End User Procedure For Sap MM Purchasing

WorldFish
Project SAPisces Implementation

END USER PROCEDURE
PURCHASING – PROCUREMENT OF MATERIALS
End User Procedure
for
Materials Management
(Purchasing)
Procurement of Materials
Process
File name: Responsibility: mySAP Release: Status:

EUP MM(PUR) 320200707-EUP-MM-PUR- Purchasing ECC5.0 Active
Procurement-of-Materials-ProcessV2.doc
Process.doc
Last changed on: Last changed by: Version: Page:
18 April 2017 Chan Wee Lyn (JSPC) V002 1 of 86
WorldFish
END USER PROCEDURE
Table of Contents
1 Overview ............................................................................................................................ 4
1.1 Purpose ........................................................................................................................ 4
1.2 Definition ....................................................................................................................... 4
1.2.1 Purchase Requisition (PR) .................................................................................... 4
1.2.2 Purchase Order (PO) ............................................................................................ 4
1.2.3 Goods Receipt ...................................................................................................... 5
1.2.4 Goods Return ....................................................................................................... 5
1.3 Organizational Elements................................................................................................ 5
1.4 Business Process Overview .......................................................................................... 5
2 Process - Create Purchase Requisition (PR) ....................................................................... 8
2.1 Navigation on the SAP Menu ......................................................................................... 8
2.2 Create Purchase Requisition – select PR document type ............................................... 8
2.3 Create Purchase Requisition ......................................................................................... 9
3 Process - Change Purchase Requisition (PR) ................................................................... 23
3.1 Navigation on the SAP Menu ....................................................................................... 23
3.2 Change Purchase Requisition (Change icon) ............................................................... 23
3.3 Change Purchase Requisition ..................................................................................... 25
4 Process - Display Purchase Requisition (PR) .................................................................... 27
4.1.1 Display Purchase Requisition (Display icon) ........................................................ 27
4.2 Display Purchase Requisition ...................................................................................... 28
5 Process - Delete Purchase Requisition (PR)...................................................................... 31
5.2 Delete Purchase Requisition (Delete icon) ................................................................... 31
5.3 Delete Purchase Requisition........................................................................................ 33
5.3.1 Restoring deleted items....................................................................................... 36
6 Process – SAP Work Flow e-mail Notification .................................................................... 38
6.1 Work Flow e-mail Notification for PR Released ............................................................ 38
6.2 Work Flow e-mail Notification for PR rejected .............................................................. 39
6.3 Work Flow e-mail Notification for PR Deadline Reached .............................................. 42
7 Process - Create Purchase Order (PO) ............................................................................. 43
7.2 Create Purchase Order – select PO document type ..................................................... 43
7.3 Create Purchase order – Document overview .............................................................. 44
7.4 Create Purchase Order ............................................................................................... 46
7.5 Print Purchase Order ................................................................................................... 53
7.5.1 Navigation on the SAP Menu............................................................................... 53
7.6 Message Output Screen .............................................................................................. 53
7.6.1 Message Output Screen...................................................................................... 54
8 Process - Change Purchase Order (PO) ........................................................................... 60
8.2 Change Purchase Order Screen (navigation icon)........................................................ 61
8.3 Change Purchase order .............................................................................................. 63
9 Process - Delete Purchase Order (PO).............................................................................. 65
9.2 Change Purchase Order Screen (navigation icon)........................................................ 65
9.3 Change Purchase order .............................................................................................. 67
Process.doc
WorldFish
END USER PROCEDURE
10 Process - Display Purchase Order (PO) ....................................................................... 70

10.1 Navigation on the SAP Menu ................................................................................... 70
10.2 Display Purchase Order Screen (navigation icon) .................................................... 70
10.3 Display Purchase order ........................................................................................... 71
11 Good Receipt .............................................................................................................. 72
11.1 Business Process Overview .................................................................................... 72
11.2 WorldFish’s To-Be Business Process Flow .............................................................. 73
12 Process – Good Receipt. ............................................................................................. 74
12.2 Good Receipt Screen .............................................................................................. 74
13 Good Return. .............................................................................................................. 76
13.1 Business Process Overview .................................................................................... 76
13.1.1 WorldFish’s To-Be Business Process Flow .......................................................... 77
14 Process – Goods Return ............................................................................................. 78
14.2 Return Delivery Material Document Screen ............................................................. 78
15 Process – Display Material Document.......................................................................... 81
15.2 Return Delivery Material Document Screen ............................................................. 81

Process.doc
WorldFish
END USER PROCEDURE
1 Overview
1.1 Purpose
This end user procedure underlines the Procurement for Materials (including IT
Equipment, IT Consumables, Stationeries, maintenance & facilities contract and Software
development) business process for WorldFish. It will cover from creation, change, display
and flag for deletion of Purchase Requisition and Purchase order, goods receipt and
goods return.
1.2 Definition
1.2.1 Purchase Requisition (PR)

