SAP Best Practices Standard ValuesEssential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario. Additional Master Data (Default Values)You can test the scenario with other SAP Best Practices default values that have the same characteristics.Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master DataYou can also use customized values for any material or organizational data for which you have created master data. For more information about how to create master data, see the Master Data Procedures documentation.Use the following master data in the process steps described in this document: Master / Org. dataValueMaster / Org. data detailsComments

MaterialR230-1Raw material for external procurement, no batch, no serial number

MaterialH20Trading Good for Reg. Trading (reorder point planning) with serial numbers, no batchOnly use if you have activated the building block Serial Number Management (126).

MaterialH21Trading Good for Reg. Trading (reorder point planning)no Serial no.; batch controlled (Exp. Date)Only use if you have activated the building block Batch Management (117).

Plant1000Plant1

Storage Location1020Plant 1000Shop floor w/o lean WM

Storage Location1030Plant 1000Shipping w/ lean WM

Vendor 300000Vendor domestic 00

Company Code1000Company Code 1000

Purchase Organization1000Purch. Org. 1000

Purchase group100Purch. Group 100Plant 1000

Purchase group101Purch. Group 101Plant 1000

Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:Business conditionScenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).Prereq. Process Steps (154)

1.1 RolesUseThe following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.PrerequisitesThe business roles have been assigned to the user who is testing this scenario.Business RoleDetailsActivity

Buyer SAP_BPR_PURCHASER-S

Create Scheduling Agreement (ME31L)Maintain Delivery Schedule (ME38)Generate Scheduling Agreement Releases (ME84)Print/Transmit Schedule Release (ME9E)

Warehouse Clerk SAP_BPR_WAREHOUSESPECIALIST-SGoods Receipt (MIGO)

Warehouse Clerk SAP_BPR_WAREHOUSESPECIA-DIFM-KCreate Material Document (MBST)

Accounts Payable Accountant 1SAP_BPR_AP_CLERK-S1Invoice Verification (MIRO)Cancel Invoice Document (MR8M)

Process Overview TableProcess stepExternal process referenceBusiness conditionBusiness roleTrans-action codeExpected results

Create Scheduling AgreementBuyerME31LScheduling agreement created

Maintain Delivery ScheduleBuyerME38Delivery Schedule saved

Create schedule releaseBuyerME84Schedule releases generated

Transmit schedule releasesBuyerME9ESchedule releases transmitted

Goods receiptWarehouse ClerkMIGOGoods receipt for the schedule agreement is posted

Invoice VerificationAccounts Payable Accountant 1MIROInvoice is verified and posted

Process StepsCreate Scheduling AgreementUseThis activity is used to create the scheduling agreement for the material/vendor combination if it has not been maintained yet. If the scheduling agreement is already present in the system you can skip this step.Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC MenuLogistics Materials Management Purchasing Outline Agreement Scheduling Agreement Create Vendor known

Transaction CodeME31L

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Buyer (SAP_BPR_PURCHASER-S)

Business role menuPurchasing Scheduling Agreements Create Scheduling Agreement

2. On the Create Scheduling Agreement: Initial screen make the following entries:Field NameUser Action and ValuesComment

VendorFor example

Agreement TypeLPA

Purch. Organization1000

Purchasing Group100

Plant1000

3. Choose Enter.4. On the Create Scheduling Agreement: Header Data screen, enter the Validity End date (current date + 2 years).5. Choose Enter.6. On the Create Scheduling Agreement: Item Overview screen, make the following entries:Field NameUser Action and ValuesComment

MaterialFor example To avoid locking problems, only use one material in the scheduling agreement.If you want to use several materials, you also have to create several scheduling agreements.

Target qtyFor example

Net PriceFor example Material H20 = 13.50Material H21 = 13.50

OPU

SLocMaterial R230-1 = 1020Material H20 = 1030Material H21 = 1030

7. Choose Enter.On the Create Scheduling Agreement: Item Overview screen select item 10 and choose Item Details.8. On the Create Scheduling Agreement: Item 00010 screen, make the following entries:Field NameUser Action and ValuesComment

Tax CodeV1

9. Choose Enter.On the Create Scheduling Agreement: Item Overview screen select item 10 and choose Additional Data.10. On the Create Scheduling Agreement: Item 00010 Additional Data screen, make the following entries:Field NameUser Action and ValuesComment

Kanban Indicat.XReplenishment Element for Kanban This setting is only relevant for material R230-1

Creation Profile000114 days JIT and 6 months FRC

JIT Indicator1Automatically

If you intend to run the process with scenario 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production, you need to set the Kanban indicator on the Create Scheduling Agreement: Item 00010 Additional Data screen. This setting is only relevant for material R230-1.

