Procurement without QM

SAP Best Practices Baseline Package

(Japan)

SAP Best Practices

Scenario Overview – 1

Purpose and Benefits:

Purpose
 Procurement without Quality Management
Benefits
 Use of integrative data sets like purchasing info records, source lists, contracts
 Automatic assignment of RFQs to purchase orders
 Processing of role-specific work lists possible
Scenario Overview – 2

SAP Applications Required:

 SAP enhancement package 4 for SAP ERP 6.0

Company Roles Involved in Process Flows:

 Production Planner
 Strategic Planner
 Warehouse Clerk
 Purchaser Purchasing Manager
 Accounts Payable Accountant

Key Process Flows Covered:

 Display and assign purchase requisitions
 Convert assigned requisitions to purchase orders / Create purchase order
manually
 Change purchase order
 Approve purchase order
 Print purchase order
 Receive goods from vendor
 Invoice receipt by line item
 Outgoing payment
Scenario Overview – 3

Detailed Process Description:

Procurement without QM

In this procurement process a quotation comparison list enables the purchasing

employee to select the best source of supply by evaluating the
responses/quotations of the relevant vendors.

A purchase requisition is either generated via the Material Requirements

Planning (MRP) process or manually by a requestor. A buyer validates the
accuracy of the purchase requisition and converts the purchase requisition into
a purchase order. The purchase order is subject to approval based on a
predefined amount prior to being issued to a vendor.
Process Flow Diagram
Procurement without QM

MRP
Eve

Generated
nt

Procurement
Needs
Controll
MRP

Create
er

Purchase
Requisition Yes
Purchasi
Manager

Approve
No Purchas
ng

e Order

Yes

Need PO Print Send

Change Approv
Purchaser

RFQ No Purchase Accura No Purchase Purchase

Order (PO) te? Purchase al No Order
Order require Order (to
d? Vendor)

Quotation for
Yes Procurement Yes
(128)

Inspect
Wareho

Goods Receive Goods Receive

Clerk

Stock GR/IR
use

Print GR Slip (no from Vendor to Goods in

PPV record the Purchase Restricted
defects Order Stock
)
Accounts

GR/IR PPV
Account
Payable

Small differences Invoice

Outgoing Use tax of actual payable Receipt by
Payment amount Line Item
nt (Month
Accounta

Period End Closing

End)
Cost

in Financial
Accounting
(159)

MRP = Material Requirements Planning, RFQ = Request for Quotation, GR/IR = Goods Receipt/Invoice Receipt, PPV = Purchase Price Variance
Legend

Symbol Description Usage Symbol Description Usage Comments

Comments

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

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 flow lines
nal to
Exter
SAP

scenario.

Financial Actuals: Indicates a Does not correspond to a task

Connects two financial posting document step in a document; instead, it is
Flow line (solid): Line indicates the normal sequence used to reflect a document
tasks in a Financial
of steps and direction of flow in the scenario. scenario Actuals generated by a task step; this
Flow line (dashed): Line indicates flow to process or a shape does not have any
infrequently-used or conditional tasks in a scenario. non-step event outgoing flow lines
Line can also lead to documents involved in the
process flow.
Budget Planning: Indicates a Does not correspond to a task
Business Activity / Event: Identifies an action that Does not budget planning document step in a document; instead, it is
either leads into or out of the scenario, or an correspond to used to reflect a document
Business outside Process that happens during the scenario a task step in Budget generated by a task step; this
Activity / the document Planning shape does not have any
Event outgoing 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;
Manual instead, it is used to reflect a task
Unit Process 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 Corresponds to
another scenario in total, put the scenario number a task step in
Process and name 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
Data incoming flow lines
Sub-Process Reference: If the scenario references Corresponds to
another scenario in part, put the scenario number, a task step in
Sub- name, and the step numbers from that scenario here the document
Process System Pass / Fail Decision: This Does not generally correspond to
Reference 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 n
Proces from different parts of the diamond. a task step in
s the document;
Decisio Reflects a
n choice to be
made after step
execution