Procurement Exercises

ISM 6156 ENTERPRISE INFORMATION SYSTEMS, SUMMER A, 2010
PROCUREMENT MANAGEMENT EXERCISES (SERVER: STOCKHOLM, CLIENT

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Exercise 1: Define Purchasing Organization

Purpose of Exercise
The purpose of this exercise is to create the Purchasing Organization. The purchasing organization
procures materials and services, negotiates conditions of purchase with vendors, and bears
responsibility for such transactions.
The purchasing organization is the organizational unit that subdivides an enterprise according to the
requirements of purchasing.
Navigation
Menu Path Tools  Customizing  IMG  Execute Project
Enterprise Structure  Definition  Materials Management 
Maintain purchasing organization
Trans Code SPRO
Enter the following information:
 Click on the button.

 Purch Organization: P9xx (xx are last two digits of your SAP userid)
 Purch. Org. Descr.: Purchasing Org. 9xx
 (Save)
 (Exit)
Record the system message:

Message
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Exercise 2: Create Purchasing Group

Purpose of Exercise
This exercise has you create a purchasing group. A purchasing organization (such as created in the
previous exercise) can be subdivided into purchasing groups, which consist of buyers responsible for
certain day-to-day purchasing activities (e.g., precious metals, services, etc.).
Navigation
Materials Management  Purchasing  Create Purchasing Groups
Trans Code SPRO

 Purchasing Group 9xx (xx are last two digits of your SAP userid)
 Desc Pur. Grp. Type in Your Name
 Tel. No. Pur. Grp 605 555 1414
 (Save)
 (Exit)

Message
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Exercise 3: Assign Purchasing Organization to Company Code

Purpose of Exercise
The purpose of this exercise is to assign your purchasing organization to your company code. The
assignment can be done differently based on the type of purchasing your organization does. For
example:
 You can assign a purchasing organization to several company codes. This facilitates
corporate-group-wide purchasing.
 You can assign a purchasing organization to one company code. This facilitates company-
specific purchasing.
 You can assign a purchasing organization to no company code. This purchasing organization
can then procure for all plants assigned to it, without regard to the company code to which it
belongs.
Navigation
Enterprise Structure  Assignment  Materials Management 
Assign purchasing organization t o company code
Trans Code SPRO

 Select your Purchasing Organization
 CoCd (Company Code): C999
 (Enter)
 (Save)
 (Exit)

Message
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Exercise 4: Assign Purchasing Organization to Plant

Purpose of Exercise
This exercise allows you to assign your purchasing organization to a plant for plant specific purchasing.
A purchasing organization can be assigned to one or more plants.
Navigation
Enterprise Structure  Assignment  Materials Management 
Assign Purchasing Organization to Plant
Trans Code SPRO

 POrg (Purchasing Organization): P9xx (xx are last two digits of your SAP userid)
 Plnt (Plant): P999
 (Enter)
 (Save)
 (Exit)

Message
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Exercise 5: Create Vendor Master Record Centrally

Purpose of Exercise
This exercise has you create all three views of the vendor master (general, financial, and purchasing).
Navigation
Menu Path
Logistics  Materials Management  Purchasing  Master Data  Vendor 
Central  Create
Trans Code XK01
Create all views for a new vendor called Slick Pens _ _ _.

 Vendor Leave Blank (system will generate the number)
 Company Code C999
 Purchasing Organization P9xx (your purchasing org.)
 Account group KRED.
 (Enter)
Create Vendor: Address
Name
 Name Slick Pens 9xx
Search Term
 Search term 9xx(xx are the last two digits of your SAP userid))
Address
 Postal code 53201
 City Milwaukee
 Country US
 Region WI
Communication
 Language English
 (Enter) Note: Page forward past views that do not contain relevant information…
Create Vendor: Control N/A
Create Vendor: Payment transactions N/A
Create Vendor: Accounting Information Accounting
 Recon. Account = 300999
Create Vendor: Payment transactions Accounting
 Payment term = 0001
 Select Check double inv.
Create Vendor: Correspondence Accounting N/A
Create Vendor: Purchasing data
 Order Currency = USD
 Terms of payment = 0001
 (Save)
 Record the vendor number _________________

Message
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Exercise 6: Create Material Master for Trading Goods

Purpose of Exercise
This exercise will have you create the trading good materials that will be necessary for your company.
The Material Master has several views as you saw in the previous exercise when looking at the
material type attributes. The views required are dependent on the type of material and the functionality
required by the company.
This exercise will also introduce you to the use of defaults in the creation of material master data.
Navigation
Menu Path
Logistics  Materials Management  Material Master  Material 
Create (Special)  Trading Goods
Trans Code MMH1
First set the defaults (you may need to select the industry sector prior to setting the defaults)
 Select industry sector Retail
System Menu: Defaults Industry Sector Retail
 (Enter)
System Menu: Defaults Views