Request or instruction to Purchasing to procure a certain quantity of a material or a
service so that it is available at a certain point of time. There are different account
assignment categories in a PR. The account assignment in a PR is the specification of
the objects (e.g. cost center, project, asset) that are charged to for a material that is
intended for direct usage or consumption. Document type is a key that used to denote
what the document is created for.
WorldFish’s Design:
In WorldFish, the following account assignments can be used depending on the nature of
WorldFish’s procurement processes.
Document Document type Account Account Number ranges

type description assignment Assignment
category Description
ZPR PR for Grant P Project 0010000000 –
Project 0019999999
ZNPR PR for Core Fund P Project 0010000000 –
0019999999
ZT1 PR for Ind Travel P Project 0010000000 –
0019999999
ZT2 PR for Group P Project 0010000000 –
Travel 0019999999
ZCON PR for Consultant P Project 0010000000 –
0019999999
The number ranges for all Purchase requisitions (regardless of the different account
assignments) will be internally generated by the system and it will be a running number.
1.2.2 Purchase Order (PO)

A formal request or instruction from a purchasing organization to a vendor or a plant to
supply or provide a certain quantity of goods or services at or by a certain point in time.

Process.doc
WorldFish
END USER PROCEDURE
WorldFish’s Design:
Since a Purchase Order can be created by converting a Purchase Requisition, thus, all
the account assignments listed for the PR applies to Purchase Orders as well.
Document Document type Account Account Number ranges

type description assignment Assignment
category Description
NB Standard P Project 4500000000 –
Purchase Order 4599999999
NB Standard A Asset 4500000000 –
Purchase Order 4599999999
1.2.3 Goods Receipt

A term from inventory management denoting a physical inward movement of goods or
materials. The SAP system differentiates between the following tyes of goods receipt:-
 Goods receipt with reference to a purchase order

 Goods receipt with reference to a production order
 Other goods receipts without reference
1.2.4 Goods Return

A term from inventory management denoting a physical outward movement of goods or
materials.
1.3 Organizational Elements

Plant Description
WF01 WorldFish
Purchasing Organization Description

WF01 WorldFish
Purchasing Group Description

MY1 Malaysia - Buyer 1
BD1 Bangladesh – Buyer 1
EG1 Egypt – Buyer 1
1.4 Business Process Overview

This process will apply to the procurement of all types of materials inclusive of IT
Equipment, IT Consumables and Stationeries. This is the standard process of PR and PO
creation. Maintenance and facilities contract will also follow this process as the amount of
the work assignment is fixed. Therefore a normal PR and PO can be created.

Process.doc
WorldFish
END USER PROCEDURE

Process.doc
WorldFish
END USER PROCEDURE
Process steps:
a. Requestor will raise a PR in the system.
b. Requestor selects the corresponding document type for the PR. If the request is
for a grant project, the document type ZPR will be used. If the request is for the
core fund, then the document type ZNPR will be used.
c. The requestor will need to key in “P” under the account assignment column. The
requestor will key in the material code (if the material code has not been created,
the requestor can key in the material description), quantity, expected delivery
date, the estimated price, the additional costs such as sales tax, the project code
and the GL code. The requestor will also need to key in the requestor name in
the PR.
d. Before the PR is saved, the system will perform budget availability check to
check if the price in the PR has exceeded the budget allocated for it.
e. If the price has exceeded the budget, then the system will give an error message
and prevent the PR from being saved. The requestor will then have to refer back
to FPBU for further action. The requestor can either cancel the PR (if there is no
budget left) or request FPBU to increase the budget.
f. If the price does not exceed the budget, then the PR will be saved. A PR number
will be generated by the system.
g. The PR will then be routed for approval.
h. All PRs that has been approved will then be routed to AOU department for further
processing.
i. Admin will proceed to raise a PO against the PR by the “drag and drop” method.
This way the details in the PR will automatically be brought over to the PO. As a
result the Admin personnel will not need to manually type in all the details of the
item into the PO again.
j. Before the PO is saved, the system will perform budget availability check to
check if the price in the PO has exceeded the budget allocated for it.
k. If the price has exceeded the budget, then the system will give an error message
and prevent the PO from being saved. Admin will then need to revert back to the
requestor for further action.
l. If the price does not exceed the budget, then the PO will be saved. A PO number
will be generated by the system.
m. Admin will then print out the PO, attach the quotations and sent it for final
signature either from the Admin & Operations Manager or the Head of Corporate
Finance and Admin depending on the monetary limit.
Process.doc
WorldFish
END USER PROCEDURE
n. Once signed, the PO will be sent to the vendor either by email or fax.
2 Process - Create Purchase Requisition (PR)

2.1 Navigation on the SAP Menu
Via Menus Logistics > Materials Management > Purchasing > Purchase
Requisition > Create
Via Transaction Code ME51N
2.2 Create Purchase Requisition – select PR document type
a. The requestor will have to select a document Purchase requisition document type before
creating the PR. The document type controls number assignment and the selection of
fields to be maintained. Refer to the table below for Purchase requisition document type
used in WorldFish:-
Document type Document type description
ZPR PR for Grant Project

