138_ERP607_BPD_EN_IN

EHP7 for SAP ERP 6.0 April 2014 English

Subcontracting (138) Business Process Documentation

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Subcontracting (138): BPD

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Example text

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F2)

or the

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Contents 1

Purpose.................................................................................................................................. 5

2

Prerequisites.......................................................................................................................... 5 2.1

Master Data and Organizational Data.............................................................................5

2.2

Business Conditions........................................................................................................ 9

2.3

Roles............................................................................................................................. 10

2.4

Preliminary Steps.......................................................................................................... 11

2.4.1

Initial Requirement Situation...................................................................................11

2.4.2

Executing MRP...................................................................................................... 12

3

Process Overview Table....................................................................................................... 13

4

Process Steps...................................................................................................................... 15 4.1

Assigning Purchase Requisition / Creating Purchase Order (with MRP).......................15

4.2

Creating Subcontract Order Manually (w/o MRP).........................................................17

4.3

Approval of Purchase Orders........................................................................................ 19

4.4

Transferring of Components to Subcontractor...............................................................22

4.4.1

Prerequisites.......................................................................................................... 22

4.5

Creation of Subcontracting Challan...............................................................................26

4.6

Receiving Goods from Subcontracting PO....................................................................27

4.7

Reconciling Subcontracting Challan..............................................................................28

4.8

Completing/Reversal/Re-credit Subcontracting Challan................................................30

4.9

Invoice Receipt from Subcontracting PO.......................................................................31

4.10

Reviewing invoice Receipt from Subcontracting PO..................................................32

4.11

Output Messages in Case of Invoice Reduction (Optional)........................................33

4.12

Posting Outgoing Payment........................................................................................ 34

5

G/L: Period-End Plant........................................................................................................... 35

6

Appendix.............................................................................................................................. 35 6.1

Reversal of Process Steps............................................................................................ 35

6.2

Posting In-time Consumption of Components...............................................................37

6.3

SAP ERP Reports......................................................................................................... 38

6.4

Used Forms................................................................................................................... 39

6.4.1

Procurement........................................................................................................... 39

6.4.2

Goods Movements................................................................................................. 39

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Subcontracting

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1


Purpose

The MM Subcontracting process involves sending raw components to a vendor for specific manufacturing processes and receiving the value-added finished material back into inventory, meanwhile, need to keep track of what materials you have issued and when they have to be returned by using subcontracting challan. A subcontract purchase requisition is either generated via the Material Requirements Planning (MRP) process or manually by a requestor. A Purchasing Administrator validates the accuracy of the purchase requisition and converts it into a purchase order. The purchase order is subject to approval based on predefined parameters prior to being issued to a vendor then the component is transferred to subcontractor with subcontracting challan. The consumption of sent components is recorded upon receipt of the value-added finished material with reconciling and completing subcontracting challan. The vendor sends the invoice for the services provided which is paid during the normal payment cycle On goods delivery, the scope item focuses on the following activities: 

Purchase order creation based on a scheduled purchase requisition created by last MRP run



Optional: manual purchase order creation



Purchase order approval (if required)



Transferring of Components to Subcontractor



Creation of Subcontracting Challan

On goods receipt, the scope item focuses on the following activities:



2



Goods receipt from Subcontracting PO



Reconciling Subcontracting Challan



Completing/Reversal/Re-credit Subcontracting Challan



Invoice receipt by line item



Invoice verification and validation of tax expenses



Outgoing payment

Note: You can also to post the real-time consumption of components. This is useful if the subcontracting process lasts for a longer period of time and you want to track the components usage by the subcontractor more precisely. This feature is not described in the standard process. However you find the necessary step to post the in-time consumption in the appendix of this BPD. If you want to use this feature, you also have to make additional settings in customizing and might also have to create additional master data. For further information refer to the section in the appendix and the appendix in the configuration guide of this scope item.

Prerequisites

2.1 Master Data and Organizational Data SAP Best Practices Standard Values

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Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers. This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scope item.

