The document discusses key concepts in SAP related to procurement processes. It describes the SAP GUI and how users log on and navigate within SAP. It then explains the various steps in the procurement cycle from determining requirements, selecting suppliers, creating purchase orders, goods receipt, invoice verification, and payment processing. It also defines different types of procurement processes and discusses organizational units within SAP like clients, company codes, plants, purchasing organizations, and how they relate to each other.

1. Text Book SCM 500

2. The SAP GUI is the standard access for almost every SAP solution. Specially
configured front-end programs can be used to access certain SAP systems.
After starting SAP Logon you will see a list of SAP systems from which you
select the system you want to log on to. This list comes from the
saplogon.ini file on the computer.
This file is typically preconfigured centrally and made available to end users.
The SAP Logon program enables a .logon load distribution. of the resources
made available by the selected system when you log on.

4. You will see a typical screen layout (with different elements) if you choose
System
→ User Profile → Own Data and then select the tab page Defaults. Then you will
see this screen, which is specific to your user

7. After you have logged on, you can use the overview tree structure on the left
hand side of the screen (Navigation Area) for selecting functions. This
structure is divided into Favorites and SAP Menu.

9. You can also use the functions in the favorites area located next to the SAP
menu.
The favorites list is empty to start with, but can be changed individually by
each end user; the data in the favorites list is then visible only for this user.
In addition to transactions, the end user can store links to Internet addresses
and data from their front-end computer as favorites

11. In SAP systems, you can navigate in many ways:
 By entering transaction codes in the command field
 By using the menu bar
 By using the favorites or the user menu or SAP menu

12. If the command field is ready for input, you can use the F1 field help (icon on screen or
function key F1 on keyboard) to display possible entries for this field. The following entries
are possible:
 /n to end the current transaction
 /nXXXX to start transaction XXXX from another transaction.
 Without the /n prefix, you can start transaction XXXX only from the SAP Easy Access.
 /o to display a list of your own sessions.
 /oXXXX to start transaction XXXX from another transaction in a new session.
 /nend to log off a session with a confirmation prompt.
 /nex to end a logon session without a confirmation prompt.
 /i to delete the current active session.

13. To make settings for SAP Easy Access, choose Extras → Settings. A dialog box is displayed
in which you can determine whether:
 the favorites appear before or after the menu
 a menu is displayed at all in addition to the favorites
 the technical names (transaction codes) of the menu entries in the navigation area
appear
 the start logo is visible on the right hand side of the screen

15. Field Help (F1 Help)
The F1 key provides you with explanations of fields, menus, functions, and system
messages. The field help also provides access to technical information on the relevant
field. There you will also find the parameter ID, for example, which you can use to
repopulate input fields.

17. Input Help (F4 Help)
By pressing the F4 key, you get information on possible input values. Instead of pressing
F4, you can click the pushbutton directly to the right of a selected field to invoke the
input help for that field. If fields are populated with “checkmark” symbol, you can only
proceed in the relevant application after entering a permitted value (required/mandatory
input).

19. Determination of requirements: The responsible user department can
manually pass a requirement for materials to the Purchasing department via
a purchase requisition. If you have set a MRP procedure for a material in the
material master, the SAP system automatically generates a purchase
requisition.
Determination of source of supply: As a purchaser, you are supported during
determination of possible sources of supply. You can use determination of
the source of supply to create requests for quotation (RFQs) and then enter
the quotations. In addition, you can refer to purchase orders, contracts and
conditions that already exist in the system.

20. Vendor selection: The system simplifies the selection of vendors by making
price comparisons between the various quotations. It automatically
sends rejection letters.
Purchase order handling: Similar to purchase requisitions, you can create
purchase orders manually or have them created automatically by the
system. When you create purchase orders, you can copy data from other
documents, such as purchase requisitions or quotations, to reduce the
amount of entry work required. You also have the option of working with
outline agreements.
Purchase order monitoring: You can monitor the processing status of the
purchase orders in the system. You can also determine, for example,
whether a delivery or an invoice for a purchase order item has been
entered. You can remind the vendors of outstanding deliveries.