ZNPR PR for Core Fund
Process.doc
WorldFish
END USER PROCEDURE
NB Standard Purchase Requisition

NOTE :
The workflow will be triggered and the PR will automatically be routed for approval immediately
upon saving the PR. If the requestor does not want to send the PR for approval yet upon saving
the PR, but instead want to put it on hold while he/she finds out some finer details pertaining to
the PR, the requestor can use the document type “NB” first when the creating the PR. Save the
PR. When the requestor is ready to send the PR for approval, the requestor can go into the
Change PR transaction, change the document type of the PR from “NB” to either ZPR or ZNPR.
2.3 Create Purchase Requisition
a. User can create a default value for repeating values, for example: - Plant. Click on the
Default values icon to proceed to the next screen.

Process.doc
WorldFish
END USER PROCEDURE
b. To add more default values which do not appear on the screen, click on
icon to add more fields. Refer to the screen below:-

Process.doc
WorldFish
END USER PROCEDURE
2. Click on the
icon to add
the column
content into the
display fields.
1. Click on the push

button to select the fields
c. On the change layout screen, user can display or hide column content on the item default
values screen. For example:- user would like to add Purchasing group from the hidden
fields to the display fields.
d. Click on the push button to select the column content, then click on the Show selected
field icon.

Process.doc
WorldFish
END USER PROCEDURE
e. Then click on the Copy icon to proceed back to the Items default value screen.

Process.doc
WorldFish
END USER PROCEDURE
Refer to the table below and enter the required data:-
Field Name Description R/O/C / D User Action and Values

Account The account assignment R Select “P – Project”
assignment category determines which
category account assignment data
(such as cost center, account
number and so on) is
necessary for the item.
Plant Specifies the key for a R Select WF01 – WorldFish
production facility or branch
office within the company.
Legend: R = Required O = Optional C = Calculated D = Defaulted
f. Remember to check the checkbox for Always propose - for all the
required fields. Then click on the Save icon to proceed back to the PR creation
screen.

Process.doc
WorldFish
END USER PROCEDURE
Refer to the table below:-

Item of Specifies the number that D System Default.
requisition uniquely identifies an item in
the purchase requisition
Account Account assignment category R Select “P” for Project from the drop
assignment determines which account down button.
category assignment data (such as
WBS element and GL Note : The value “P” will be used
account number) is for all purchases
necessary for the item.
Exceptions :
Account assignment “X” will be
used for :
 CG Net purchases which is
normally done by only the
CIO office
Process.doc
WorldFish
END USER PROCEDURE

 Purchases that are charged
to project accruals or other
accruals
Material Alphanumeric key uniquely R Enter the material number which

Number identifying the material. you want to purchase.
You can do a search for the

material number by clicking on the
icon or pressing the F4 function
key.
There are many ways to search for

a material number. The most
commonly used would be to search
by Material Group or by Description
of the Material.
If the material number cannot be

found, you may enter the material
Short Text.
Short Text Short description of the D/R System Default if the Material
material. master is maintained. You may
need to enter the short text if
Material master is not maintained.
Quantity Specifies the quantity to be R Enter the desired qty for the
Requested ordered. material which you want to
purchase.
Unit of Specifies the unit of measure R/D If the material code is entered, then
measure in which the requested this value is defaulted from the
material is to be ordered. material master.
If the material code is not entered,

then enter the unit of measure for
the material.
Valuation Shows the price of the R Enter the valuation price for the
Price requested material per price material.
unit.
AOU will be providing a list of prices
for a certain number of items. If you
are not able to find the price, then
please put in an estimated price or
please check with AOU for the

Process.doc
WorldFish
END USER PROCEDURE

price.
Delivery Date Indicates whether the delivery D This is defaulted to D – Day.

Category date is to be entered and
displayed as a calendar day,
week or month.
Delivery date Date on which the goods are R The system will automatically
to be delivered or the service default the creation date as the
is to be performed. delivery date. Change the delivery
date as desired.
Material group Number and description of D/R Defaulted from the material master.
the material group. If there is no material code, then a
A material group comprises material group must be entered.
several materials or services
having the same attributes.
Plant Plant in which you produce or R Enter the plant code – WF01
for which you wish to procure
materials or services.
Purchasing Key for a buyer or a group of D/R Defaulted from the material
group buyers, who is/are master.
responsible for certain
purchasing activities If there is no material code, then
the purchasing group must be
entered. Enter the purchasing
group – MY1 for HQ.
Requisitioner Indicates for whom the R Enter the name of the requestor.
material or external service
shown in the purchase
requisition is to be ordered.
Purchasing Denotes the purchasing O Enter the Purchasing organization –

Organization organization. WF01
Legend: R = Required O = Optional C = Calculated D = Defaulted
g. Press the Enter or click icon.
h. When the account assignment category used is “P”, the system requires you to enter the
G/L account number at the G/L account no. field and the Work Breakdown Structure
Element (WBS Element) at the WBS element field on the Account assignment tab. The
WBS Element represents the project code at donor line item. Refer to the diagram
below:-
Process.doc
WorldFish
END USER PROCEDURE
Account Assignment Category Field
Enter the G/L account no.

