Consumable Purchasing SAP Best Practices Baseline Package - PowerPoint by cbf45154


									Consumable Purchasing

SAP Best Practices Baseline Package

SAP Best Practices
Scenario Overview – 1

     Purpose and Benefits

           Purchasing of consumable goods or services

           Possibility of quick one-time-purchases: Material consumption is directly posted,
            no posting into storage
           Use of service entry sheets as inspection report of performed services
Scenario Overview – 2

    SAP Applications Required
             EHP3 for SAP ERP 6.0

    Company roles involved in process flows
             Buyer
             Purchasing Manager
             Warehouse Clerk
             Service Employee
             Accounts Payable Accountant

    Key process flows covered
             Purchase order creation for consumable goods
             Approval of purchase orders for consumables
             Goods receipt of consumables
             Purchase order creation for services
             Service entry sheet creation
             Service entry sheet approval
             Invoice receipt by line item
             Period-end plant
Scenario Overview – 3

     Detailed Process Description
       Consumable Purchasing
       This scenario deals with purchase order creation activities during the procurement
       process. Furthermore, it describes the additional process steps of a purchase order
       approval, goods receipt of consumables, approval of service entry sheets and invoice
       receipts by line item. The process also covers the related processing of outgoing
       payments and period-end plant and period-end closing.
       Consumable items (goods or services) are entered without material number but rather
       a short text description as the main identifiable characteristic. The purchase order is
       subject to approval based on predefined parameters prior to being issued to a vendor.
       For consumable goods, there is no inventory in the system. By posting a goods receipt
       the value of the goods is expensed to a cost center or another cost element.
       Procurement of a consumable service follows the same general process. The
       difference is that the consumable service is not posted by means of a goods receipt,
       but with a service entry sheet. The invoice follows the same rules in both cases.
 Process Flow Diagram
     Consumable Purchasing


                                                                                                                      Servic                              Receiving       Incoming
               Request for                                                                                               e                   No           Material at      Vendor
               Consumable                                                                                             Item?                                 Dock           Invoice


                                                                        No          Purcha


                Purchase                                                             PO                      Print               Create /
                                                              Update                Appro

                Order for             Accur
                                                             Purchase                                      Purchase              Approve
               Consumable              ate?          No                              val            No      Order              Service Entry
              Goods/Service                                   Order                 Requir                                        Sheet


                                                                                             Stock GR/IR
                                                                                                 PPV                   Print GR Slip                       Goods

                                                                                                                                        PPV Vendor                      Invoice Receipt

                                                                                                                                                                         AP- Accounts

(Month End)

                                                                                                                                     Period End Closing

                                                                                                                                         in Financial

               GR/IR Goods Receipt/Invoice Receipt, PPV = Purchase Price Variance

Symbol                         Description                                                Usage              Symbol                 Description                           Usage Comments

                               Band: Identifies a user role, such as Accounts             Role band                                 To next / From last Diagram: Leads    Flow chart continues on the next /
                                                                                                                                    to the next / previous page of the    previous page
                               Payable Clerk or Sales Representative. This band           contains tasks                            Diagram

                               can also identify an organization unit or group,           common to that               Diagram
                               rather than a specific role.                               role.                       Connection
                               The other process flow symbols in this table go into
                               these rows. You have as many rows as required to
                               cover all of the roles in the scenario.                                                              Hardcopy / Document: Identifies a     Does not correspond to a task
                                                                                                                                    printed document, report, or form     step in a document; instead, it is
                                                                                                                      Hardcopy /                                          used to reflect a document
                               External Events: Contains events that start or end the                                 Document                                            generated by a task step; this

                               scenario, or influence the course of events in the                                                                                         shape does not have any outgoing
   to SAP

                               scenario.                                                                                                                                  flow lines

                                                                                                                                    Financial Actuals: Indicates a        Does not correspond to a task
                               Flow line (solid): Line indicates the normal sequence      Connects two                              financial posting document            step in a document; instead, it is
                                                                                          tasks in a                   Financial                                          used to reflect a document
                               of steps and direction of flow in the scenario.            scenario                                                                        generated by a task step; this
                               Flow line (dashed): Line indicates flow to infrequently-
                                                                                                                        Actuals                                           shape does not have any outgoing
                                                                                          process or a
                               used or conditional tasks in a scenario. Line can          non-step event                                                                  flow lines
                               also lead to documents involved in the process flow.

                               Business Activity / Event: Identifies an action that       Does not                                  Budget Planning: Indicates a          Does not correspond to a task
                               either leads into or out of the scenario, or an outside    correspond to a                           budget planning document              step in a document; instead, it is
                Business       Process that happens during the scenario                   task step in the                                                                used to reflect a document
                                                                                                                        Budget                                            generated by a task step; this
                Activity /                                                                document
                                                                                                                       Planning                                           shape does not have any outgoing
                 Event                                                                                                                                                    flow lines

                               Unit Process: Identifies a task that is covered in a       Corresponds to
                               step-by-step manner in the scenario                        a task step in                            Manual Process: Covers a task         Does not generally correspond to
                                                                                          the document                              that is manually done                 a task step in a document;
                Unit Process                                                                                            Manual                                            instead, it is used to reflect a task
                                                                                                                        Proces                                            that is manually performed, such
                                                                                                                           s                                              as unloading a truck in the
                                                                                                                                                                          warehouse, which affects the
                                                                                                                                                                          process flow.
                               Process Reference: If the scenario references another      Corresponds to
                               scenario in total, put the scenario number and name        a task step in
                  Process      here.                                                      the document                              Existing Version / Data: This block   Does not generally correspond to
                 Reference                                                                                                          covers data that feeds in from an     a task step in a document;
                                                                                                                        Existing    external process                      instead, this shape reflects data
                                                                                                                        Version /                                         coming from an external source;
                                                                                                                                                                          this step does not have any
                               Sub-Process Reference: If the scenario references          Corresponds to                  Data                                            incoming flow lines
                               another scenario in part, put the scenario number,         a task step in
                   Sub-        name, and the step numbers from that scenario here         the document
                 Reference                                                                                                          System Pass / Fail Decision: This     Does not generally correspond to
                                                                                                                        System      block covers an automatic             a task step in the document;
                                                                                                                        Pass/F      decision made by the software         instead it is used to reflect an
                                                                                                                          ail                                             automatic decision by the system
                               Process Decision: Identifies a decision / branching        Does not                                                                        that is made after a step has been
                               point, signifying a choice to be made by the end           usually                       Decisio                                           executed.
                               user. Lines represent different choices emerging           correspond to a                 n
                  Proces       from different parts of the diamond.                       task step in the
                     s                                                                    document;
                  Decisio                                                                 Reflects a
                    n                                                                     choice to be
                                                                                          made after step

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