 Select the following views: Basic data 1
Purchasing
MRP 1
MRP 2
MRP 3
General Plant Data/Storage 1
Accounting 1
(Deselect the Sales Views if selected)
 Select Create views selected
 (Enter)
System Menu: Default Organization levels… Copy from…

Company code: C999 C999
Plant: P999 P999
 Leave storage location blank (storage locations will be created automatically)
 (Enter)
Enter the following information to create the materials:
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 Material BPEN9xx (xx are last digits of your SAP userid)

 Copy from
Material: BPEN998
 (You may need to press enter once or twice to pass the views and organization level selections
if you did not indicate that you only wanted to view these on request)
Repeat the process for

Use the information following table for the inputs into the material master.
creating each of materials (CPEN9xx, PPEN9xx, BOX9xx ) using copy from
materials CPEN998, PPEN998, BOX998.
Use last two digits of your SAP userid for all entries where xx is indicated.
Use the following information to create the materials

Material Name BPEN9xx CPEN9xx PPEN9xx BOX9xx
Basic data 1 View
Description Barrel Pen Click Pen Premium Pen Pen Box
Base Unit of Measure Each (EA) Each (EA) Each (EA) Each (EA)
Material Group 01 01 01 01
Gross & Net Weight / Unit 1 Oz 1 Oz 2 Oz 1 Oz
Purchasing View
Purchasing Group 9xx 9xx 9xx 9xx
MRP 1 View
MRP Type PD PD PD PD
MRP Controller 999 999 999 999
Lot size EX EX EX EX
Minimum Lot Size 12 12 144
MRP 2 View
Planned Deliv. Time 3 3 6 3
SchedMargin key 999 999 999 999
Safety Stock 500 150 20 500
MRP 3 View
Availability check 02 02 02 02
Accounting 1 View
Value Class 3100 3100 3100 3100
Moving price $ 0.65 $ 1.50 $ 3.00 $ 0.20
Price Unit 1 1 1 1
 (Save after each material)
Record the system messages:

Message
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Exercise 7: Create Purchase Order for Slick Pens

Purpose of Exercise
The purpose of this exercise is to create a Purchase Order from a know supplier (Slick Pens). This is
the first order and you need to evaluate their pens and timeliness of delivery.
Navigation
Menu Path
Logistics  Materials Management  Purchasing  Purchase Order 
Create  Vendor/Supplying Plant Known
Trans Code ME21N

 Vendor (# for SLICK PENS from Exercise 5)
 (Enter)
 In the “Org. Data” Tab of Header, enter
o Purch org. P9xx
o Purch group: 9xx
o Company code: C999
 Enter the following data into Item Overview ,
Material Quantity Delivery Date Net Price Currency Plant

BPEN9xx 1,000 (One week later) .65 USD P999
CPEN9xx 250 (One week later) 1.50 USD P999
PPEN9xx 150 (One week later) 3.00 USD P999
BOX 9xx 1,000 (One week later) 0.29 USD P999
Click on if asking “Can delivery date be met ?”.

 To check the the total purchasing price, go to (Header) and select:
Conditions Tab
 Record the total value of the Purchase order $__________(1,765)
 (Save)

 Save past the message indicating that no output device (ie. Printer, FAX) was found to communicate
this PO to the vendor.
 Record Purchase Order Number _________________________
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Message
Exercise 8: Create a Goods Receipts for the Purchase Orders

Purpose of Exercise
The purpose of this exercise is to receive the stock items into inventory that were ordered from the
three vendors.
Navigation
Menu Path
Logistics  Materials Management  Inventory Management 
Goods Movement  Goods Receipt  For Purchase Order 
GR for Purchase Order
Trans Code MIGO
System Menu: Settings  Default Values

 Select Propose the OK Function in Future
 Select Propose All Items
 (Adopt)
 (Continue)
 Enter the PO number 4500000???( next to the Purchase order field)
 (Execute)
 Ensure each line item OK is checked
 Enter SLoc (Storage Location) 10 (Inventory) for each item
 Select or (Save)

Purchase order Message (document number for goods receiving)
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Exercise 9: Create an Invoice Receipts from Vendors

Purpose of Exercise
The purpose of this exercise is to record the information from the invoice sent to you by the vendor.
The following vendor invoices for the stock items ordered should be entered.
INVOICE #567 (Today’s date) Slick Pens

ITEMS: QUANTITY PER PRICE:
BPEN9xx 1,000 $0.65 $650.00
CPEN9xx 250 $1.50 $375.00
PPEN9xx 150 $3.00 $450.00
BOX 9xx 1,000 $0.29 $290.00
TOTAL $1,765.00
Thank you for your order
Navigation
Menu Path
Logistics  Materials Management  Logistics Invoice Verification 
Document Entry  Enter Invoice
Trans Code MIRO
Basic data Tab

