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Disclaimer

➢ Core and End User Training sessions are mainly focused on IISc specific

configured and customized SAP Applications. Request all the participants to

concentrate on the training sessions and learn how to operate SAP Business

Functions.

➢ The purpose of this training is to enable Users to perform User Acceptance

Testing and day-to-day activities on SAP System.

➢ This training is not designed for any Business Scenarios discussion and

demonstration.

Kindly keep your mobile phones in silent mode and maintain moderate discussion


Wipro Team

Oct 23, 2018

SAP Core User TrainingSourcing & Procurement

Indian Institute of ScienceSAP S/4 HANA Implementation Project

Project : ISTAR


Course Overview

3

Course Objectives

1

2

Course Goals

Introduction of Source to Procure Process for IISc

4

Course Contents

5

Main Business Scenario


Course Goals

This Course will prepare you to :

❖Understand how “Source to Procure Process” supports different business

processes in IISc (Domestic, Import and Work Order)

❖ Adopt and apply the customized S/4 HANA application on day to day

operations.


Course Objective

After Completing this Course, you will be able to :

❖Understand the IISc specific Source to Procure business processes

(Domestic, Import and Work Order)

❖ Apply this software to manage your day to day operations

❖Generate real time operational report to have better control

❖ Prepare Business Users to conduct User Acceptance Test and End user

Training


Course Content

Preface:

❖ Vendor Selection

❖ Purchase Contract

❖ Purchase Order

❖ Invoice Verification

❖ Information Systems

❖ Course Overview

❖ Organization Structure

❖ Master Data

❖ Purchase Requisition

❖ Request for Quotation


Main Business Scenario

❖ IISc procures material for their research and internal consumption purpose.

All the procurement has own funds/grant from many different sponsors. Each

procurement types has unique Approval Matrix (Purchase Powers) based on value

and the nature of procurements.

❖ The Institute wants to fulfill the requirements and pain points captured during

the Business Blueprint.

❖ It could be best, if approval process could remains unchanged and automated.


Introduction of Source to Procure


Request for Quotation; Vendor Quotation Comparison

Purchase Order; Approvals, Automatic Commitment; Issues Purchase Order

Local/Foreign

Reporting

Quality Inspection ; Invoice Verification

Goods Receipt; Goods Issues

Master Data : Material, Services and Business Partner; Purchase Requisition

General Concepts: Apply Procurement Rule

What kind of Material / Services will IISc Procure?

What stage will the decision takes place for Procurement?

What and which budget IISc consume for Procurement?

How and where to receive and Issues the Material?

How to check Quality and process for Vendor Payment?

Which Reports are to control the inventory and due date?


Day - 1


ORGANIZATION STRUCTURE


Organizational Structure

Purchasing

Org

Stor. Loc.(Raw materials)

Plant

(IISC)

Stor. Loc.

(Bio-chemistry Lab)

Company

Code(IISC)

Stor. Loc.(Library 1)

Stor. Loc(Library 2)

Purchasing

Groups

(IISC Depts.)

Company code is a Legal Entity which

generates the Financial Statements of the

Organization.

An operating area within a company.

Purchasing organization is responsible

for all procurement activities within the

organization.

A group of people who are

responsible for Procurement.

Storage Location is a place where you

can store physical material.


IISc Purchase Organizational Structure

PurchasingOrg

1000 – IISc

Plant (IISC Department)

Stor. Loc.Main Storage Location

Company Code(1000-IISC)

PurchasingGroups

(IISC Depts.)


IISc Source to Procure

Sourcing and

Procurement

Purchase Requisition

Request for Quotation

Vendor Selection

Purchase Order

Goods Receipt & Inventory

Management

Invoice Verification

Vendor Payment

❖ Local Procurement

❖ Import Procurement

❖ Work Order


MASTER DATA


Master Data

Material Master Data (Create, Change & Display)1

Service Master Data (Create, Change & Display)2

Business Partner Master Data (Create, Change & Display)3


Master Data

Material Master Definition

The material master contains information of all the materials that IISc procures, stores anduses for internal consumption or projects. It is the company's central source forretrieving material specific data. This information is stored in individual material master records.