11. Choose Enter.12. Choose Save.13. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultYou have created a scheduling agreement.1.2 Maintain Delivery Schedule

If you use material R230-1, you must run 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production instead of maintaining delivery schedules manually. The quantities and dates in the current schedule stored in the system thus directly reflect current requirements of materials. UseScheduling agreement releases provide information to vendors regarding the quantities of a material that are to be delivered and the desired delivery dates. A scheduling agreement release enables you to record the current status of the lines of a delivery schedule stored in the system for a scheduling agreement item and then transmit this status to the vendor. The following procedure is only relevant for Material H20 and H21. For Material R230-1 delivery schedules will be created via 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production.

You can use this procedure to verify the delivery schedule that has been generated by 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production.

PrerequisitesScheduling agreement must be available. Refer to preliminary step Create Scheduling Agreement.Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC MenuLogistics Materials Management Purchasing Outline Agreement Scheduling Agreement Delivery Schedule Maintain

Transaction CodeME38


Business role menuPurchasing Scheduling Agreements Maintain Scheduling Agreement Schedule

2. On the Maintain Sch. Agmt Schedule: Initial screen, enter the number of the Scheduling Agreement in the dialog box. You can search for the agreement with F4-Help entries like vendor 300000, agreement type LPA, purchase org 1000, and so on.3. Choose Enter.4. On the Maintain Sch.Agmt Schedule: Item Overview screen, mark the relevant line of item 010. 5. Choose Delivery Schedule (F2).6. On the Maintain Sch. Agmt Schedule: Delivery Schedule for Item 00010 screen, choose the next open item line (fields are not grey and open for maintaining) and make the following entries:Field NameUser Action and ValuesComment

Delivery DateYou have to set this data to ensure to make a goods receipt with relation to this agreement.

Scheduled Quantity100 (for example)

StDelDate (Same entry as Delivery Date)



StDelDate(Same entry as Delivery Date)



StDelDate(Same entry as Delivery Date)

7. Choose Enter.8. Confirm the warning message Can delivery be met? by choosing Enter.9. Confirm the warning message Can delivery date be met? (Realistic delivery date: xx.xx.2008) by choosing Enter.10. Confirm the warning message Deliver Date: next workday is xx.xx.xxxx? by choosing Enter.11. Save your entries and go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultYou have created the schedule lines for the selected material either manually for material H20 and H21or via 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production for R230-1.1.3 Generation of Scheduling Agreement ReleasesUseThe schedule lines of a scheduling agreement release contain finalized information for the vendor regarding quantities and delivery dates. The schedule lines are recorded with the aid of the release documentation and can thus be displayed and verified at any time. The release documentation enables you to see which schedules you transmitted to the vendor during the last two weeks, for example, and check the correctness of goods receipts against the relevant schedule lines. Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC MenuLogistics Materials Management Purchasing Outline Agreement Scheduling Agreement Create SA Release

Transaction codeME84


Business role menuPurchasing Scheduling Agreements Generation of Sched. Agmt. Releases

2. On the Create Releases screen, make the following entries:Field NameUser Action and ValuesComment

Forecast and JIT Schedules

Plant1000

MaterialR230-1; H20; H21

Vendor300000

Scheduling AgreementScheduling agreement number from the previous step

JIT Scheds Acc. To Strat. In Profile

FRC Scheds Acc. To Strat. In Profile

Test Run

Display Options All Items

Layout01 SAP

3. Choose Execute.4. Choose Exit and go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultSchedule agreement releases have been generated.1.4 Print/Transmit Schedule Release UseThis step enables you to output individual SA releases. Schedules are transmitted via EDI, in the SAP Best Practices environment they are printed for better visualization. Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC MenuLogistics Materials Management Purchasing Outline Agreement Scheduling Agreement Delivery Schedule Print/Transmit

Transaction codeME9E


Business role menuPurchasing Scheduling Agreements Message Output: Sch. Agmt. Schedules

2. On the Message Output screen, make the following entries:Field NameUser Action and ValuesComment

Document NumberScheduling agreement from the previous step

Purchasing Organization1000

ApplicationELPurch. SchAgrRelease

Processing Status0Not processed

3. Choose Execute.4. On the Message Output screen, mark the relevant scheduling agreement and select Output Message.5. Go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) twice and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultScheduling Agreement releases have been printed (or transmitted, in case you would have enabled EDI).1.5 Goods ReceiptUseA goods receipt is the physical entry of the goods and materials on-stock. The goods receipt usually comes from external suppliers or from in-house production. All goods receipts increase the stock.

You have two options to post the goods receipt. To give you both options, this current scenario describes the classic method. The second option of goods receipt is via the Kanban monitor. This is described in 233 Repetitive Manufacturing (REM) with KANBAN Supply into Production.

Prerequisites The delivery schedule is created and the purchased material is available.Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC menuLogistics Logistics Execution Inbound Process Goods Receipt for Purchase Order, Order, Other Transactions Enter Goods Receipt for Purchase Order

Transaction codeMIGO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST-S)

Business role menuWarehouse Management Receiving Other Goods Movement

2. On the Goods Receipt Purchase Order screen make the following entries:Field NameDescriptionUser Action and ValuesComment

No field name (first field in the main screen area)Goods ReceiptSelect the action from the input help

No field name (second field in the main screen area)Purchase OrderSelect the document type from the input help.

