Title: Create Purchase Order Function : MM Business Process Purchasing Transactions :

ACS Common Process / System

Create Purchase Order

Change History Update the following table as necessary when this document is changed: Date 06/19/2002 06/21/2002 07/03/2002 06/25/2002 07/03/2002 07/08/2002 07/10/2002 07/08/2002 07/31/2002 08/08/2002 08/20/2002 08/20/2002 08/21/2002 08/21/2002 8/28/02 09/03/2002 09/03/2002 9/5/02 Name Terry Auten Dave Norris Terry Auten Beth Jordan Terry Auten Dave Norris Terry Auten Dave Norris Terry Auten Terry Auten Dave Norris Terry Auten Dave Norris Terry Auten Ashish Malik Dave Norris Terry Auten Lee Mayne Initial creation Edit Info Pak Document 1st rework Edit Document 2nd rework Final edit 3rd rework Final edit 4th rework Add exercise New edit 5th rework Add comments re: service quantities Incorporate changes Added updates from Jon Shell Add updates Incorporate changes Updated comments from testing team Change Description

ME21N

Honeywell Confidential

File name: 86571188.doc Reference Number:

Version: Rev 0 Last Modified: 2/5/2008 09:00:00 PM

Parent Document Page 1 / 16

Trigger
Perform this procedure when you want to purchase goods and/or move goods from one location to another. Business Process Description Overview
Use this procedure to create a purchase order and/or perform a stock transfer from one location to another.

Input - Required Fields

Vendor/Supplying Plant

Field Value/Comments
Business partner from whom materials or services can be procured, or id number for supplying plant.

Output - Results
The system will create a purchase order and generate a purchase order number. None.

Comments

Tips and Tricks

To adopt a PO from a requisition: Click to open the Document Overview panel at the left of the screen.

Select requisitions as a variant, Select the requisition number to be adopted, Click above the Doc. Overview.

Situation You may want to purchase goods and/or move goods from one location to another. Perform this procedure and the system will create a purchase order and generate a purchase order number. Instructions Use the appropriate procedure to complete the exercise scenario on the system. As you progress through the scenario, complete the questions associated with each exercise task on the following pages. Required Data This section provides the field data required to complete this exercise. Refer to this data sheet as necessary while performing the exercise. Field Vendor Supplying Plant Doc. date Purchasing org. Purch. group Company Code A (Account assignment category) Material Short text PO quantity Oun Delivery date Net price Material group Plant Stor. loc User-Specific Data This section provides the user-specific data required to complete this exercise.
User Instructor 1 Vendor Supplying Plant Material Net price Plant

Value See user-specific data below See user-specific data below Todays date (default) 0001 014 2065 K: Cost center, U: unknown, C: Sales order See user-specific data below Defaults from material master. 25 ea Two weeks for todays date See user-specific data below 01 See user-specific data below 0001

User 2 3 4 5 6 7 8 9 10 11 12

Vendor

Supplying Plant

Material

Net price

Plant

Tasks Use the appropriate procedure and data provided to complete the following tasks. After each task, answer the question(s). Create Purchase Order - perform the required steps. Click to open the pull-down menu to select the? You must supply both the?

Click

to?

How can you use the Document overview section to help you create the PO? You move between types of data by clicking? What happens if all required fields are not complete?

Create Purchase Order - perform the required steps. How do you adopt a PO from a requisition? What type of PO is used for a disposal?

What type of Purchase order is used to move inventory?

Create Purchase Order - perform the required steps. How do you know the PO has been created successfully?

Purpose Use this procedure to create a purchase order for a material or service or a stock transport order to move goods from one location to another. Trigger Perform this procedure when you want to procure goods or services or move goods from one location to another. Prerequisites You must know the vendor you are purchasing the goods from or the location you are moving the goods to. Menu Path Use the following menu path(s) to begin this transaction: Select Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known to go to the Create Purchase Order screen.

Transaction Code ME21N Helpful Hints In the Field Description Tables, R indicates required fields, O indicates optional fields, and C indicates conditional fields. When completing inter-company stock transfers, SAP refers to the transaction as a purchase order.

Procedure0

1.

Start the transaction using the menu path or transaction code.

Create Purchase Order

2.0

Click

to open the Order type pull-down menu.

Create Purchase Order

3.0

Perform one of the following: If This is a purchase order Then Click the type of purchase order. For Intercompany Stock Transport orders use PO type ZB. For Standard POs use PO type NB. For Disposal POs, always use a ZPO Disposal PO type. This is a stock transport order Click Stock transport. For Stock Transport order use PO type UB.

If You want to create PO with reference to a requisition

Then Click to open the Document Overview panel at the left of the screen. Select requisitions as a variant, Select the requisition number to be adopted, Click above the Doc. Overview.

4.0

As required, complete/review the following fields: Field Name Vendor R/O/C R Description Business partner from whom materials or services can be procured. Example: Supplying Plant R 100008 The plant from which materials are removed from storage for the purposes of a stock transfer. Example: Doc. date R Example: 7203 19.06.2002 Date on which the document was created.

5.0

Click

labeled Header and Item overview to open item details for the order.