Enter the WBS element
i. When the account assignment category used is “X”, the system requires you to enter the
G/L account number at the G/L account no. field only on the Account assignment tab.
Refer to the diagram below:-

Process.doc
WorldFish
END USER PROCEDURE
Enter the G/L account no.
j. Click on the Valuation tab, enter the price of the requested material per price unit at the
Valuation price field. Please refer to the diagram below:-

Process.doc
WorldFish
END USER PROCEDURE
Enter the price of the requested material

per price unit.
k. Next, click on the Check button.
l. The system will perform a budget availability check in the PR. If the budget is exceeded,
the system will generate an error message as shown :
m. If the message is displayed, then the

PR can be saved.
Process.doc
WorldFish
END USER PROCEDURE
n. Below are the possible error messages that could happen when creating a PR :
 This means that the Requisitioner data is missing. User need to enter the data
before saving the PR. All required fields must be maintained before the PR can
be saved.
 This means the GL account number is missing. Please enter the G/L account no.
Please check with Finance if you are unsure of which G/L account no to use.
 This means that the WBS element (project code) is missing. Please enter the
WBS element (project code). If you do not know the project code, you may do a
search by pressing on the F4 or clicking on the icon.
 You will see the screen below :

Process.doc
WorldFish
END USER PROCEDURE
 Key in the first few characters of the project. Note : please remove the “dash” in
between the code. For example, key in pe0451* instead of pe-0451*.
 Press Enter.
 A list of all the project code’s donor line items will be displayed as shown below :
 Select the desired donor line item. ( Note : please always use the project code
with the longest string. Eg. PE-0451-000-M310-0-0000 )
Process.doc
WorldFish
END USER PROCEDURE
o. Once all required information has been keyed in, click on the Save icon to save the
PR.
p. The Purchase requisition number is created once the PR is saved by the user.
.

Process.doc
WorldFish
END USER PROCEDURE
3 Process - Change Purchase Requisition (PR)

Requisition > Change
3.2 Change Purchase Requisition (Change icon)
Click on icon to create a new PR.

Click on icon to display/change the current
PR.
Click on to go to other PR

Process.doc
WorldFish
END USER PROCEDURE
a. Click on the icon to expand the “Select document” screen. Example as below:-
b. Enter the PR number which you want to edit / change in the Purchase requisition field
and press enter or click on the icon to proceed to the PR. Example: -
Enter 10000107 in the Purchase requisition field.

Process.doc
WorldFish
END USER PROCEDURE
3.3 Change Purchase Requisition
a. User can change which ever field that is white in colour. For example, we can change the
quantity for all items to “60”. Press enter.
b. Next, click on the Check icon. If there is any error, an error message will be
generated.
c. If there is no error, the message below will appear on the status bar.
d. All required field are completed with data entry. You can proceed to save the PR or enter
the next material you wish to purchase.
e. Click on the Save icon

Process.doc
WorldFish
END USER PROCEDURE
f. The Purchase requisition number was changed will appear on the status bar.
.

Process.doc
WorldFish
END USER PROCEDURE
4 Process - Display Purchase Requisition (PR)

Requisition > Display
4.1.1 Display Purchase Requisition (Display icon)

Click on icon to display/change the current PR.
a. Click on the icon to expand the “Select document” screen.

Process.doc
WorldFish
END USER PROCEDURE
b. Enter the PR number which you want to Display in the Purchase requisition field and
press enter or click on the icon to proceed to the PR. Example: - enter
10000107 in the Purchase requisition field.
4.2 Display Purchase Requisition

Process.doc
WorldFish
END USER PROCEDURE
a. You can view by selecting on the item tab.
b. Another way to navigate on the screen is by expanding the document overview. You can
turn it on by clicking on the icon. Refer to the diagram below:-
1. Click on the Document overview icon.
2. Click on the Selection Variant icon.
3. Select My purchase requisitions.
c. This will bring you to the next screen below:-

Process.doc
WorldFish
END USER PROCEDURE
d. You can navigate your view from PR to PR by double-clicking on the PR no. on the
document overview.
e. Click on the Exit icon to exit to the SAP menu after you finish viewing the data field.

Process.doc
WorldFish
END USER PROCEDURE
5 Process - Delete Purchase Requisition (PR)

Requisition > Change
5.2 Delete Purchase Requisition (Delete icon)

Click on icon to display/change the current PR.
a. Click on the icon to expand the “Select document” screen. Example as below:-

Process.doc
WorldFish
END USER PROCEDURE
b. Enter the PR number which you want to delete in the Purchase requisition field and press
enter or click on the icon to proceed to the PR. Example: - enter
10000107 in the Purchase requisition field.

