The document discusses the procurement process in SAP, which includes creating a purchase requisition, purchase order, goods receipt, invoice receipt, and payment. It also describes key master data used in procurement, including vendor master data, material master data, and purchasing info records, which provide pricing and delivery information for a specific material and vendor. The purchasing info record can be manually created or automatically generated from a purchase order.

1. Purchasing
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2. Integration
Procurement Process
(Procure-to-Pay)
Purchase
Requisition
Purchase
Order
Notify
Vendor
Payment
to Vendor
Invoice
Receipt
January 2008
Vendor
Shipment
Goods
Receipt
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The Rushmore Group, LLC 2008. All
rights reserved.
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3. Purchasing Process
 Create Purchase Requisition
 Where analysis/vendor selection occurs
 Create Purchase Order from Requisition
 Requisition items can be used to generate multiple
purchase orders
 Create Goods Receipt
 Create Invoice Receipt
 Post Outgoing Payment
 Unfortunately, there is no purchasing “document flow”
© 2008 by SAP AG. All rights reserved.
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4. Procurement Process
Internal
Demand
Purchase
Requisition
Purchase
Order
Vendor
Goods
Receipt
uC
Invoice
Receipt
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Pay
Invoice
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5. Procurement Process
(Procure-to-Pay)
Purchase
Requisition
Purchase
Order
Notify
Vendor
3-Way
Match
Payment
to Vendor
Invoice
Receipt
January 2008
Vendor
Shipment
Goods
Receipt
© SAP AG - University Alliances and
The Rushmore Group, LLC 2008. All
rights reserved.
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6. Vendor Master Data
 Master records must be created for every vendor
 Contains centralized data for both MM and FI, can
be created in MM and FI modules, or centrally
 Vendor Master Data is pulled from database when
creating Purchase Orders
Vendor Master Data
Payment
Terms
Accounting Purchasing
Master
Master
Records
Records
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7. Vendor Master Data
 General Data:
 Client-level data: Applies to all company codes and
purchasing organizations
 Name, address, phone numbers, language
 Company code data
 Accounting data: Currency used, payment terms,
reconciliation account (a vendor is a creditor of the
enterprise)
 Purchasing data
 Data important for purchasing (contact persons,
delivery terms)
 Maintained at purchasing organization level
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8. Partner Roles
 In the procurement process, there may be different
business partners for different roles in the transaction.
These partner roles are defined in vendor master data
Invoice
Presented
By
Ordering
Address
Vendor
Goods
Supplier
Payment
Received
By
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9. Material Master Data
 An advantage of the SAP system is that it maintains one set of
data in real time. Material data is used by many functional areas.
In the SAP system, there is one set of related data for each
material. With non-integrated systems, each system may contain
material data, and this data is not always consistent. In the SAP
system, the data is consistently correct or incorrect.
 Material Master data is organized by Views. Depending on the
type of material, only certain views need to be used. As the
system is configured, additional views can be added as
necessary.
 Many Material Master views are plant-specific
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10. Material Master Views
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Basic Data 1
Basic Data 2
Classification
Sales: Sales Org Data 1
Sales: Sales Org Data 2
Sales: General/Plant Data
Foreign Trade: Export Data
Sales Text
Purchasing
MRP 1
MRP 2
MRP 3
MRP 4
Forecasting
Work Scheduling
•
•
•
•
•
•
•
•
•
General Plant Data/Storage 1
General Plant Data/Storage 2
Warehouse Management 1
Warehouse Management 2
Quality Management
Accounting 1
Accounting 2
Costing 1
Costing 2
Basic Data, Classification are
not plant-specific
Other views are plant-specific
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11. Material Master Views
Basic
Data
View
NRG-A Bars
Base unit: CS
Gross wt: 72 lb.
Non-plant specific
Plant specific
Plant 1000
NRG-A Bars
Lead Time: 2 days
Std. Price: 216.80
Plant 2000
MRP
Views
NRG-A Bars
Lead Time: 3 days
Std. Price: 223.20
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12. Purchasing Info Record
 Provides continuously updated information about the
relationship of a specific material with a specific vendor
 Provides default information for purchase orders
Material
Vendor
Purchasing
Info Record
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13. Purchasing Info Record
 Contains:
 Current price and delivery costs for purchasing
organization or plant
 Number of last purchase order
 Purchase order price history
 Tolerance limits for over/under deliveries
 Planned delivery time for material
 Vendor evaluation data
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14. Purchasing Info Record
 Purchasing info records can be created directly, as we
will do in this class, or can be created automatically
when a purchasing document (e.g. purchase order) is
created or changed.
 The Purchasing Info Record can be created
automatically from a purchase order if the Info Update
indicator is set.
 Conditions is SAP’s term for pricing, which can
include discounts, freight costs, surcharges, etc.
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