For IISc Specific Configuration

Code Description

E Research Institute

Industrial Sector

Code Description

ZAWA IISc Goods

ZROH IISc Raw Materials

Material Type

Code Description

001 Stores & Spares

002 Loose Tools

003 Publications

004 Laboratory Chemicals Consumables & Glass Ware

005 Building Material

006 Electrical Item

007 Stationary

008 Water Supply Material

Material Group


Material Master Structure

Material Master

Basic / General Information

Plant Information

Accounting Information

Storage Location Information

Purchasing Information

Sales and Distribution Information

Quality Management Information

Material Requirement Planning Information

Costing Information

Following Fiori Apps are enabled to Create/Change/Display Material Master in IISc


Create Material Master

Demo on SAP System Create/Change/Display Material MasterDemo data• Industry Sector: Research Institute• Material Type: IISc Goods• Select Views: Basic Data1 / Purchasing / International Trade: Import /

General Plant Data / Storage 1 / Accounting 1 / Costing 1 • Plant: 1044• Stor. Location: MS01• Description:• Base Unit of Measure: EA• Material Group: 007 – Stationary• Tax Indicator for Material: 1 – Tax Applicable• Control Code: 998111• Valuation Class: 3109• Price Control: V• Profit Center: AM01

Demo process on SAP System • Create Service Master• Change Service Master• Display Service Master


Master Data

Service Master Definition

Service in a intangible goods, which can be procured from vendor. Service master contains theservice number, description, characteristics etc. It supports the complete cycle with procurementas well as invoice verification.

➢ Services are meant for direct consumption instead of keeping them in inventory


Code Description

ZSER IISc Service

Service Category

Code Description

099 Services

Material/Service Group


Service Master Structure

Service Master

Basic / General Information

Accounting Information

Service Category information

Purchasing Information

Internal Work information

Long text information

Following Fiori Apps are enabled for Service Master in IISc


Create Service Master

Demo on SAP System Create/Change/Display Service Master

Demo data

• Service Short Text: Excavation Service• Service Category: IISc Service• Base Unit of Measure: AU• Mat./Srv Grp: 099• Valuation Class: 3201• Tax Tariff Code (SAC Code): 997212• Long Text:

Demo process on SAP System

• Create Service Master• Change Service Master• Display Service Master


Master Data

Business Partner Master Definition

Use of the business partner master data is to record and retrieve business partner (customers,

vendors and leads) information and schedule business partner activities. Business

partner information typically includes - Company details, addresses and telephone numbers.


Business Partner Role

Code Description

000000 Business Partner (General Data)

FLVN00 Vendor Co. Code

FLVN01 Vendor Purchase Org.

Following Fiori App enables For Business Partner Master


Business Partner (Vendor) Master

General data

AddressCommunication

Purchasing data

Order currencyIncotermsMinimum order value

Accounting data

Bank dataPayment transactionsAccount management

Validfor the whole group

Validfor one purchasingorganization

Validfor the whole group orfor one company code

Company Code Level

Purchase Org Level

Client Level


Create/Change/Display Business Partner

Demo on SAP System Create/Change/Display Business Partner

Demo data

• Click on “Create Organization”• Grouping: DOMS – IISc Domestic Business Partner / FORE – IISc Foreign Business

Partner• BP Roles: 000000 – (Business Partner General)

FLVN00 – (Vendor Co. Code)FLVN01 – (Vendor Purchase Org)

• Name:• Search Term:• Street/House number:• Postal Code/City:• Country:• Region:• Language: • Telephone:• Mobile Phone:• E-mail:• Tax Number Category: IN3 and enter Vendor GSTIN number


Create/Change/Display Business Partner

Demo on SAP System Create/Change/Display Business Partner

Demo data• Company Code: 1000• Reconciliation Account: 100601 –Normal Creditor• Sort Key: 012 – Vendor Number• Payment Terms: 0001 - Pay immediately w/o deduction• Purch. Organization: 1000 - IISc Purchasing Org.• Order Currency: INR• GR Based Inv Verification: X• Service Based Inv. Verification: X• Schema Grp Supplier: “BLANK” - Standard schema vendor / “03” - IISc foreign schema

vendor


Source to Procure

Purchase Requisition


Source to Procure – Purchase Requisition

Purchase Requisition Definition

Purchase Requisition is a request that is made to purchasing organization to procure certainlist of material. Purchase requisition is an internal document; specifically it remains within theorganization.