Process.doc
WorldFish
END USER PROCEDURE
5.3 Delete Purchase Requisition
2. Click on the Delete / Restore

icon to delete / restore the
item selected.
1. Click on the push button on the

left of the item to select the item.
a. User can delete which the item in the PR by selecting the push button on the left hand
side of the screen.
b. Next, click on the Delete / Restore icon if you want to delete or restore the
selected item. Message screens will pop-up as below:-

Process.doc
WorldFish
END USER PROCEDURE
c. Click “Yes” if you want to delete the item or click “No” to cancel to proceed to the next
screen below:-
Item selected for deletion.
d. Notice that, there is an icon next to the item. This means that the item selected for
deletion.
e. Click on the Save icon.

Process.doc
WorldFish
END USER PROCEDURE
f. The Purchase requisition number was changed. .

Process.doc
WorldFish
END USER PROCEDURE
5.3.1 Restoring deleted items

To restore the deleted item, go to Change Purchase Requisition. Refer to the screen below:-
2. Click on the Delete / Restore

icon to restore the item selected.
1. Click on the push button on the left of

the item to select the item.
a. Select the item you desire to restore by clicking on the push button on the left hand side
of the item, then click on the icon and select “restore” to restore the item.
b. Next, click the save icon to save the changes and proceed to the display PR screen.

Process.doc
WorldFish
END USER PROCEDURE
c. The Purchase requisition number was changed. .

Process.doc
WorldFish
END USER PROCEDURE
6 Process – SAP Work Flow e-mail Notification

6.1 Work Flow e-mail Notification for PR Released
a. The requestor will receive a notification mail above once the PR has been approved by
all levels of approvers.
b. An email notification will be sent to AOU for Purchase Order (PO) creation.

Process.doc
WorldFish
END USER PROCEDURE
6.2 Work Flow e-mail Notification for PR rejected
a. If the PR has been rejected by the Approver, an e-mail notification will be sent to the
requestor.
b. The requestor can click on the icon to edit or view the PR and
resubmit. Refer to the example below:-

Process.doc
WorldFish
END USER PROCEDURE
Item overview
Item Information
c. Take note that item 20 and item 50 is highlighted in Grey colour at the Item overview. At
the item information, click on the Status tab, note that item 20 has been “Released
Refused”. This means that the item has been rejected.
d. If the user wish to purchase the same item but would not like to raise a new PR for it, the
user can create a new line item in the same PR. To do this, the user will need to select
the item that has been rejected, then click on the Copy item icon. Item 20 will be
copied down to another line – Item 80. Refer to the example below:-

Process.doc
WorldFish
END USER PROCEDURE
e. Then the requestor can click on the Save icon to save the changes. The PR line item
80 will be re-routed for approval.

Process.doc
WorldFish
END USER PROCEDURE
6.3 Work Flow e-mail Notification for PR Deadline Reached
a. If the approver did not approve the PR after 2 days it was submitted, the requestor will
received an e-mail notification as above.
b. The requestor can choose to click on the icon to edit the PR and
resubmit for approval.

Process.doc
WorldFish
END USER PROCEDURE
7 Process - Create Purchase Order (PO)

Order > Create > Vendor / Supplying Plant Known
7.2 Create Purchase Order – select PO document type
a. Select “NB- Standard PO”. All Purchase Orders will use the same Document Type.

Process.doc
WorldFish
END USER PROCEDURE
7.3 Create Purchase order – Document overview
a. To select the PR in which the PO is referenced to, click on the
icon to expand the Document overview. Click on the Selection Variant icon and
select “Purchase requisitions”.
The screen below will appear :

Process.doc
WorldFish
END USER PROCEDURE
b. This screen allow you to search for the PR desired. Check on the checkbox for Open only
checkbox - and key in WF01 at the Plant field, assuming you wish to list
all open PR that is available in WorldFish.
c. Click on icon.

Process.doc
WorldFish
END USER PROCEDURE
7.4 Create Purchase Order
a. The list of PR will be listed on the far left column. The layout of this column can be
changed. Click on the icon. Then select “Change Layout” . The box below will be
displayed :

Process.doc
WorldFish
END USER PROCEDURE
b. Select the fields from the “Hidden Columns” click on the icon to bring it over to the
“Displayed Columns”.
c. Click on icon.
d. To create the Purchase Order, select a vendor at the vendor field by clicking on the
icon. Example select vendor:- “30500006” Art Stationery Supplies.
e. User can either enter the information based on the PR manually or drag & drop the PR
document into the shopping basket icon.
Example 1: - you can perform the drag & drop like the example below:-
PR document Drag & Drop into

the shopping basket.

