Questionnaire for Client

1. Explain the SAP system landscape?

2. Explain the org structure in detail?
3. List the different company codes, plants, purchasing organization and storage locations used?
4. Are there any central purchasing organization used?
5. Do you have departments outside your purchasing department, which handle purchasing? If so, list these
departments and what they purchase.
6. How many storage locations are used in a plant and are they material specific?
7. What are the different purchasing groups used and are they related for specific plants or materials?
8. Do some parts of your organization branches, departments, warehouses, production facilities, etc.
observe different public holidays than the rest of your organization (e.g., in one production facility, the day after
Thanksgiving is a working day, although everywhere else it is a holiday)?
9. Are the days of the week that are working days different in some parts of your organization? (e.g. one
production facility operates seven days a week; all the others operate Monday through Friday)?
10. How many types of vendors are there like service, local, imports or one time created under different
account groups?
11. What is the approx volume of the vendor master?
12. Are there any instructions / information that you include in purchasing documents for certain vendors but
not others?
13. Do your vendors offer discounts for prompt payment (e.g. 1% cash discount within 10 days; 30 days due
net)?
14. Are Inco terms specified in your purchasing documents (e.g. FOB Singapore, CIF San Francisco)?
15. Do you use vendor evaluation?
16. Which criteria are used to compare the vendors (ex: price, quality, on time delivery, quantity reliability)?
17. List all the material types including any Z material types being used?
18. What is the approx volume of the material master?

19. How the materials are valuated depending on the material types (Standard price / MAP price)
20. Is the value of a material the same throughout the company, or can the value of the same material be
different in different plants (e.g. the book value of a widget in factory A is $1; in factory B its value is $0.97)?
21. List the different material groups being used in your organization?
22. Is split valuation active?
23. At a given plant, can the same material have more than one valuation price? (Ex: a) Different batches of the
same material have different valuation prices b) The same material may be made or bought. When produced in
house, the material is valued at standard price, but when purchased it is valued at moving average price)
24. Is material ledger active?
25. Are the materials batch managed and at what level it is activated?
26. When making a withdrawal from stock, how do you select which batch to use? Describe the method(s) you
use?
27. Do you use various different units of measure to manage materials in your organization? (e.g. each, pieces,
kilos, pounds, gallons, boxes,)
28. List the unit of measure you use?
29. At what level is the valuation maintained?
30. Is the quota arrangement being used to apportion the purchase volume of certain materials among several
vendors? If yes how is the quota allocation done amongst the different vendors?
31. Is source list being used? If yes how it is created?
32. Do you use fixed vendors for some materials?
33. Is the info record used and how is it created / updated?
34. How is the material requirements planned?
35. What type of MRP is used?
36. List all the purchasing documents being used like PR, Quotation, RFQ, Contracts, Scheduling Agreement,
and PO?

37. How are the PRs created (manually or automatic from MRP)
38. What are the different types of PR being used?
39. Do you invite several vendors to quote prices, terms and conditions in a tender / bid / request for quotation
process?
40. Is the quotation comparison done in SAP?
41. What types of contracts are used in your organization?
42. List all the types of Purchase orders being used?
43. Is there any approval process for any purchasing document?
44. List all the parameters that control the approval for each purchasing document?
45. Do you purchase any materials from vendors on a consignment basis? If yes, in which purchasing
documents?
46. Are there any stocks in your company that you own, but that are not stored in your company physically?
47. Is subcontracting purchase used in any of the plants (i.e., you issue material components to a vendor who
processes them into different materials for you)?
48. Do you ever issue purchase orders to a vendor with instructions that the items be supplied directly to a
customer (the ordered items are not received by your company)?
49. Do you issue purchase orders for external services?
50.How do you procure materials/services in your enterprise?
51. Do you use the process of Stock transport to transfer the materials from one plant to other in inter or intra
company level and what is the PO document types used for them?
52. Do you normally accept over deliveries from your vendors? If yes, you would normally (by default) tolerate
over deliveries of up to what percentage?
53. Are there different tolerance limits for different materials?
54. Can the materials you purchase be subject to different tax rates depending on the material purchased, the
plant for which the material is purchased, the materials country and/or state of origin, other factors?
55. How are the purchasing documents transmitted to the vendors?