Create Purchase Order

6.0

As required, complete/review the following fields: Field Name Purchasing org. R/O/C R Description Code identifying the purchasing subdivision within the company. Example: Purch. group R 0001 SAP code for a buyer or group of buyers responsible for certain purchasing activities. The purchasing group is internally responsible for the procurement of a material or a class of materials and is usually the principal channel for a company's dealings with its vendors. Example: Company Code R 014 The company code ID. An independent accounting unit; in most cases it is a legal entity. You can prepare a balance sheet and income statement for each company code. Several company codes can be set up to manage the accounts of independent companies simultaneously. Example: 2065

Field Name A (Account assignment category)

R/O/C C

Description Key that identifies specific settlement receiver types such as cost centers, internal orders, work orders, asset accounts, or project WBS elements. For purchases of fixed assets, use Account Assignment A. The asset number must have already been established by the Fixed Assets dept. For purchases against a WBS Element, either for AFE or AFEL, use Account Assignment P. Example: K: cost center U: unknown C: Sales order A: Direct Fixed Asset Purchase P: Fixed Asset Project or Liability Project Purchase

Material

A good that is the subject of business activity.The material can be traded, used in manufacturing, consumed, or produced. Example: 25 Defaults from material master. Text displayed on the selection screen or output screen. Example: Quantity to be ordered. For POs for services, the dollar amount of the service ordered should also be entered as the quantity purchased. This will allow controlling partial receipts against the service PO. Example: 25 ea

Short text PO quantity

R R

Oun Delivery date

R R

Unit of measure used in the order. Example: Point in time (calendar date and/or time of the day) at which goods are (or are due to be) delivered or a service is (or is due to be) performed. This can be the date and/or time desired by the customer or the date and/or time confirmed by the vendor. Example: 01.01.2003 Price (rate) of the item after any discounts and surcharges are applied Example: 2.00 SAP code identifying a grouping of materials and services according to their characteristics. The material group is required if the material purchased does not have a material master record.

Net price

Material group

Field Name Plant

R/O/C Example: R 01

Description A production facility or branch office within the company (that is, the company code). You use the plant key to determine, for instance, which plant is to receive ordered goods or which plant is to deliver goods to a customer. Example: 7014 Code identifying the location within a plant where the material will be stored. Example: 0001 Subset of the total quantity of a material held in stock, which is managed separately from other subsets of the same material. Examples: different production lots (such as paints, dyes, wallpapers, and pharmaceutical products), delivery lots, quality grades of a material. Number used for stock transfers in which two or more transport transactions with a single means of transport (for example a ship) are combined under a single number. With the number, it is possible to track movements over a longer period of time, so that any loss or gain of material can be observed. User who has created the requisition. Alphanumeric key uniquely identifying the material. Source of information on the procurement of a certain material from a certain vendor. Purchasing info records are used to link vendor master records and material master records. 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 in time. Specifies the number that uniquely identifies an item a purchase requisition. Longer-term arrangement between a purchasing organization and a vendor concerning the supply of materials or the performance of services over a certain timeframe on the basis of predefined terms and conditions. There are two types of outline agreements, Contracts and Scheduling agreements. Request for quotation number. Line item number Item type in a sales document which enables you to show hierarchical structures. For example, you can assign services and free goods to main items, by creating them as subitems. The subitem category allows you to classify your subitems into categories, which are needed for the additional assignment of

Stor. loc

Batch

TrackingNo

Requisitioner IM material Info record

O O O

Purch. req.

Req. (Requisition. Item) Outline aggreement

RFQ Item Higher level item

O O O

Sub-item category

Field Name

R/O/C financial statement items.

Description

7.0

0Click

Create Purchase Order

The following fields may or may not appear based upon the account assignment category selected.

8.0

As required, complete/review the following fields: Field Name G/L account no. R/O/C C Description General Ledger account number. If the material is stock, the system defaults a GL account number. If the material is non-stock, then this field is required and you must enter a GL account number. Example: Cost center Asset C C Example: 663110 610140 An area of responsibility for capturing costs. SAP number identifying the fixed asset. The following special

Field Name

R/O/C

Description asset types are used frequently: Movable assets, Operating facilities, Land and buildings, Assets under construction, Lowvalue assets, and Intangible assets. If the material is a direct asset purchase (i.e. is not associated with a fixed asset construction project), then this field is required and you must enter the asset number.

WBS element

Individual project structure elements contained within the Work Breakdown Structure (WBS). Each WBS element is a cost object. If the material is being purchased for either an asset construction or environmental liability project (using account assignment P), then this filed is required and you must enter the G/L expense account number/primary cost element associated w/ this type of purchase and the WBS element number for the project.

9.0

Perform one of the following If The purchase is for an asset The purchase is not for an asset Go to Step 10 Go to Step 11 Then

10.0 As required, complete/review the following fields in the Account Assignment tab when purchasing
an asset:: Field Name Asset R/O/C C Description Fixed asset number for the item being purchased. Required if Account Assignment A is used (i.e. the purchase is capitalized directly to a fixed asset). WBS element C The number of the element, based on project structure Required if Account Assignment P is used. (i.e. the purchase is capitalized to an AFE WBS element or an AFEL WBS element.

11.0 Click

12.0 Click

The system displays the message, "Standard PO created under the number XXXX." This is your order number.

13.

You have completed this transaction.

Result You have created a purchase order. Comments None.