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BUSINESS PROCESS DOCUMENT

Customer

1001

CapFrance BAT

Project Name

10-110

le SAP

Module

MM

Materials Management

Business Process

10-01

Goods Receipt

Issue Date

11-Jun-11

Revision

1.0

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Contents
Contents............................................................................................................................................................................................................... 2
About Document .............................................................................................................................................................................................. 3
Document Control ..................................................................................................................................................................................... 3
Document Approval .................................................................................................................................................................................. 3
Document Approval .................................................................................................................................................................................. 3
Copyright ....................................................................................................................................................................................................... 4
Icons Used ..................................................................................................................................................................................................... 5
1.

Introduction ............................................................................................................................................................................................ 8
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10

1.10.1

Initiate ................................................................................................................................. 20

1.10.2

Process ................................................................................................................................ 20

Supplementary Processes ...............................................................................................................................................................24


2.1

Purpose .......................................................................................................................................................................................... 8
Definitions...................................................................................................................................................................................14
Pre-Requisites ...........................................................................................................................................................................14
Master Data ................................................................................................................................................................................15
Business Conditions ...............................................................................................................................................................15
User Roles ...................................................................................................................................................................................16
Process Group Overview ......................................................................................................................................................17
Process Flow ..............................................................................................................................................................................18
Process Steps - Summary .....................................................................................................................................................18
Process Steps In Detail .......................................................................................................................................................20

List of Supplementary Processes ......................................................................................................................................24

2.1.1

Display Goods Receipt document ....................................................................................... 24

2.1.2

Cancel Material Document ................................................................................................. 27

Document References .......................................................................................................................................................................30


3.1
3.2

Contents

Record Retention .....................................................................................................................................................................30


References...................................................................................................................................................................................30

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

About Document
Document Control
Customer Number

1001

Customer Name

CapFrance BAT

Project Number

10-110

Project Name

le SAP

Document Type

Business Process Document

Module

MM - Materials Management

Document No

10-01

Document Name

Goods Receipt

Issue Date

11-Jun-11

Revision

1.0

Document Approval
Document

Project Role

Prepared by

Application Consultant

Reviewed by

Project Manager

Approved by

Project Manager

Name

Date

11-Jun-11
Click here to
enter a date.
Click here to
enter a date.
Click here to
enter a date.

Customer Project Manager

Document Approval
Version

Changed by

Effective Date

Reasons for Change

Sections/Pages Revised

Click here to
enter a date.
Click here to
enter a date.
Click here to
enter a date.

About Document

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Copyright

2010-2011 SAP AG and Inntree All rights reserved.


No part of this publication may be reproduced or transmitted in any form or for any purpose without the express
permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software components of other
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implemented by Netscape.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other
SAP products and services mentioned herein as well as their respective logos are trademarks or registered
trademarks of SAP AG in Germany and other countries.

Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence,
Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are
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All other product and service names mentioned are the trademarks of their respective companies. Data contained in
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These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
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About Document

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Icons Used
Use the following symbols selectively where you need highlight a particular portion of the
document and to draw the attention of the user
Icon

Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Manual Entry

SAP Form generated. Choose Print option

SAP Report generated. Choose Print option

About Document

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Document Preparation Instructions


Please select the text in the column below and replace for each of them at the start of the document
preparation
Replacement Text
Type

Replacement Text Example

[CompanyId]

CFB

[CompanyName]

CapFrance Bat

[ProcessGroup}

Purchasing

[ProcessName]

Goods Receipt

[Module]

MM

To add more

How to do it
1. Press Ctrl-F
2. Select Replace
3. Enter the Replacement text type in Find What
4. Enter the Replacement text in Replace with
5. Ensure Match Case is ticked
6. Press Replace All
7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC
simultaneously

About Document

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Customer
Project Name
Business Proc

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Example for use of Icons

About Document

Please ensure you have been assigned a user name (Check with System
Administrator)

Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1. Introduction
1.1 Purpose
This scenario describes the typical processes used in the construction industry to generate
and process Goods Receipt (GR).
Goods Receipt is to post the receipt of goods from an external Vendor. A goods receipt leads
to an increase in warehouse stock.
The system distinguishes between the following types of goods receipt:
Goods receipts with reference to a reservation
Goods receipts with reference to an order
Other goods receipts

Planning Goods Receipt:


Planning a goods receipt in advance means storing certain information that is important for
the goods receipt before the actual goods receipt is posted, for example:
What? (Which material?)
How much? (In which quantity?)
When? (On which delivery date?)
Introduction

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

From where? (From which vendor or plant?)


