Indigenous Proc_SAP User Manual

7/26/2019 Indigenous Proc_SAP User Manual

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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement

SAP 4.6 C

At Tata Motors

PS Part II

Indigenous procurement

SAP User Training Manual

By Tata Technologies 1o 4!


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Version Control Sheet

For PS Part II Indigenous Procurement User Training Manual Document

Sr

No

Revision details Revision

date

Version

No

Prepared corrected

!"

1 "rat co#y $!.$1.%$$4 $ Chandratre S M

% Change o ordering unitin P& #rocess added

%$.$1.%$$4 1 Chandratre S M

' Su(contract #rocess or

machine reconditioningto outside su##liers

incor#orated.

%%.$%.%$$4 % Anand "ande)ar

By Tata Technologies %o 4!


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Procurement steps in SAP as per Business process Document:

By Tata Technologies 'o 4!

CPR generation thr PS

PO creation wrt CPR

ESR printing and approval

PO release after ESR approval

Goods receipt

Payment advice to Finance


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1. PO creation wrt to CPR in SAP.

CPR is capital purchase requisition one of the document types in S!P purchase requisition"CPR will #e generated #y planner and hard copy will #e given to purchase department"

PO has got following $eader and %tem level information which are relevant for capital proc"

Header DetailsSrNo Fields Remark Releance in capital Proc Status

& Purchase ordertype

CPOfor capital 'omPO

PO serial (um#er fromrunning series is defined#ased on this"

)andatory

* +endor code %t should #e part ofvendor master"

+endor details are pic,ed fromvendor master data"

)andatory

- Purchaseorganisation

Each location hasdefined one Pur Org

Pricing procedure. PO releasestrategy. authorisation controletc"

)andatory

/ Purchase group Each location has

defined one Pur Grp

PO release strategy.

authorisation control. selectionof #uyer0s contact (o in POprinting"

)andatory

1 Payment terms 'efaulted from vendor master"

Cash flow planning in ESR.customised reports for cashflow for standard paymentterm"Payment to supplier #y F%"

)andatory

2 %n3coterms 'efaulted from vendor master"

PO printing )andatory

4 $eader te5t 6se std template asper procedure"

!nne5ure printing in PO lastpage"

Optional

7 8our ref. our ref Free te5t PO printing Optional

9 :uotation (o.date

+endor quotationdetails

PO printing Optional

!"#$ Details

& !ccountassignmentcategory

Copied from PR !ll capital proc Pos areaccount assigned. assignmentto (etwor, internally lin,ed to;


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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement7 )aterial

description'efaulted frommaterial master"Change manually"

PO printing. GR tag. e5cisemaster"

)andatory

9 +endor material(o"

Enter planner0sdetails" >his filed isused for capital procpurpose"

PO printing. GR tag foridentification of planner"

Optional

&? >a5 code Grouped together

e5cise. sales ta5. >O>.resale ta5 andsurcharge"

>his ,ey is very important

#ecause it has got impact onpricing"Cenvat@non3cenvata#lematerial also getsdifferentiated with this ,ey"

)andatory

&& Pricing conditions !s applica#le"Octroi and Ahar,handta5 cond will #edefaulted from masterrecords"

Complete pricing" ReferConditiontypes

&* G@= account Copied from PR/&-1?? for materials./&-1?& for services

Goods Receipt de#it entryposting directly to C;%Paccount"

)andatoryfor accountassigned

PO

&- (etwor,@activity(o

Copied from PR 'irect lin,age to ;


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Pricin% Condition t&pes used in Capital Domestic PO:

Cond

"&pes

Description Application Status

Phis will #e paid separately and not the part ofvendor0s capital item procurement #ill">his is treated as accruals"

Optional

CP/ %nsuranc Capit PurD

%nsurance in Percenta%e.>his is applica#le if insurance is #orn #y >ata )otorsagainst owned policy or paid to vendor againstseparate #ill">his is treated as accruals"

Optional

JOC& Octroi in rupee Provision if required" (ot applica#le presently" Optional

OC) Octroi in D 'efaulted value *"1D for generic materialC!P%>!=K'O) or #ased on material category"+alue in Percenta%e.>his condition type is applica#le if vendor master datafor a pur org mar,ed for 0octroi0 applica#ility"E"g" !ll vendors outside PC)C in Pune"Cond value can #e changed or cond type can #edeleted #y Pur dept at the time of PO creation"Applica,le onl& in Pune and $um,ai.

Optional



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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementE>& Cap har,hand

Entry >a5+aluein Percenta%e.>his condition type is applica#le if vendor master datafor a pur org mar,ed for 0entry ta50 applica#ility"Cond value can #e changed or cond type can #edeleted #y pur dept at the time of PO creation"Applica,le onl& in -SR.