Process.doc
WorldFish
END USER PROCEDURE
When you drag the PR 10000104 to the shopping basket, all the item in the PR will be transfer
into the PO. Refer to the example below:-
Example 2:- you can perform it at the item level as well like the example below:-

Process.doc
WorldFish
END USER PROCEDURE
PR item Drag & Drop into the

shopping basket.
When you drag Item 10 from PR 10000104 and Item 10 from PR 10000099 to the shopping
basket, 2 item from both PR will be transfer into the PO. Refer to the example below:-

Process.doc
WorldFish
END USER PROCEDURE
f. User can use Example 1 if we are purchasing all the items in the PR from a (1) single
Vendor. However, sometimes not all items in a PR are purchased from the one single
vendor. In this instance, then we need to use Example 2.
g. By using the scenario from Example 1, below is the expected screen:-

Process.doc
WorldFish
END USER PROCEDURE
h. Click on the Check button. If the messages pop up is: - -

All data is correct.
i. If you see the message below:-

Process.doc
WorldFish
END USER PROCEDURE
1. Select the checkbox
2. Click on this icon.
j. Enter the net price for Item 20.
k. Click on the Check button. Then click on the Save icon.
l. A message “Standard PO created under the number 4500000039” will appear on the
status bar:- .

Process.doc
WorldFish
END USER PROCEDURE
7.5 Print Purchase Order
7.5.1 Navigation on the SAP Menu

Order > Messages > Print/Transmit
Via Transaction Code ME9F
7.6 Message Output Screen
Enter the Purchase order No.
a. Enter the Purchase number at the Document number field. Then press the Execute
icon or F8 button to proceed to the next screen.

Process.doc
WorldFish
END USER PROCEDURE
7.6.1 Message Output Screen
2. Click on “Output
message” icon.
1. Click on the checkbox.
a. Click on the checkbox on the left hand side of the item. Select NEU for Malaysia, ZNBG
for Bangladesh and ZNEG for Egypt. Then click on the Output message icon to print the
Purchase order.
b. Go to the Own Spool Requests. Refer to the diagram below :

Process.doc
WorldFish
END USER PROCEDURE
c. You will see the screen below. Own Spool Requests screen is shown below :
d. To display the spool, select the line, then click the to view. The sample of the PO can
be displayed as shown below :

Process.doc
WorldFish
END USER PROCEDURE
e. If you wish to change the printer, click on icon. You will see the screen below :

Process.doc
WorldFish
END USER PROCEDURE
f. Change the Output Device as desired. Click on the icon.

Process.doc
WorldFish
END USER PROCEDURE
Key in *. Press Enter to list the printers available.
g. Select the desired printer and then click on .

Process.doc
WorldFish
END USER PROCEDURE
h. Click on the icon to print.
i. If there is a need to reprint the PO, go back to the PO using transaction code ME22N.
j. Click on the icon. You will see the screen below :
k. Select the row that has the “green traffic light” (which means that the PO has been
printed ), then click on the icon. Refer to the screen below :

Process.doc
WorldFish
END USER PROCEDURE
l. Another line will be created with the “yellow traffic light”.
m. Save the PO by clicking on the icon.
n. Proceed to reprint the PO by repeating the steps a to h.
8 Process - Change Purchase Order (PO)

Order > Change

Process.doc
WorldFish
END USER PROCEDURE
8.2 Change Purchase Order Screen (navigation icon)
Click on icon to create a new PO.

Click on icon to display/change the current PO.
Click on to go to other PO
a. Click on the icon to expand the “Select document” screen. Example as below:

Process.doc
WorldFish
END USER PROCEDURE
b. Enter the PO number which you want to edit / change in the Purchase order field and
press enter or click on the icon to proceed to the PO. Example: - enter
4500000039 in the Purchase Order field.

Process.doc
WorldFish
END USER PROCEDURE
8.3 Change Purchase order
a. User can change which ever field that is white in colour. For example, we can change the
delivery date for all items from “26.08.2005” to “25.08.2005”. Press enter.
b. Next, click on the Check icon.
c. If there is no error, the message below will appear on the status bar.
d. All required field are completed with data entry. You can proceed to save the PO or enter
the next material you wish to purchase.

Process.doc
WorldFish
END USER PROCEDURE
f. The Standard Purchase order number was changed.

Process.doc
WorldFish
END USER PROCEDURE
9 Process - Delete Purchase Order (PO)

Order > Change
9.2 Change Purchase Order Screen (navigation icon)


Process.doc
WorldFish
END USER PROCEDURE

Process.doc
WorldFish
END USER PROCEDURE
9.3 Change Purchase order
2. Click on the Delete icon to

delete the item selected.
1. Click on the push button on the left of
the item to select the item.
a. User can delete which the item in the PO by selecting the push button on the left hand
side of the screen.
b. Next, click on the Delete icon if you want to delete the selected item. Message
screens will pop-up as below:-
c. Click “Yes” if you want to delete the item or click “No” to cancel to proceed to the next
screen below:-

Process.doc
WorldFish
END USER PROCEDURE
Item selected for deletion.
d. Notice that, there is an icon next to the item. This means that the item selected for
deletion.