To where? (To which destination, into which stock?)

The goal of this planning is to simplify and accelerate the goods receipt process and to better
organize the work at the goods receiving point, so that bottlenecks can be avoided, for
example.
Also, if goods receipts are planned, Materials Planning can monitor the stocks of ordered or
manufactured materials and achieve an optimal inventory balance.
Unless receipts are planned, the system cannot track materials that have been ordered.
Planned receipts, therefore, are crucial to regulating the level of inventory in the warehouse.
Planned receipts are also important for determining whether you have received materials
promised by vendors. Without them, the system cannot establish a link between orders and
received material.
Goods Receipt for Purchase Orders:
Posting a goods receipt to stock with reference to a purchase order has a number of
advantages, including:
The goods receiving point can check whether the delivery is the same as the purchase
order data, that is, whether the goods that were ordered have been delivered.
The system suggests data from the purchase order when you enter the goods receipt
(for example, items and quantities). This makes it easier to enter the goods receipt and
check over deliveries and under deliveries when goods arrive.
Among other things, the purchase order history is automatically updated as a result of
the deliveries. The Purchasing Department can send a reminder about late deliveries.
When you post a goods receipt to the warehouse, the system creates a material
document containing information such as the material delivered and the quantity
delivered. The system also records the storage location in which you place the material
into stock in the plant concerned.
In transactions relevant for material valuation, the system creates at least one
accounting document, which records the effects of the goods movement on the value of
the stock.
Under deliveries, Over deliveries, and Final Deliveries:
During entry of a goods receipt for a purchase order, the SAP system proposes the item's
open purchase order quantity as the quantity received. If the quantity delivered differs from
the open order quantity, you can change the proposed quantity.
Whenever you enter a goods receipt item, the system compares the quantity delivered with
the open order quantity. The SAP System can therefore determine and report under or
overdeliveries immediately.

Introduction

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Goods Receipt for Stock Material:

If you entered a purchase order to procure a material, you have to reference the purchase
order when you enter the goods receipt. The system can check, for example, whether the
material delivered is the same as the material ordered, whether the order quantity matches
the goods receipt quantity or whether the shelf life is still guaranteed for highly perishable
goods (when the shelf life expiration date check is active for the relevant material).
The purchase order history for a purchasing document item is also updated when a goods
receipt is posted with reference to a purchase order. This allows the buyer to send the
vendor a reminder about outstanding deliveries, for example.
Several goods receipt items can be entered for a purchase order item in one operation. This
is advisable if, for example, the material is delivered in batches or is distributed among
several storage locations. You enter the goods receipt data in a single material document.
If the delivery note accompanying the goods receipt does not contain a purchase order
number, you can use the material number or the vendor number to search for the
corresponding purchase order number.
You can print a goods receipt slip when entering the goods receipt.

Introduction

10

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Effects of Goods Receipt:


The diagram once again shows an overview of all the key effects of a goods receipt
referencing a purchase order.

Documents for a Goods Movement:


The document principle also applies in IT-based Inventory Management. A
document is proof that a transaction involving stock changes has taken place. It is
stored in the system.
A material document is created in the R/3 System as proof of a transaction involving
stock changes.
If the goods movement is relevant to valuation, the system creates at least one
accounting document in addition to the material document.
Goods movements (goods receipts, goods issues, or transfer postings) are relevant to
valuation when your company's Accounting department is affected by them. For
example, a goods receipt posting of a raw material usually results in an increase in
the stock value of your current assets. If the raw material is only transferred within
one plant, no postings are made in Financial Accounting.
As soon as a goods movement is posted, the quantities, material, movement type,
and organizational level can no longer be changed. You can only make changes to
some text fields. If you want to correct errors, you have to create a new document.
You have to cancel/reverse the incorrect document beforehand.