Optional

Plant Purc/ase Or% and Purc/ase %roups releant 'or domesticprocurement.

0ocation Plants Pur Or% Pur rp

PuneC+O

&??* Pune Foundry

&??- PE 'irect )aterials

&??/ ERC 'irect )ateri&??1 E)' 'irect)aterials&?1/ C>E' Pimpri Plant

&?11 C>E' Chinchwad

&?12 )P=P Pimpri Plant

&?14 )P=P Chinchwad

&?17 CPE'Construction Plant&?19 !)S Pimpri Plant

&?2? !)S Chinchwad

P*&? Pune C+


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)um#aiCorporate

/&?? )um#ai corporateadmin

)*&? )um#ai Capital Pur )&C)um#ai Cap PurGrp

M =ine of


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Select PO order t&pe: CPOfor capital domestic Purchase order"Enter 3endor code:defined #y Finance centrally in vendor master"

Enter HeaderdetailsNPur Or%Pur rpCo Code * +1++

By Tata Technologies ,o 4!


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Press enter"

Press iconDocument oeriew on.

Press variant from #elow screen"

Choose selection option Purchase requisition"

By Tata Technologies 1$o 4!


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8ou will get following screen"



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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementEnter CPR No")a,e sure that the general selection options are always as followsN%t will select only open PRs which are not converted to PO"

Press e5ecute in a#ove screen"

'rill down and select Purch" req item and press adopt icon"

System will adopt all the details from Purchase Requisition"

Press

Note:%n S!P there are three types of prices"&" Gross Price


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8ou will get following screen with details from PR"

!"#$ O3#R3!#4 D#"A!0S:)a,e sure that account assignment will #e always N 5Network6

By Tata Technologies 1'o 4!


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Enter Net price.

Scroll the item overview screen to the right"Correct the details li,e Plant store locationcopied from PR"

Changematerial description defaulted from material master"

!"#$ D#"A!0S:$aterial data:Field endor mat. Nois free optional field to enter planners details"



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Delier& sc/edule:>o split daywise del schedules" 'ate when material is required in your plant incurrence date"Caution: Do not delete t/e 'irst sc/edule w/ic/ is linked to PR.

!' re)uired edit t/e date 'or 'irst sc/edule line.

!noice:Enter relevant ta( code

By Tata Technologies 1*o 4!


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(oteN 'o not change defaulted settings li,e %nv" Receipt. GR3#ased %+"

Conditionsused in pricingN

Enter conditions relevant for pricingN



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Account assi%nment:Con'irm t/at 70 account No is alwa&s 819++

!tem te(t:Alwa&s Delete item te(t de'aulted 'rom CPR.

Add item leel te(t:

By Tata Technologies 1+o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementSelect any three options to add te5t" >his is optional"

E5pand $eader to put following detailsNHeader details:

By Tata Technologies 1!o 4!


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Overwrite relevant pa&ment termsand in;cotermsas per drop down list if required"

Header te(t 'or standard anne(ure:Select option S!P script editor"

Press icon to get standard anne5ure template"

By Tata Technologies 1,o 4!


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Enter te5t name his te5t will get printed in PO last page"

=ou can cop& and paste contains 'rom word document in a,oe te(t.

By Tata Technologies %$o 4!


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Communication data:Fields for=our re'erence Our re'erence.

Additional data:For 3endor >uotation No and date

PO Status:>o ,now the status e"g" Printing. %+. released etc"

sae PO.

Press !con

By Tata Technologies %1o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement#dit t/e messa%es. Press Sae i' t/ere is no error.System will generate Po (o with running series"Record the PO (o in CPR hard copy for your reference"C#anging t#e order unit in P$.

e.g. %A -each toM -meter

Chec) the ield UoM under item/0conditions.

"rill don acility is a2aila(le.

Pic)u# the correct unit.

System ill use message or con2ersion logic3

e.g. 1 A 5 1 M

By Tata Technologies %%o 4!


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?se "ransaction code $#22N to c/an%e alread& created PO.

Press enter"


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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementOr Pur rp is c/an%ed.

9. Do not c/an%e t/e ,asic inoice related settin%s like !n. Receipt r;,ased !3account assi%nment etc.

PO wit/ multiple aluated line items:

Select the line item already entered and use copy item functionality as shown #elow"

Press icon copy "



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Caution:1.S&stem will cop& eer&t/in% includin% material No description )t& del date alue ta(code etc.!t is important to care'ull& isit all t/e 'ields includin% item te(t."/is 'unctionalit& /as %ot adanta%es as well as disadanta%es i' all t/e important 'ieldsare not c/an%ed care'ull&.