Process.doc
WorldFish
END USER PROCEDURE
f. The Standard Purchase order number was changed. .

Process.doc
WorldFish
END USER PROCEDURE
10 Process - Display Purchase Order (PO)

Order > Display
10.2 Display Purchase Order Screen (navigation icon)


Process.doc
WorldFish
END USER PROCEDURE
10.3 Display Purchase order
a. To exit to the SAP menu click on the Exit icon.

Process.doc
WorldFish
END USER PROCEDURE
11 Good Receipt
When the vendor delivers goods to WorldFish, the goods will be placed in AOU. The Admin
personnel will then call up the requestor to inform the requestor to collect the goods. Goods
receipt will be posted as soon as the goods are received from vendor to enable an accurate
evaluation towards the vendor. When the goods receipt has been posted, Admin will pass
the delivery order and invoice to Finance for payment. All goods are expensed out at the
point of goods receipt. Only a few items such as souvenirs, letter heads and envelopes are
inventorized by AOU and then allocated out at the end of the month but these inventories is
maintained outside the system.
Process steps:
a. When the goods arrive at WorldFish, the Admin personnel will inform the requestor to
pick up the goods.
b. The Admin personnel will proceed to post the goods receipt in the system. The goods
receipt will be posted against the PO. The admin personnel will have to key in the PO
number, the information from the PO will be brought onto the goods receipt screen.
Admin personnel checks through the details, key in the quantity and post that the goods
receipt. The movement type that will be used for goods receipt is “101”.
c. The items will be expensed out at the point of goods receipt. For those items in which the
inventory need to be monitored, the monitoring of the inventory will be done outside the
system.
d. Once the goods receipt has been posted, Admin will pass the delivery order and the
invoice to Finance.
e. Finance will proceed with the invoice receipt in the system and subsequently followed by
payment.

Process.doc
WorldFish
END USER PROCEDURE
11.2 WorldFish’s To-Be Business Process Flow

Process.doc
WorldFish
END USER PROCEDURE
12 Process – Good Receipt.

order > Follow-On Functions > MIGO - Goods Receipt.
Via Transaction Code MIGO
12.2 Good Receipt Screen
Select “A01 Goods Receipt”
Enter the Delivery Note

number
Check the Checkbox to flag the item as “OK”
a. Ensure that you select “A01 Goods Receipt” at MIGO Transaction field.
b. Enter the Purchase order number 4500000039 into the Purchasing Document Number
field or you can click on the Purchase order document number on your left hand side
window, then right click and select “Adopt”.

Process.doc
WorldFish
END USER PROCEDURE
c. Enter the Delivery note number into the Delivery note. Press enter.
d. Ensure that the GR goods receipt field is = 101 (Goods receipt for purchase order into
warehouse/stores).
e. Check on the checkbox to flag the Item OK.
f. If it’s a partial delivery, change the quantity to the desired quantity in the ‘Qty in unit of
entry’ field.
g. Click on the Check icon to make sure the document is OK. A message like this
will appear on the status bar.
h. Click on the Post icon.

Process.doc
WorldFish
END USER PROCEDURE
i. A message on the status bar “Material document 5000000028 posted”.

.
j. Click on the Exit icon to exit to the SAP menu.
13 Good Return.
When there are items that are faulty or goods that have been wrongly sent by vendor, the
requestor will inform the admin personnel. The admin will then call up the vendor to inform
the vendor about the goods that need to be returned to the vendor. When the vendor
comes to collect the faulty goods, Admin personnel will then perform a goods returns
movement (movement type 122) against the PO in the system. When the correct goods are
delivered, the Admin personnel will perform goods receipt against the PO again. Admin
personnel will be given the authorization to perform goods return movement. Finance will
create a corresponding credit note if applicable.
Process steps:
a. If the goods are faulty and need to be returned to vendor, requestor will inform the Admin
personnel.
b. Admin will then call up the vendor to inform the vendor.
c. When the vendor comes to collect the faulty goods, Admin personnel will then perform a
goods returns movement (movement type 122) against the PO in the system.
d. When the correct goods are delivered, the Admin personnel will perform goods receipt
against the PO again.
e. Finance will create a corresponding credit note if applicable.

Process.doc
WorldFish
END USER PROCEDURE
13.1.1 WorldFish’s To-Be Business Process Flow

Process.doc
WorldFish
END USER PROCEDURE
14 Process – Goods Return

14.2 Return Delivery Material Document Screen
Select “A02 Return Delivery”
Enter the Material document number
Enter the Delivery Note

number
Check the Checkbox to flag the item as “OK”
a. Ensure that you select “A02 Return Delivery” at MIGO Transaction field.