Introduction

11

Customer
Project Name
Business Proc

Introduction

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

12

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Stock Overview:
The material stocks are displayed in the stock overview for each individual organizational level.
Quantities posted for a particular stock type are totaled for each organizational unit.
You can display the stock overview for batches/valuation types and special stocks (for example,
consignment material), as well as for the client, company code, plant, and storage location.
The stock overview is a static display of stocks. This means that you can only view the current
stock situation. You cannot see future planned goods receipts and goods issues in this list. But
you can call up additional information functions via the menu bar.
There are several display versions for stock overviews, which vary in the way the stock types are
listed and in the order they appear. In Customizing for Inventory Management, the system
administrator defines which stocks are displayed in each column and the order in which they are
displayed.
The following diagram shows the overview of stocks, for example.

Introduction

13

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.2 Definitions
PR

Purchase Requisition

RFQ

Request for Quotation

PO

Purchase Order

1.3 Pre-Requisites
The following pre-requisites must be completed prior to initiating this process
Activity

Description

Purchase Order

You should know the number of a SAP Purchase Order for the
materials going to be posted to stock.

Quantity Received

The quantity of the material received from Vendor, since it may be


under delivery or over delivery.

Plant

You need the key of the plant for which the material or service is to
be received.

Storage Location

Name of the storage location at which materials are stored. There


can be one or more storage locations within a plant.

MM period

Roll MM period to Current Period

Introduction

14

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.4 Master Data


Essential master and organizational data was created in your SAP 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.
The business process is enabled with this organization-specific master data, examples which
are provided below
Org. Structure
Company Code
Plant
Storage Location

Value
1000
1000
0001

Comment
Company Code 1000
Plant Code 1000
Storage Location Code

1.5 Business Conditions

List one or more business conditions that must have been completed before the user starts this
scenario:

Business Condition

Scenario

You have completed all steps described in the Business Process Prerequisite
Documentation Prerequisite Process Steps. These process steps include Process Steps
the step Roll MM Period to Current Period. Perform this activity if the
MM period in the system is not set to the current period. Usually, this
activity has to be done once a month.

Introduction

15

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.6 User Roles

The following roles have been defined for this Process [Goods Receipt].
These roles have been designed to fulfill the particular business requirements of the
process.

Business Role
Stores-In-Charge

Purchasing
Manager

Introduction

Please ensure you have been assigned a user name (Check with System
Administrator)

Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)

Technical Name
SAP_NBPR_STORESIN-S

SAP_NBPR_PURCHASERM

Process Step

Enter Goods receipt

Display Purchase order

Display Material document

Print Material Document

Stock Overview

Overview display of Material documents

Display Material document

Print Material Document

Stock Overview

Overview display of Material documents

16

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.7 Process Group Overview

The following diagram depicts the overall process flow for the Process Group [Process
Group]. The particular process within the scope of this document is highlighted.

Introduction

17

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.8 Process Flow

The following diagram depicts the overall process flow for Goods Receipt. The particular
process within the scope of this document is highlighted.

1.9 Process Steps - Summary

The following section describes the process flow diagram in detail


Once you are ready to enter the goods receipt after having reviewed the
pre-requisites and business conditions

Use

Step

Introduction

Process Step

Performed by

Material received from


Vendor

Stores In-Charge

Evaluate and enter the


Goods Receipt

Stores In-Charge

Review the Goods Receipt

Stores In-Charge

Place materials into proper


location

Store Keeper

Check Stocks Report and


Material document

Stores In-charge

Description
Stores In-charge receives the
material Goods receipt as a
document from the vendor
Stores In-charge evaluates the
received material Goods receipt
document and enters into the SAP
system
Stores In-Charge review the Goods
Receipt document and data enter
in the system, before saving the
document
Store keeper places the material in
proper location. i.e., if the material
is subjected inspection, then the
material is placed in the
Inspection area.
Stores In-Charge checks for stocks
in the Stocks Overview report and
material document for correctness

18

Customer
Project Name
Business Proc

Checks for Accounting


documents

Accountant

Notify Vendor

Stores In-Charge

Print Goods Receipt

Stores In-Charge

Follow up

Stores In-Charge

10
Result

Introduction

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Account checks for the Accounting


documents for correctness
Send acknowledgement document
with received material status to
the vendor in PDF format
GR can be transmitted as a
hardcopy or as PDF to the vendor
Follow up for materials