56. Do you use EDI to exchange purchasing documents with your vendors?
57. Do you use Reminders / Urging letters for the vendors?
58. List all the purchasing documents that are printed?
59. Related to inventory management which of the following are used?
Goods Receipt

Goods receipt from vendor with reference to purchase order.

Goods receipt from production

Goods receipt from customer returns

Goods receipt into inspection, considered part of inventory

Goods receipt into inspection (not considered part of inventory yet, i.e., no
accounting postings)

Goods receipt from subcontracting vendor with reference to subcontracting order

(consumes components issued to vendor)

Other, describe

Goods issue to customer (Sales)

Goods issue for production

Goods issue for consumption (e.g. issue to cost center)

Returns to vendor

Goods issue to subcontracting vendor with reference to subcontracting order

Goods issue to scrap

Goods issue for sampling

Other, describe

Transfer to different company

Goods Issue

Transfer Postings

Transfer to different plant

Transfer to different location

Material to material transfer

Other, describe

60. Explain your strategy(s) regarding material receiving and product picking.
61. When a goods movement takes place, do you print a hard copy of the document evidencing the
movement?
62. Are negative stocks allowed in your organization?
63. Is automatic storage location creation allowed in any of the plants?
64.Does each part have a unique location or can they be stored anywhere?
65. Are your hazardous substances stored in separate storage locations (i.e. does anything prevent you from
storing them together)? How many hazardous substance warehouses are there in each plant?
66. How are the material reservation created? (manually / automatically)
67. Are there any materials which are subject to quality assurance?
68. Which method of Physical inventory is used? (Cycle counting / Sampling)
69. Describe briefly how you verify vendor invoices for goods or services purchased?
70. List the types of taxes that appear on a vendors invoice?
71. Of the following which of the variances are used for invoice verification?

Quantity variance

PO price variance

Delivery date variance

Invoice value exceeds

Quality control

Any other

72. Do your randomly block vendor invoices for payment and on what criteria?
73. Are the debit/credit memos used in LIV?

74. Is the Automatic settlement process (ERS) used?

75. What are the various user-exits that are used and for what purposes for any of the process discussed
above?
76. List all the different outputs you use for any of the above discussed processes?
77. List any other developed process being used not covered above in MM Module?
78. Which medium is used to send the outputs print out or email or fax or some other?
79. Do you have following documents?

As-is To-Be document

Business blue print

User manual

Configuration documents

Test cases used for testing your system

Any other documents (Please specify)

80. Are you using any Work Around? (Please Specify)

81. How many Z-Developments are their in your system? (Specify the T. codes & Use)
82. Do you have any core team for MM Module?
83. Are you using any workflow triggering in your business process?
84. Are you using bar-code / RFID system and any interface with SAP?
85. Do you use any other interfaces to transfer data to or from SAP?

86. What is the number of MM module users in your organization?

Return Delivery
1) Will you be required to retain costs for material that is inspected as a result of a stock purge?

A: [ ] Yes
[ ] No
2) Will you create action plans/tasks for this defective material?
A: [ ] Yes
[ ] No
3) Do you enter data (for example, defects, characteristic results, specific findings) on the defective material
found in the stockroom or on the shop floor?
A: [ ] Yes
[ ] No
4) Do you have to inspect/re-inspect defective material found in your stockroom or on the production floor?
A: [ ] Yes
[ ] No
5) Which documentation should accompany the goods that are returned to the vendor?
6) Describe the handling of inspection lots where the usage decision has determined that they are to be
rejected and returned to the vendor.