Additional Master Data (Default Values) You can test the scope item with other SAP Best Practices default values that have the same characteristics. Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation. Use the following master data in the process steps described in this document:

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Master / org. data

Value

Master / Org. data details

Comments

Material

R13

Raw material as subcontracting component with line item, NORM (PD planning), no batch, no serial number

See sections Business Conditions and Preliminary Steps

Material

R1301



Material

R1302



Material

R1303



Material

R14



Material

R1401



Material

R1402



Material

R1403



Material

S21

Semi finished Good for Trading / Repetitive manufacturing with line item category NORM (PD planning), no batch, no serial number


Material

S22

Semi finished Good for Reg. See sections Business Trading / production with line Conditions and Preliminary Steps item category NORM (PD planning), phantom assembly, no batch, no serial number

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Master / org. data

Value


Comments

Material

S23

Semi finished Good for Reg. Trading / production with line item category NORM (PD planning), for subcontracting process, no batch, no serial number


Material

S2301



Material

S2302



Material

S2303



Material

S24

Semi finished Good for Reg. Trading / production with line item category NORM (PD planning), subcontracting, no serial number, batch controlled (FIFO strategy)


Material

S25

Semi finished Good for See sections Business External procurement with Conditions and Preliminary Steps line item category NORM (PD planning), subcontracting, no serial number, no batch

Plant

1000

Plant 1

Plant

1100

Plant 2

Storage Location

1020

Plant 1000

Shop floor w/o lean WM

Storage Location

1030

Plant 1000

Shipping w/ lean WM

Storage Location

1040

Plant 1000

Shipping w/o lean WM

Storage Location

1050

Plant 1000

Stores w/ lean WM

Storage Location

1060

Plant 1000

Returns

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Master / org. data

Value


Comments

Storage Location

1120

Plant 1100

Shop floor w/o lean WM

Storage Location

1130

Plant 1100

Shipping w/ lean WM

Storage Location

1140

Plant 1100

Shipping w/o lean WM

Storage Location

1150

Plant 1100

Stores w/ lean WM

Storage Location

1160

Plant 1100

Returns

Shipping Point

1000

Plant 1000

Shipping point 1000

Shipping Point

100R

Plant 1000

Shipping Point 100R

Shipping Point

1100

Plant 1100

Shipping point 1100

Shipping Point

110R

Plant 1100

Shipping point 110R

Sales organizatio n

1000

Distribution channel

10

Division

10

Vendor

300007

Vendor Domestic 07-Subcon.

Company Code

1000

Company Code 1000

Purchase Organizatio n

1000

Purch. Org. 1000

Purchase group

100

Group 100

Plant 1000

Purchase group

101

Group 101

Plant 1000

Purchase group

102

Group 102

Plant 1000

Purchase group

103

Group 103

Plant 1000

Purchase

110

Group 110

Plant 1100

© SAP SE

If you want to send form print outs via e-mail instead of using the print functionality make sure that you have maintained a valid e-mail address in the vendor master data.

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Master / org. data


Value


Comments

Purchase group

111

Group 111

Plant 1100

Purchase group

112

Group 112

Plant 1100

Purchase group

113

Group 113

Plant 1100

group

2.2 Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scope items. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scope item: Business condition

Scope item

You have completed all steps described in the Business Process Documentation Prerequisite Process Steps (154). These process steps include the step Roll MM Period to Current Period. Perform this activity if the MM period in the system is not set to the current period. Usually, this activity has to be done once a month.

Prerequisite Process Steps (154)

To run through this scope item, the materials must be available in stock. If you use trading goods (HAWA) you can either:

Procurement without QM (130)



run through the Procurement without QM (130) process, or



create stock using transaction MIGO (for details see chapter Preliminary Steps).

In order to run through this scope item, the materials must be available in stock. If you use finished goods (FERT) you can either: 

run through the Make-to-Stock Production Discrete Industry (145) process (for material F126), or



create stock using transaction MIGO (for details see chapter Preliminary Steps).

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Make-to-Stock Production – Discrete Industry (145) (material F126)

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2.3 Roles Use The following roles must have been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

Prerequisites The business roles have been assigned to the user who is testing this scope item. Business role

Technical name

Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S

Assignment of this role is necessary for basic functionality.

Production Planner

SAP_NBPR_PRODPLANNER_S

MD04 Check Requirement Situation, MDBT Execute MRP

Purchasing Manager

SAP_NBPR_PURCHASER_M

ME28 Approve Purchase Orders

Purchasing Administrator

SAP_NBPR_PURCHASER_S

ME21 Create Subcontract Order, ME57 Assign Purchase Requisition, ME9F

Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK_S LT03 Create Transfer Order, LT12 Confirm Transfer Order, VL02N Create Outbound Delivery, ME2O Stock Monitoring for Vendor, MIGO Post Goods Receipt

Accounts Payable SAP_NBPR_AP_CLERK_S Accountant Taxation Clerk

SAP_NBPR_IN_TAXATIONCLERK_S

Store Keeper

SAP_NBPR_IN_STOREKEEPER_S

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MIRO, MIR5 Invoice Verification

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2.4 Preliminary Steps 2.4.1

Initial Requirement Situation

Use The MRP run only creates purchase requisitions if the demand is bigger than the available quantity. You can check the requirement situation in the Stock/Requirement List. If necessary, you can reduce the quantity of unrestricted use by posting a goods issue.