2. "/e account assi%nment part s/ould not ,e c/an%ed.

Note:1. Split t/e alue o' entire PO into multiple line items as per supplies ,e'ore %oods receipt.

2. "/e cop& 'unctionalit& can ,e e(ercised een at t/e time o' PO creation. "code $#21N

9. Create new PO 'or eac/ CPR een i' PO alread& e(ists 'or a endor.

8. For t/e auto plants capital material can ,e o' two t&pes. Cenata,le or non;cenata,le.

>here are two separate generic materials created for such plants" CAP!"A0@DO$for cenvata#le goods" CAPDO$@NONC#N3A"for noncenvat#le goods"

Lindly change the part (o accordingly for such cases in PO creation stage" =ist of those plants is given #elow"

By Tata Technologies %*o 4!

&??& P6(E !6>O

&??* Pune Foundry

2??& )!+!= FO6('R8

&&?? Car !uto

*??& JSR !uto Plant

*?*? JSR Foundry Plant

*?-? JSR Forge Plant

-??& =LO !uto and F


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For all other plants capital goods are non3cenvata#le" >herefore material C!P%>!=K'O) will #e received as noncenvata#le #y default" >his change is applica#le at procurement stage #ecause at the time of PO. purchaser should

,now the status of material cenvata#le @ noncenvata#le to fi5 up the relevant ta5 code"

Releance o' a,oe c/an%e in capital procurement: !t the time of goods receipt system decides #ased on this material3plant in PO item.

whether to post e5cise RG*- part % entry"

PO wit/ sin%le parent consi%nment item and multiple 'ree receipt c/ildparts:

6se item copy function as e5plained a#ove and copy the parent item already entered in PO"&" Remove material Part (o" Leep it #lan,"*" Change the material short te5t" >otal length /? characters"-" G@= account should #e /&-1?? in account assignment"/" (etwor, and activity (o should #e same as parent item which got copied from CPR"

Scroll the item overview window to the right to get 'ree item c/eck ,o(.Select the chec, #o5" !nd sae t/e PO.



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Displa& alread& created PO:

6se >code $#29NSystem #y default #rings the last PO you have accessed"

Select option other Purchase Order and enter the PO (o you would li,e to display"!ll the fields in PO are displayed in non3edita#le mode"

%f transactions li,e Goods receipt. vendor invoice verification are completed against PO@line item.8ou will see the PO history option with all a#ove details"

By Tata Technologies %+o 4!


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Single clic, in )at doc GR (o will ta,e you to the display of GR"

Personal settin%s in PO to aoid data entr& 'ields o' repetitie nature.

%n PO screen clic, iconPersonal settin%.

Select window for default values"

By Tata Technologies %!o 4!


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Header alues 'or /eader leel de'ault options:

e"g" 'ocument type CPO Purchase Org" C*&? for PC


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Press Saeto save the personal settings">hese settings will #e defaulted at the time of PO creation #ut it can #e changed overwriting thecurrent applica#le values"e"g" Pur Order type for service PO CPS which can #e overwritten on system proposed valueCPO"

Printin% o' #SR:

By Tata Technologies '$o 4!


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%f PO is created wrt CPR. system will get all the relevant details required in ESR from PO">code to print ESR


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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement%f all the details are o, to print.

6se optionprint:System will print the ESR as per predefined format"

?se "code * SP+1E5ecute the spool details screen"System will show the spool details as follows"

Delete t/e spool i' printin% is complete.

By Tata Technologies '%o 4!


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Release PO a'ter #SR approal:

6se > code $#2System will ta,e you to the screen shown #elow"

8ou need to enter release coderelease %roup PO No and e5ecute"!uthorisation control is #uilt on these fields"

Followin% codes and %roups are applica,le 'or PO release strate%& in capital %oods.

Rel rp Rel codeRelstrate%& 3alues

Pur or% Pur %rp Doc t&pe

CP C& S& P*&? P&C CPO

CP C* S* P*&& P*C CPO

CP C- S- C*&? C&C CPO

CP C/ S/ J*&? J&C CPO

CP C1 S1 =*&? =&C CPO

CP C2 S2 )*&? )&C CPO

CP C4 S4 )*&& )*C CPO

CP C7 S7 )*&* )-C CPO

By Tata Technologies ''o 4!


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8ou will get the screen as shown"

Select the PO (o and press icon Release I save"

Save message will appear"

By Tata Technologies '4o 4!


