SAP – Procure to Pay

Anna Fischer/ D1/OIK-fi

SAP – Procure to Pay

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Agenda

 Procure to Pay Process

 Forecasting

 Purchase Order

 Inbound Delivery

 Logistic invoice verification

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Procure to Pay Process

Forecastin Purchase Inbound

g Order Delivery

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Forecasting
 In general the person responsible for purchasing of the
trading goods is not going to work on the SAP system, but
rather on the MLS2 system. On the MLS2 system all
forecasting activities can be done. Afterwards the
planning's will be transferred from the MLS2 to the SAP
system. The SAP system will then automatically create
purchase orders corresponding to the MLS2 planning´s.
 Purchase orders for local vendors have to be created
manually

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Purchase Order
 If you want to create manually a purchase order, please
use the TC “ME21N”. You will have in the TCs “ME22N”
and “ME23N” the possibility to change and display
purchase orders.

Purchase order
Vendor number
type

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Purchase Order
 Besides the main information at the top of the transaction,
there are three different sections. You can collapse and
expand them:
 Header
 Item Overview
 Item Details

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Purchase Order
 You will find behind the button “Personal Settings” various
options, e.g. default settings towards the PO type,
purchasing organization and purchasing group.

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Purchase Order
 Mandatory fields are mainly the PO type, vendor number,
the organizational data and the material number +
quantity.

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Purchase Order
 First after entering a material number and quantity, the
section item detail will provide information.

 The item details provide for example the field confirmation

control. The default value should be “Y7EL STIHL” which
stands for an Inbound Delivery. So if an inbound delivery is
created and completely processed in the SAP the
purchase order will get the status completed, in the case
that all other requirements (e.g. vendor invoice) are
fulfilled.
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Purchase Order Header

 In the header of the purchase order you find several tabs
that provide information

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Purchase Order Line item overview

 Here you get basically an overview of the line items
regarding quantity of line items, Purchase order quantities
and prices.

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Purchase Order Line item details

 Finally you have the line item details for each line item.
Select the relevant line item with the up and down buttons.

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Purchase Order Line item details

 On the right side of the screen you can get an overview of
all the existing tabs.

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Purchase Order – Confirmations

 In the Purchase Order you have the tab “Confirmations”
 Here you get displayed the order confirmations (AB) and
inbounds (LA) that are send automatically via interface

 For local vendors you can enter an order confirmation

yourself if it is needed. The inbound (LA) has to be created
by yourself manually.

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Inbound Delivery
 The order confirmation and the Inbound Delivery will be
created in case of a STIHL vendor automatically by EDI
trigger. It will also contain the HU numbers which are
necessary for the delivery/ stock placement.
 The early creation of the inbound delivery through EDI will
assures that by receiving the shipment, the warehouse
worker can be guided by the system where to place the
incoming goods.
 If the purchase order is placed by a local vendor with no
EDI connection, the inbound delivery will have to be
created manually by the staff. The goods receipt can be
posted in the warehouse not before having created the the
inbound delivery.

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Inbound Delivery
 By creating a inbound delivery it is necessary to enter the
purchase order number which the delivery is referred to.
 If required, you can get displayed all open purchase
orders for a specific vendor with the button “Purchase
orders”.

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Inbound Delivery
Header Data Packing Options

Item Overview

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Inbound Delivery
 The “PutAwayQty” in the tab stock placement and the
status overview tab can help you clearly identify at which
status the inbound delivery currently is.

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Inbound Delivery
 If you access the packing options. You can choose a
packing material, which will get linked to a new HU
number. Afterwards you can pack your material into the
handling unit (HU). Without the HU the material placement
can´t be done.

1 choose a
packing
material
hit enter

2 a HU will
be created

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Inbound Delivery

3 mark this
row

4 mark that
row

5 press the
packing
button

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Inbound Delivery
 The packed item and if available serial numbers can be
looked up in the tab total content (Ttl content).

level of the
packing
material

packed
items level
serial number
maintenance and look
up, if there are serial
numbers required

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Inbound Delivery
 To organize and trigger the placement of the goods from
the goods receipt area to it´s specific storage bin a
transfer order is created with the TC “LT03”. For manual
creation you can find in the transaction VL31N a jump into
the transaction LT03.

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Inbound Delivery
 The transfer order for warehouse putaway will be created
by the warehouse staff scanning the HU numbers that are
send automatically in the inbounds or were created
manually.
 For a manual creation of the transfer order, please confirm
the selection screen of the TC “LT03” with enter.

inbound delivery
number

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Inbound Delivery

1 press the create

button

2 save

3 the transfer order

was created
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Inbound Delivery
 You can display transfer orders with the TC “LT21“.
 The placement of the goods at their storage bin and the
goods receipt posting which takes thereby place can be
simulated and confirmed in the TC „LT12“.The execution
of the LT12 transaction will not assure that the goods
are also physically placed. The running of the LT12
transaction without a physical placement of the goods in
the designated storage bin will cause discrepancies
between the SAP system and the physical status in the
warehouse. In general the confirmation done through the
TC LT12 will be triggered through the physical placement
and parallel scanning processes of the warehouse staff.

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Inbound Delivery
 To manually confirm the placement of the goods at their
designated storage bin, use the following steps:

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Inbound Delivery
 Just confirm the following screen through saving:

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Inbound Delivery
 Afterwards the status in the TC “VL33N” should be
completely processed up to the total goods movement
status:

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Reference to purchase order

 In the tab “Delivery schedule” is displayed
 Scheduled quantity = goods receipt quantity  no open
quantities

 In case of Scheduled quantity > or < goods receipt

quantity  existing open quantities
 This is an overdelivery or underdelivery

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Reference to purchase order

 In the tab “Delivery” is the information regarding delivery

completed and over and underdelivery tolerances

 More details for underdelivery and overdelivery

in the MM FIT GAP analysis

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Logistic invoice verification

 The STIHL vendors will send electronic invoices. For local

vendors the invoice has to be entered manually
(transaction MIRO)

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GR/IR clearing account

 The clearing of purchase orders, the inbound / goods

receipt and the incoming invoices is done in the GR/IR
clearing account. (transaction MR11)

 Enter the relevant

selection criteria

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GR/IR clearing account

Here are listed the differences of invoiced and received

quantities. It is possible to get displayed the corresponding
purchase orders. By posting they are posted to the FI
relevant account

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