SAP

PROCUREMENT (MM) CASE STUDY

BUAD2020: Information Technology Management- SAP MM case study

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PROCUREMENT (MM) CASE STUDY

Table of Contents

Step 1: Create Purchase Order ······································································ 2

Step 2: Goods Recept Purchase Order··························································· 10

Step 3: Enter Incoming Invoice ·································································· 13

Step 4: Post Outgoing Payments ································································· 16

Step 5: Submission of Document to Word ······················································ 18

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Step 1: Create Purchase Order

In this Procurement exericse, we will purhcase 20 water bottles and 30 water bottle cages from an existing supplier, Space Bike Composites. The bottles cost $10.00 and the cages $9.00. The three digits at the end of your User ID will be used throughout the SAP exerciese. For example, if your User ID is LEARN-123, then 123 is your User Number. In this case study, 004 is used as the User Number – you will use your User Number. To create a sales order, follow the menu path: Logistics ► Materials Management ► Purchasing ► Purchase Order ► Create ► Vendor/Supplying Plant Known

Menu path

Figure MM1-1

Double-click Vendor/Supplying Plant Known, the next screen to appear is the Create Purchase Order (Figure MM1-2)

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Figure MM1-2

Close the Document Overview by clicking Close.

To enter the Vendor number, click the search icon to the right of Vendor. The next screen is the Vendor Search screen (Figure MM1-3). We will find the Vendor, Space Bike Composites to complete the Purchase Order. Please note that you will type in your User Number instead of 001 in the figure MM1-3.

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Figure MM1-3

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Figure MM1-4

The Vendor List screen appear (Figure MM1-4) and double-click Space Bike Composites. Write the your Space Bike Composites’ number for future use. After double-clicking on Space Bike Composites, the system returns to the Create Purchase Order screen (Figure MM1-5). You will enter three inputs, Purch.Org, Purch. Group, and Company Code. The last two digits of the inputs are zeros, not the alphabet letter ‚‘O‘.

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Figure MM1-5

Open the Header by clicking Header icon . Disregard the error popup asking Enter Purchaseing Org by clicking Ok button. Enter Purch. Org. US00, Purch. Group N00, and Company Code US00 (Figure MM1- 6). Then click the Enter icon at the top left of the screen .

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Figure MM1-6

After clicking Enter, the system load more data on the screen. Next, we will enter data about the Material (the water bottles and cages) we are purchasing (Figure MM1-7)

Open the item Overview by clicking the Item Overview icon

Click the first Material box, then click the search icon

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Figure MM1-7

This will load the Material Search screen (MM1-8). Select the Material by Material Type tab by clicking the Display List icon . Enter HAWA for Material Type, *### (* and your User Number) for Material then Click search icon . (Figure MM1-8)

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Figure MM1-8

Double click Water bottle.

Figure MM1-9

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When you return to the Create Purchase Order screen after selecting Water Bottle, enter PO Quantity (20), Delivery Date (Two weeks from today), Net Price 10.00, Currency USD, and Plnt MI00 (Figure MM1-10).

Figure MM1-10

Complete the second line, you can search for Water Bottle Cages for Material, and enter enter PO Quantity (30), Delivery Date (Two weeks from today), Net Price 9.00, Currency USD, and Plnt MI00 (Figure MM1-11)

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Figure MM1-11

Hit the Enter button and click the Save button at bottom

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Figure MM1-12

The Standard PO number will be displayed at the bottom of the screen. Write down this number for future use. And, grab a screen shot of the bottom portion of the screen showing both the PO Number AND your LEARN-###. Paste the screen shot into a Word document used to document your work.

Click on the exit icon to return to the SAP Easy Access screen.

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Step 2: Goods Recept Purchase Order

Receive into inventory the stock items ordered from Space Bike Composites in the previous task. A goods receipt document will be created referencing our purchase order To create a goods receipt for a purchase order, follow the menu path: Logistics ► Materials Management ► Inventory Management ► Goods Movement ► GR for Purchase Order

Menu path

Make sure that Goods Receipt and Purchase Order are selected in the dropdown lists. Enter your PO number in the field next to them.

Figure MM2-1

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After you PO number is entered, press Enter which will populate your PO data into the fields (Figure MM2-2). You should see two lines with 20 ea for Water Bottle and 30 ea for Water Bottle Cage. If the background color in Line 1 or 2 is blue, then close the detail data section by clicking

the Detail Data icon .

Figure MM2-2

Checking OK box and Enter TG00 for SLoc (Storage location).

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Figure MM2-3

Finally, to post your goods receipt.

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Figure MM2-4

The Material document number will be displayed at the bottom of the screen. Write down this number for future use. And, grab a screen shot of the bottom portion of the screen showing both the Material document Number AND your LEARN-###. Paste the screen shot into a Word document used to document your work.

Click on the exit icon to return to the SAP Easy Access screen.

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Step 3: Enter Incoming Invoice

Enter an invoice received from Space Bike Composites for 470.00 associated with the recent PO and goods receipts. This invoice will be posted to an existing G/L expense account in your Chart of Accounts and saved as an Accounts Payable to Space Bike Composites To record the picking of the material, we change the delivery document. To change the delivery document, follow the menu path: Logistics ► Materials Management ► Logistics Invoice Verification ► Document Entry ► Enter Invoice

Enter Company Code US00 if you have a popup

Enter today’s date as Invoice date using F4 and enter the amount from the invoice above (470.00) in the Amount field and select XI as Tax Code (field next to Tax Amount). Then, type in Your Number ### as Text and click on .

Figure MM3-

1

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Change Tab to PO Reference, then enter (or find) your PO number in the middle of the screen (next to the drop-down field with Purchase Order/Scheduling Agreement) and press Enter or click on . The system loads vendor data and displays the updated Invoice screen.

Figure MM3-

2

Click on to save the Invoice document. Figure MM3-

3

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Write down this number for future use. Grab a screen shot of the bottom portion of the screen showing both the Invoice Number AND your LEARN-###. Paste the screen shot into a Word document used to document your work.

Click on the exit icon to return to the SAP Easy Access screen.

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Step 4: Post Outgoing Payments

Issue a payment to your Space Bike Composites vendor to settle their entire Accounts Payable balance. Note that the amount due to them includes both of the invoices that you have previously entered To post payments to a vendor, follow the menu path: Accounting ► Financial Accounting ► Accounts Payable ► Document Entry ► Outgoing Payment ► Post

In the Post Outgoing Payments: Header Data screen, enter (or select) today’s date as Document Date. In the Bank data field group, enter Account 100000 (Bank Account), the amount you are going to pay (470), and your number in the Text. In the Open item selection field group, your vendor number 105### for Space Bike Composite in the Account box.

Figure MM4-1

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Select . This will produce the following screen. Invoices selected will be displayed in blue. At the bottom of the screen, you should see that the total amount has been fully assigned.

Figure MM4-2

The Post Payment Document is updated and Document number screen appears. Figure MM4-3

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Grab a screen shot of the screen showing both the Post Payment Document Number AND your LEARN-###. Paste the screen shot into a Word document used to document your work.

Click on the exit icon to return to the SAP Easy Access screen.

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Step 5: Submission

Write your name and LEARN-### User ID at the top of the Word document and ensure that it contains screen shots with the following elements and submit to Blackboard.

Screen Shot #1 (Figure MM1-12) : Standard PO with UserID (10 points)

Figure MM1-12

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Screen Shot #2 (Figure MM2-4): Material document number with UserID (10 points)

Figure MM2-4

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Screen Shot #3 (Figure MM3-3): Invoice document number with UserID (10 points)

Figure MM3-3

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Screen Shot #4 (Figure MM4-3): Post Payment document number with UserID (10 points) The Post Payment Document is updated and Document number screen appears.

Figure MM4-3

Save your word document as “yourlastname_SAPMMcase.docx“. Submit on the Blackboard.