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Printin% o' PO a'ter release:>here are two ways to get PO printNPO Print Option 1: 6se >code $#22NEnter Po (o you would li,e to print"

Press headeroption messa%es.

Following screen will appear"

Enter output type


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Press


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6se > code SP+1to see the PO print status.8ou can display PO print on screen with following option"

Select the spool and press option to view on screen"

Repeat printing is possi#le thr option

'elete the spool if printing is over as desired with option

PO Print Option 2.6se >code $#Fto print the PO"

By Tata Technologies '+o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementNote:>o print any document from S!P. S!P=P' should #e loaded in your PC"Contact local SAP ,asis team 'or an& printin% related issues.

Pa&ment adice to Finance:

6se >code


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Enter PO Noand item no.

Press e5ecute"

6se output device* 0OC0

All instructions related to #SR print applica,le /ere.

oods Receipt wrt PO

By Tata Technologies ',o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement6se >code $!O#nter Poand !tem No.

>he POs migrated from legacy to S!P thr cut over and if old PO (o is printed on suppliersChallan.6se following search option to get the S!P PO (o"

=egacy PO (o will #e lin,ed in Re)."rackin% Nofield"'rill down PO (o field to get the following screen"

Enter 'ocument (o C/allan date

By Tata Technologies 4$o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement'elivery (ote C/allan No)a,e sure that print optionis selected"Press enter"System will copy relevant details from PO"

8ou will get following screen for RG*-3C Part3& E5cise register entry for capital items">his screen will appear automatically with settings of register type #ased on material3plantcom#ination"e"g" !uto plant JSR *??& material C!P%>!=K'O) will go to E5cise R 29C re%ister. #ut material C!P'O)K(O(CE(+!> will show No re%ister entry" Similarly material C!P%>!=K'O) for plants li,e ERC. )um#ai /&?? will #e mar,ed as

(on3cenvata#le category in e5cise master" >herefore NO re%isterentry will #e mar,ed"

Press enter"



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SAP 4.6C at Tata Motors User Training Manual: Indigenous Procurement6pdate the qty in line with Challan qty"+alidate the material details as per Challan and data viewed on screen"

Select option !tem O. everything OL"Contact respective purchase 'ept if you find any gap"

Press3 sae.See the error messages if any"S&stem will %enerate t/e R Doc No and print t/e R sticker.

Note: S&stem will %ie error messa%e 1. i' 4BS status is not released. 2. i' ,ud%et is crossed t/e released limit 9. i' PO is created7alue c/an%ed ,ut not released.

Caution:1. Do not create transaction $!RA 'or capital items.

"code : $!RA not applica,le 'or capital items

2. Do not create7post e(cise inoice t/r "code -1!# 'or capital items."/is will ,e done ,& prede'ined users 'rom e(cise dept in eac/ location.

By Tata Technologies 4%o 4!


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R acknowled%ement at store:

6se > code $B+2 Enter GR $aterial Doc No and &ear from GR stic,er" Press enter"

+alidate the qty and Challan (o details"

Press icon .

6pdate actual )t& receiptin $eader te5t field" PressN sae.:ty will not #e changed once entered"

By Tata Technologies 4'o 4!


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Standard SAP Reports used in SAP

)aterial management related reports

'isplay material master ))?-

)aterial list display ))2?

PR display )E1-( )E1J )E1L

PO list display )E*= )E*) )E*C )E*< )E*( )E*; )E*L )E*J

Purchasing Reporting )E7?+endor master3purchase )L?- )L+ BL?-

'isplay )aterial doc )


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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementPSREPK&??? 3 =in, #etween old to new #udget code ;ata )otors going to supply the components to #e fitted along with machine to the vendor.those parts also needs to #e assigned in PO 3component list"

Create su,contract PO wrt to CPR "code: $#21N"/e document ,elow /i%/li%/ts t/e a,oe underlines 5'our6 points w/ic/ are to ,e addressoer and a,oe normal PO creation process.

Select item cate%or& E0 'or reconditioned case in item oeriew.

By Tata Technologies 4*o 4!


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SAP 4.6C at Tata Motors User Training Manual: Indigenous ProcurementPart No is uni)ue 'or t/is case. No need to use %eneric part No e.%. CAP!"A0@DO$.

Go to item3 material data.For su#contract cases. system will give this icon to add outgoing@dispatch components withrelation to incoming finished machine"

Press this icon" !dd outgoing part nos. qty and plant"



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Select screen condition controlin item"6pdate ENif the process is 14C/ or E#for e5cise duty payment in condition %roupfield">his fields has got lin, with actual dispatch of material wrt PO"

By Tata Technologies 4+o 4!


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Indigenous Proc_SAP User Manual

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