Goods received and posted to stock, notified to Vendor and follow-up


maintained

19

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

1.10 Process Steps In Detail

The following section describes the process flow diagram in detail


You can create the Goods Receipt with the following

1.10.1 Initiate
SAP Menu Path
SAP T-code
Business Role
(NWBC)
Screen View

Logistics Materials Management Inventory Management Goods


Receipt
MIGO

1.10.2 Process
Step

Introduction

Process Step

Description

Enter data when initiating a PO


with no reference to a document

Enter the through Menu path or


enter the Transaction code in the
command box. The following
screen appears

20

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Enter the following values in the relevant fields as mentioned below and execute,
User action and values
Field name
Description
(For Example)
Indicates the business
Executable Action in MIGO
transaction that you want
Goods Receipt
Transaction
to enter in the system
Reference Document for MIGO
Indicates the document you
Transaction
want to reference when
Purchase Order
you enter the transaction
Alphanumeric key uniquely
Purchase Order
10000159
identifying the document
The document date is the
Document Date
date on which the original
document was issued
Date which is used when
entering the document in
Posting Date
Financial Accounting or
Controlling.
Number of External
Delivery Note
Delivery Note
Number of Bill of Lading at
Bill of Lading
Time of Goods Receipt

Introduction

21

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Enter PO Number, Document Date, Posting date, Delivery Note, Bill of Lading, Header Text and
execute as shown above
Automatically the Purchase Order will copied to the goods Receipt Transaction.The system can

check, for example, whether the material delivered is the same as the material ordered,
whether the order quantity matches the goods receipt quantity.

Introduction

22

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Enter delivery quantity for example 5 EA as shown and enter

Flag item Ok and enter, system will update the quantity as shown below

Check for document correctness,


messages

, if the document is correct then system will display the

Since the difference between the Order quantity and delivered quantity exists, so the above
message displays.
Select ok and save.

Result

Introduction

Material Document (GR) Posted

23

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

2 Supplementary Processes
2.1 List of Supplementary Processes
Process Name
Display GR
Cancel GR

2.1.1

Description
Display Goods Receipt document
Cancellation of Goods Receipt document

Display Goods Receipt document

2.1.1.1 Initiate
SAP Menu Path
SAP T-code
Business Role
(NWBC)
Screen View

Logistics Materials Management Material Document Display


MB03

Enter
2.1.1.2 Process
Step

Process Step
Display the Material
Document

Supplementary Processes

Description
Display the Material document
through transaction code or
menu path.

24

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Enter the following values in the relevant fields as mentioned below and enter
User action and values
Field name
Description
(For Example)
Alphanumeric key uniquely
Material Document
4900000030
identifying the document.
Calendar year in which the
Material Document Year
material document was posted.
2011

Enter , the document details will display as shown below

Select the Item line, and Choose details from Item push button

Supplementary Processes

25

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Display Accounting documents


Select Accounting documents push button,

Select Accounting document for display

Result

Supplementary Processes

Material Document displayed

26

Customer
Project Name
Business Proc

2.1.2

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Cancel Material Document

2.1.2.1 Initiate
SAP Menu Path
SAP T-code
Business Role
(NWBC)
Screen View

Logistics Materials Management Material Document


Cancel/Reverse
MBST

2.1.2.2 Process
Step

Process Step
Cancel the Material
document

Supplementary Processes

Description
Cancel the Material document
through transaction code or
menu path.

27

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Enter the following values in the relevant fields as mentioned below and enter
User action and values
Field name
Description
(For Example)
Date which is used when entering
the document in Financial
Posting Date
05.07.2011
Accounting or Controlling.
Material Document
Material Document Year

Reason for movement

Alphanumeric key uniquely


identifying the document.
Calendar year in which the
material document was posted.

4900000030
2011

Specifies a key you can use to call


up a standard text stipulating the
reason for a goods movement
(for example, reason for a return
delivery).

Enter the required data as shown above and choose Adopt + Details push button,

Supplementary Processes

28

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Save the document.


Result

Supplementary Processes

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Material Document Cancelled

29

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

3 Document References

3.1 Record Retention


Outputs
GR Document

Retention Period/Remarks
5 years

3.2 References
Type of Document
Company Policy
ISO 9000 Clause
Quality Manual
Quality Procedure

Document References

Reference

30

Customer
Project Name
Business Proc

1001 CapFrance BAT


10-110 le SAP
10-01 Goods Receipt

Effective Date

Revision No
Module

11-Jun-11
1.0
MM

Solution built on SAP Business All-in-One and SmartBuild from ROFF


All rights reserved
Copyright Inntree Technology Services Middle East 2010-2011

Document References

31

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