 Invoice date Today's date
 Company Code C999
 Purchase Order (Enter your purchase order number)
 (Enter)
 Enter amount: $ 1,765.00 (or whatever the amount from the physical
invoice above)
 (Enter)
 Use the button to see if the postings are correct.
Verify details of:

GL Description Amount Comments
Account
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 (Post)

Purchase order Vendor Invoice # Message
 (Back)
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Exercise 10: Post Payments to Vendors

Purpose of Exercise
The purpose of this exercise it to make payment to the vendors for the goods received. You will post a
payment to each of the three vendors from which you have purchase trading goods.
Since the invoices are due for payment now. You are requested to clear the invoices by posting
outgoing payments to the vendors using the bank account (100_ _ _) of your chart of accounts.
Navigation
Menu Path
Accounting  Financial Accounting  Accounts Payable  Document Entry 
Outgoing Payment  Post
Trans Code F-53

 Document Date Today’s date
Bank data
 Account 100999(Bank – Checking)
 Amount Enter the amount you are going to pay
Open items selection
 Account (# for Slick Pens_ _ _ from Exercise 5)
 All other settings remain unchanged.
 Select
 Review the balance. Choose the invoice you wish to make payment against by double clicking on the
USD Gross amount. Ensure “Not assigned” field equals zero.
 (Save)

Purchase order Vendor Invoice # Message
 (Exit back to the Easy Access Menu)
 Select
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Exercise 11: Display Vendor Line Items
Navigation
Menu Path
Accounting  Financial Accounting  Accounts Payable  Account 
Display/Change Line Items
Trans Code FBL1N

Vendor selection
 Vendor (Enter your vendor number)
 Company code C999
Line item selection
 Select All items
 (Execute)
 Review for Open items
 (Exit back to the IMG Menu)
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Exercise 12: Check Stock Status
Navigation
Menu Path
Logistics  Materials Management  Inventory Management 
Environment  Stock  Stock Overview
Trans Code MMBE
 Material: BPEN9xx
 Plant: P999
 Display version: 1
 (Execute)
 Select the Company Code line in the display.
 Select
 This will open a pop-up window showing the details of the inventory by stock type at the level you
selected.
 Check the unrestricted use quantity (Unrestricted use) stock type
Company Code
Stock Type Stock
Unrestricted Use
Repeat the same procedures to check materials CPEN9xx, PPEN9xx, and BOX9xx.
 use the transaction code MD04 to check inventory and safety stock for each
material.
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 (Exit) To return to SAP Easy Access Menu and
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Procurement Exercises

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ISM 6156 ENTERPRISE INFORMATION SYSTEMS, SUMMER A, 2010

PROCUREMENT MANAGEMENT EXERCISES (SERVER: STOCKHOLM, CLIENT

Exercise 1: Define Purchasing Organization

Trans Code SPRO

Enter the following information:

 Click on the button.

Record the system message:

Exercise 2: Create Purchasing Group

Trans Code SPRO

Enter the following information:

 Click on the button.

Record the system message:

Exercise 3: Assign Purchasing Organization to Company Code

Trans Code SPRO

Enter the following information:

Record the system message:

Exercise 4: Assign Purchasing Organization to Plant

A purchasing organization can be assigned to one or more plants.

Trans Code SPRO

Enter the following information:

 Click on the button.

Record the system message:

Exercise 5: Create Vendor Master Record Centrally

Trans Code XK01

Create all views for a new vendor called Slick Pens _ _ _.

 Record the vendor number _________________

Exercise 6: Create Material Master for Trading Goods

Trans Code MMH1

 Select industry sector Retail

System Menu: Defaults Industry Sector Retail

System Menu: Defaults Views

 Select Create views selected

System Menu: Default Organization levels… Copy from…

 Leave storage location blank (storage locations will be created automatically)

Enter the following information to create the materials:

 Material BPEN9xx (xx are last digits of your SAP userid)

Repeat the process for

Use the following information to create the materials

 (Save after each material)

Record the system messages:

Exercise 7: Create Purchase Order for Slick Pens

Trans Code ME21N

Enter the following information:

 Enter the following data into Item Overview ,

Material Quantity Delivery Date Net Price Currency Plant

Click on if asking “Can delivery date be met ?”.

 Record Purchase Order Number _________________________

Record the system message:

Exercise 8: Create a Goods Receipts for the Purchase Orders

Trans Code MIGO

Enter the following information:

System Menu: Settings  Default Values

 Enter the PO number 4500000???( next to the Purchase order field)

Record the system message:

Exercise 9: Create an Invoice Receipts from Vendors

INVOICE #567 (Today’s date) Slick Pens

Trans Code MIRO

Enter the following information:

Basic data Tab

 Use the button to see if the postings are correct.

Verify details of:

Record the system message:

Exercise 10: Post Payments to Vendors