21. Goods receipt: When you enter incoming deliveries in the system,
you refer to the relevant purchase order. The amount of entry
work is therefore minimized, and you can check whether the
delivered goods and quantities match the purchase order. The
system also updates the purchase order history of the purchase
order.
Invoice verification: When entering invoices, you refer to the
previous purchase order or delivery so you can check the
calculations and the general accuracy of the invoice. The
availability of the purchase order and goods receipt data enables
you to refer to the quantity and price variances.
Payment processing: The payment program authorizes payment
to the creditor liabilities. Financial Accounting executes this
program regularly.

23. With this type of procurement, goods are procured and delivered within one company.
The plant which requires the materials places an internal order with another plant which
can supply the materials. Thus this stock transfer process involves not just inventory
management but also purchasing in the receiving plant.

25. With this process your company orders material from an external vendor. Unlike
a normal external procurement process, your company provides the vendor with some
or all the components for the production of the material (that is, subcontractor).

27. This form of consignment means that a vendor provides you with a material that you
store but for which you do not need to pay anything. The vendor remains owner of the
material until you remove something from the consignment store. Only then does a
liability arise for the vendor. Settlement for these withdrawals is due according to agreed
periods - for instance monthly.

30. The client is a unit within an SAP system that itself-contained both in legal and
organizational terms and in terms of data, with separate master records and an
independent set of tables. From a business viewpoint, the client represents a corporate
group

31. The company code is the smallest organizational unit of external accounting for which a
complete, self-contained bookkeeping system can be replicated. This includes the entry
of all events that require posting to the accounts and the creation of a complete audit
trail for balance sheets and profit and loss statements. A company code represents an
independent unit producing its own balance sheet, for example, a company within a
corporate group (client).

32. The plant is an organizational unit within logistics that subdivides an enterprise from the
viewpoints of production, procurement, and materials planning. A plant may represent a
variety of entities within a firm, such as:
 Production facility
 Distribution center
 Regional sales office
 Corporate headquarters
 Maintenance location

33. The storage location is an organizational unit that facilitates the differentiation of stocks
of materials within a plant. Inventory management on a quantity basis is carried out in
the plant at storage location level. The physical inventory is also carried out at this level.
A storage location is defined by means of a four-character alphanumeric key that is
unique in the plant.

34. The enterprise structure is created through the assignment of organizational levels to
each other. A client may therefore contain several company codes. In turn, a company
code may contain several plants. A plant can only ever belong to one company code.

36. A purchasing group is a key for a buyer or a group of buyers who is/are responsible for
certain purchasing activities. Internally, the purchasing group is responsible for the
procurement of a material or class of materials. Externally, it is the principal channel for
an enterprise's dealings with its vendors. The purchasing group is not aligned to other
units in the company structure.

37. The purchasing organization is a organizational unit within logistics that
subdivides the enterprise according to the purchasing requirements. A purchasing
organization procures materials or services, negotiates conditions of purchase with
vendors, and assumes responsibility for these transactions.

38. In plant-specific procurement, a purchasing organization is responsible for procuring
materials for just one plant.

40. If a purchasing organization is to procure materials and services for several plants
belonging to a company code, you can set up a cross-plant purchasing organization
within the company code. To do so, you assign the purchasing organization to the
desired company code. After this, you assign the plants for which the purchasing
organization is to be responsible.

42. If you want to set up cross-company-code purchasing, you must not assign the
purchasing organization to any company code(s) in Customizing. Then, when you
create a purchase order, the system will ask you to enter the company code for which
you want to procure the material.

44.  Read Book SCM 500 Page 1 to 54
 Complete exercise 1,2,3
 Complete knowledge test on page 35