Purchase Requisition Types

Code Description

ZDPR IISc Domestic PR

ZFPR IISc Foreign PR

ZWPR IISc WO PR

ZAPR IISc Admin PR

ZMRP IISc MRP PR


Demo data• Document Type: ZDPR – IISc Domestic PR• Material Number: 1000000080• Quantity: 10• Delivery Date:• Plant: 1044• Purchase Group: A18• Valuation Price: • Header Note: • Item Texts:

Demo process on SAP System • Create Purchase Requisition• Change Purchase Requisition• Display Purchase Requisition

Demo on SAP System Create/Change/Display Purchase Requisition


Thank you...!

End of Day 2


Day - 3


Source to Procure

Request for Quotation


Source to Procure– Request for Quotation

Request for Quotation Definition

Request for quotation is a form of invitation that is sent to vendors tosubmit quotation indicating pricing and their terms and conditions. RFQ contains details aboutgoods or services, quantity, date of delivery and date of bid on which it is to be submitted.


Request for Quotation Types

Code Description

ZR IISc RFQ


Create/Change/Display Request for Quotation

Demo on SAP System Create/Change/Display Request for Quotation

Demo data• Document Type: ZR – IISc RFQ• Quotation Deadline: • Purchase Organization: 1000• Purchase Group: A18• Purchase Req.: 4000000026• Collective No.: Put Purchase Requisition number• Delivery Date: 30.10.2018• Vendor: Click on Supplier Address and select vendor • Header Texts: Terms of Delivery• Item Details:

Demo process on SAP System • Create Request for Quotation• Change Request for Quotation • Display Request for Quotation


Source to Procure

Quotation Comparisons


Source to Procure– Quotation Comparisons

Quotation Comparisons Definition

You can compare the prices from all quotations received as a result of a competitive biddingprocess using the Price Comparison List . The comparison list ranks the quotations by item fromlowest to highest price.


Display Quotation Comparison

Demo on SAP System Display Quotation Comparison


Source to Procure

Purchase Contract


Source to Procure – Purchase Contract

Purchase Contract Definition

A purchasing contract defines the purchasing and supply of goods or services at agreed pricesand conditions. The quantity and value of the purchase orders, limit confirmations, and invoicesare released against the contract.


Purchase Contract

Code Description

ZQ IISc Qty. Contract

ZV IISc Value Contract


Create/Change/Display Purchase Contract

Demo on SAP System Create/Change/Display Purchase Contract


Day - 4


Source to Procure

Purchase Order


Source to Procure– Purchase Order

Purchase Order Definition

A purchase order is a formal request or instruction from a purchasing organization to a vendoror a plant to supply or provide a certain quantity of goods or services at or by a certain point intime.


Purchase Order

Code Description

ZDPO IISc Domestic Procurement

ZFPO IISc Import Procurement

ZWOR IISc Work Order

ZAPO IISc Admin Procurement


Create/Change/Display Purchase Order

Demo on SAP System Create/Change/Display

Purchase Order


Day - 5


Source to Procure

Goods Receipt


Source to Procure – Goods Receipt

Goods Receipt Definition

A goods receipt is the physical inbound movement of goods or materials into the warehouse. It is

a goods movement that is used to post goods received from external vendors.

Account Assignment object

(Non Stock Materials)

Unrestricted-use stock

Stock in quality inspection

Blocked stock

Goods receipt blocked stock

Storage

Location

Cost center

Order

Vendor

WBS


Source to Procure



Source to Procure – Invoice Verification

Invoice Verification Definition

Invoice Verification is a process which confirms in SAP that an invoice has been received by the

Department. Goods receipt will have to have been entered on SAP prior to invoice

verification unless that process has been by-passed at the raising of the purchase order..


Create/Display/Cancel Invoice Verification

Demo on SAP System Create/Cancel/Display



Source to Procure

Create/Change/Display Reservation


Source to Procure – Reservation

Reservation Definition

A Reservation is a document used to make sure that the warehouse keeps a certain amount of a

material or materials ready for transfer at a later date. It contains information on what, quantity,

when, where from and to. (e.g Central Stores to Department)


Create/Change/Display Reservation

Demo on SAP System Create/Change/Display

Reservation


Source to Procure

Goods Issue


Source to Procure – Goods Issues

Goods Issues Definition

A Goods issue is a movement of goods which the materials are issued or drawn. In

the SAP system when store persons do the transaction of goods issue, then systems generates

individual documents and posted in FI.

From Stores Goods issue

Scrap

Consumption

Cost center

Project

Sales Order

Issue


Create/Display Goods Issues

Demo on SAP System Create/Display Goods

Issues


Date post:	05-Oct-2021
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