Process.doc
WorldFish
END USER PROCEDURE
b. Enter the Material document number “5000000028” into the Number of Material
Document field or you can click on the Material Document number on your left
hand side window, then right click and select “Adopt”.
c. Enter the Delivery note number into the Delivery note. Press enter.
d. At the Reason for movement field, click on the icon. Example:- select “0001-
Poor Quality”
e. Check on the checkbox to flag the Item OK.
f. Click on the Check icon to make sure the document is OK. A message
like this will appear on the status bar.
g. Click on the Post icon.

Process.doc
WorldFish
END USER PROCEDURE
h. A message on the status bar “Material document 5000000029 posted”.
i. Click on the Exit icon to exit to the SAP menu.

Process.doc
WorldFish
END USER PROCEDURE
15 Process – Display Material Document

15.2 Return Delivery Material Document Screen
Enter the Material document number
a. Ensure that you select “A04 Display” at MIGO Transaction field.
b. Enter the Material document number into the Number of Material Document field and
click on the Execute icon or you can click on the Material Document number on your
left hand side window, then right click and select “Adopt”. Refer to the example below:-

Process.doc
WorldFish
END USER PROCEDURE
2. Or you can enter the Material

Document number here and click
on the Execute icon.
1. Select the Material documents, right

click and select Adopt.
c. Select a Material document, right click and select adopt. Example:- click on 5000000028,
right click and select Adopt. Refer to the screen below:-

Process.doc
WorldFish
END USER PROCEDURE
d. The above screen, displays the information of the material document that have been
posted. You can differentiate between a Good receipt document (101) and a Goods
return document (122) by the Movement type.
e. You can view the materials that have been posted with the quantity unit of entry, WBS
element, G/L account, Vendor, the Purchase order no. and the reason for return.
f. Finance can view the Accounting postings by clicking on the Doc Info tab. Refer to the
screen below :

Process.doc
WorldFish
END USER PROCEDURE
g. Click on .
The screen below will appear :

Process.doc
WorldFish
END USER PROCEDURE
Select the Accounting document and click on to display the accounting document.
h. The accounting document is displayed as shown below :

Process.doc
WorldFish
END USER PROCEDURE
i. User can click on the Exit icon to exit to the SAP main menu.

Process.doc

End User Procedure For Sap MM Purchasing

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

End User Procedure For Sap MM Purchasing

Transféré par

Droits d'auteur :

Formats disponibles

WorldFish

Project SAPisces Implementation

End User Procedure

File name: Responsibility: mySAP Release: Status:

10 Process - Display Purchase Order (PO) ....................................................................... 70

File name: Responsibility: mySAP Release: Status:

1.2.1 Purchase Requisition (PR)

Document Document type Account Account Number ranges

1.2.2 Purchase Order (PO)

File name: Responsibility: mySAP Release: Status:

Document Document type Account Account Number ranges

1.2.3 Goods Receipt

 Goods receipt with reference to a purchase order

1.2.4 Goods Return

1.3 Organizational Elements

Purchasing Organization Description

Purchasing Group Description

1.4 Business Process Overview

File name: Responsibility: mySAP Release: Status:

File name: Responsibility: mySAP Release: Status:

a. Requestor will raise a PR in the system.

g. The PR will then be routed for approval.

2 Process - Create Purchase Requisition (PR)

Document type Document type description

ZPR PR for Grant Project

NB Standard Purchase Requisition

2.3 Create Purchase Requisition

Default values icon to proceed to the next screen.

File name: Responsibility: mySAP Release: Status:

File name: Responsibility: mySAP Release: Status:

1. Click on the push

File name: Responsibility: mySAP Release: Status:

File name: Responsibility: mySAP Release: Status:

Refer to the table below and enter the required data:-

Field Name Description R/O/C / D User Action and Values

File name: Responsibility: mySAP Release: Status:

Refer to the table below:-

Field Name Description R/O/C / D User Action and Values

Field Name Description R/O/C / D User Action and Values

Material Alphanumeric key uniquely R Enter the material number which

You can do a search for the

There are many ways to search for

If the material number cannot be

If the material code is not entered,

File name: Responsibility: mySAP Release: Status:

Field Name Description R/O/C / D User Action and Values

Delivery Date Indicates whether the delivery D This is defaulted to D – Day.

Purchasing Denotes the purchasing O Enter the Purchasing organization –

Legend: R = Required O = Optional C = Calculated D = Defaulted

g. Press the Enter or click icon.

Account Assignment Category Field

Enter the G/L account no.

File name: Responsibility: mySAP Release: Status:

Enter the G/L account no.

File name: Responsibility: mySAP Release: Status:

Enter the price of the requested material

k. Next, click on the Check button.

m. If the message is displayed, then the

File name: Responsibility: mySAP Release: Status:

File name: Responsibility: mySAP Release: Status:

3 Process - Change Purchase Requisition (PR)

Click on icon to create a new PR.

File name: Responsibility: mySAP Release: Status: