Procurement without QM SAP Best Practices Baseline Package (France)

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1 Procurement without QM SAP Best Practices Baseline Package (France)

2 Scenario Overview – 1 Purpose and Benefits: Purpose Benefits
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 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

3 Scenario Overview – 2 SAP Applications Required: Required
EHP3 for SAP ERP 6.0 Company roles involved in process flows Purchasing Manager Buyer Warehouse Clerk Accounts Payable Accountant

4 Scenario Overview – 3 Detailed Process Description:
Procurement-to-Stock 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.

5 Process Flow Diagram Procurement-to-Stock Event Buyer
MRP Generated Procurement Needs MRP Controller Create Purchase Requisition Yes Pur-chasing Manager Approve Purchase Order No Yes Buyer Need RFQ Purchase Order (PO) Accurate? Change Purchase Order PO Approval required? Print Purchase Order No No Send Purchase Order (to Vendor) No Quotation for Procurement (128) Yes Yes Ware-house Clerk Stock GR/IR PPV Print GR Slip Receive Goods from Vendor to the Purchase Order Receive Goods in Restricted Stock Accounts Payable Accounts Payment(158) GR/IR PPV Small differences Use tax payable Vendor Invoice Receipt by Line Item AP Super-visor External Financial Accounting (102) Cost Account-ant (Month End) Period End Closing in Financial Accounting (159) MRP = Material Requirements Planning, RFQ = Request for Quotation, GR/IR = Goods Receipt/Invoice Receipt, PPV = Purchase Price Variance

6 Legend Symbol Description Usage Comments Symbol Description
Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. 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. Role band contains tasks common to that role. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario. Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequently-used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Connects two tasks in a scenario process or a non-step event Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario Does not correspond to a task step in the document Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario Corresponds to a task step in the document Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond. Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution Symbol Description Usage Comments To next / From last Diagram: Leads to the next / previous page of the Diagram Flow chart continues on the next / previous page Hardcopy / Document: Identifies a printed document, report, or form Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Financial Actuals: Indicates a financial posting document Budget Planning: Indicates a budget planning document Manual Process: Covers a task that is manually done Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Existing Version / Data: This block covers data that feeds in from an external process Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines System Pass / Fail Decision: This block covers an automatic decision made by the software Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed. Diagram Connection <Function> Hardcopy / Document External to SAP Financial Actuals Budget Planning Business Activity / Event Unit Process Manual Process Process Reference Existing Version / Data Sub-Process Reference System Pass/Fail Decision Process Decision

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