3. Choose Enter (SAP GUI) or choose Execute (SAP NetWeaver Business Client).4. Make the following entries:Field nameDescriptionUser Action and ValuesComment

GR Goods receipt101

Field next to Purchase Order Scheduling Agreement Number

5. Choose Enter. In case there is no delivery scheduled today, you get the message: Document 5500000009 does not contain any selectable items.As surplus deliveries are not allowed in this scenario, make sure that you created delivery schedule items for the corresponding date.6. If material H20 is being used, choose Create Serial No. automatically in Item details (Tab: Serial Numbers). 7. Select the Item OK checkbox at the bottom of the screen.8. Save your entries and go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultThe goods receipt for the delivery schedule was posted. As soon as the goods receipt is posted, you get a system message regarding the document number of the goods receipt.

Financial postings:MaterialDebited AccountsCredited AccountsCost Element / CO Object

Raw Materials (ROH)310000/311000603105603105

Trading Goods(HAWA)370010603705603705

1.6 Invoice VerificationUseInvoice verification is the final part of the procurement process in Materials Management (MM). It provides the link between the Materials Management component and the Financial Accounting, Controlling, and Asset Accounting components.Invoice verification in Materials Management completes the materials procurement process.Prerequisites The goods receipt for the scheduling agreement schedule has already taken place. Billing has arrived from the vendor.Procedure1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)SAP ECC menuLogistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice

Transaction codeMIRO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Accounts Payable Accountant 1(SAP_BPR_AP_CLERK-S1)

Business role menuAccounts Payable Invoices Enter Incoming Invoice w/ PO Reference

If you execute the transaction for the first time, enter the company code 1000 in the Enter Company Code dialog box, and choose Enter.2. On the Enter Incoming Invoice: Company Code 1000 screen, enter the information as specified in the table below:Field NameDescriptionUser Action and ValuesComment

TransactionInvoiceChoose the entry using the input help.

Invoice DateTodays date

Purchasing Document numberOn PO reference tab page in lower screen area

Item Number of Purchasing DocumentOn PO reference tab page in lower screen area

3. Choose Enter.4. With the purchase order information displayed, enter the invoice amount including taxes and mark the Calculate Tax checkbox and choose the appropriate tax code.5. Save your entries and go Back (F3) to the SAP Easy Access Screen (SAP GUI) or:Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).Result The invoice is verified and posted. Payment can now take place. The system confirms the posting and displays the document number. The document is stored in the system under this document number.

Financial postingsMaterialDebited AccountsCredited AccountsCost Element / CO Object

Raw Materials (ROH)408120Vendor account

Trading Goods(HAWA)408120Vendor account

Follow-Up Process1.7 Outgoing Payment

For this activity, run the 158 AP Accounts Payable scenario document in its entirety, using the master data from this scenario document. 1.8 G/L: Period-End Plant

For this activity, run the 159 GL Period End Closing in Financial Accounting scenario in its entirety, using the master data from this scenario document.

AppendixReversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.Delivery

Transaction code ( SAP GUI)ME38

Reversal:Delete Delivery Schedule

Transaction code ( SAP GUI)ME38

Business roleBuyer

Business role menuPurchasing Schedule Agreements Maintain Sched. Agreement Schedule

CommentDouble-click the schedule agreement item and remove the scheduled quantity for the dates you want to cancel.

Goods Receipt

Transaction code ( SAP GUI)MIGO

Reversal:Cancel Material Document

Transaction code ( SAP GUI)MBST

Business roleWarehouse Clerk

Business role menuWarehouse Management Receiving Create Material Document

CommentCancel release of document

Invoice Verification

Transaction code ( SAP GUI)MIRO

Reversal:Cancel Invoice Document

Transaction code ( SAP GUI)MR8M

Business roleAccounts Payable Accountant 1

Business role menuAccounts Payable Invoices Cancel Invoice Document

Comment

SAP ERP ReportsUseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports: Financial Accounting: SAP ERP Reports for Accounting (221) Logistics Processes: SAP ERP Reports for Logistics (222)ReportsReport titleTransaction Code (SAP GUI)Comment

Stock OverviewMMBEA list of stock is displayed.

Purchasing DocumentsME3LA list of outline agreements.

Material DocumentsMB51A list of the material documents that were posted for one or more materials.

Invoice DocumentsMIR5A List of invoice documents.

GR/IR AccountMR11Maintain GR/IR clearing account.

Used FormsUseIn some of the activities of this business process, forms are used. The table below provides details on these forms.Common form nameForm typeUsed in process stepOutput typeTechnical name

DLS-ForecastSAP ScriptLPH1MEDRUCK

DLS-JITSAP ScriptLPJ1MEDRUCK

1.9 Support / Closing ConsiderationsInvoice DocumentsTransaction Code (SAP GUI)Comments

MR11The GR/IR clearing account is usually cleared at the end of a period or fiscal year for those order items that no further goods receipts or invoices are expected for.