To create demand you can use building block 109, section Sales Order Entry.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Materials Management  Material Requirements Planning (MRP)  MRP  Evaluations  Stock/Reqmts List

Transaction code

MD04

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Production Planner (SAP_NBPR_PRODPLANNER_S)

Business role menu

Production  Evaluation  Reports  Display Stock/Requirements Situation

2. Fill in the material number and the plant and go on with the process. Field name

Description

User action and values

Comment

Material

For example: S23

Plant

For example: 1000

3. Choose Enter. On the view Stock/Requirements List as of xx:xx hrs screen, you can see the MRP elements. If there are purchase orders you can cancel them by running the 130 – Procurement without QM step 5.1. Only if the stock is too high, go on with the following step in this scope item. Otherwise go to step 4.2 or 4.3. 4. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Materials Management  Inventory Management  Goods Movement  Goods Movement (MIGO)

Transaction code

MIGO

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Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK_S )

Business role menu

Warehouse Management  Consumption and Transfer  Other Goods Movement

1. On the Initial screen, enter the following data: Field name

Description


Comment

Executable Action

Goods Issue

Reference Document

Other

Movement Type

For example: 562

Material (Material tab page)

For example: S23

Plant (Where tab page)

For example: 1000

Storage Location (Where tab page)

For example: 1050 Fill in the necessary quantity to fall below the sum of plant stock and firmed receipts.

Quantity in Unit of Entry (Quantity tab page) Document Date

Posting Date

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2. In case of batch management, the batch number has to be entered on the Batch tab page. 3. In case of serial number management, the serial numbers has to be entered on Serial numbers tab page. Choose Find. On the following Display Material Serial Number screen choose Execute. On the following Display Material Serial Number: Serial Number List screen, select the Serial numbers and choose Choose. 4. Choose Item OK and Enter. 5. On the Excise Invoice tab, in the field Excise Action, choose 06 No Excise Entry. 6. Choose Post and note the material document number: ______________________.

Result The unrestricted use stock of the material was reduced. Financial postings: Material

Debited Accounts

Credited Accounts

Semifinished Product (HALB)

41301100 Change in stock of semi-finished goods

22301100 Stock of semifinished good

2.4.2

Cost Element / CO Object

Executing MRP

Use Typically, MRP will be scheduled as a nightly batch job. To monitor the progress of the batch job, choose Show scheduling from the initial screen of this transaction. This activity needs to be carried out only for material S23.


Logistics  Production  MRP  Planning  Total Planning  As Background Job

Transaction code

MDBT


Production Planner (SAP_NBPR_PRODPLANNER_S)

Business role menu

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Production  Job Planning  MRP Run In Batch

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2. On the Total Planning: Variants screen, select a BP variant (Y1000) and choose Start Immediately.

Result The system generates planned orders, purchase requisitions, and exception messages. To generate a report for this activity, use the transaction code MD06 (Logistics  Production  MRP  Evaluations  MRP List - Collective Display) with plant 1000 and MRP controller 100.

3

Process Overview Table

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Process step

External process reference

Business condition

Business role

Transaction code

Expected results

Assign Purchase Requisition and Create Subcontract Order

–

This activity assigns a purchase requisition for planned subcontracting and creates a purchase order.

Purchaser

ME57

Purchase order is created

Create Subcontract order manually (optional)

–

–

Purchaser

ME21N

PO is created

Approve Purchase Orders

–

All the purchase orders that require release by Release Authorization person are listed and must be approved.

Purchasing Manager

ME28

Purchase orders are approved

Transfer Components to Subcontractor

–

Components must be sent to vendor

Warehouse Clerk

MB11

Components are sent to subcontractor

Create Subcontracting Challan)

–

It is statutory requirement to send the components to subcontractor with Subcontracting Challan

CIN

J1IF01

The Subcontracting Challan is generated

Receive Goods from Subcontracting PO

–

Receipt of goods from vendor

Warehouse clerk (Material Receiver)

MIGO

Material document and accounting document showing receipt of purchased material and consumption of component(s)

After making Goods Receipt the GR has to be reconciled with the challan sent to

CIN

J1IFQ

GR is reconciled with the challan sent to subcontractor

Reconcile Subcontracting Challan

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subcontractor Complete Subcontracting Challan

complete the challan

CIN

J1IF13

Subcontracting challan successfully completed

Capture Invoice received

Accounts payable

MIRO

Invoice document and accounting document

Review Invoice Receipt

Invoice has been received

Accounts Payable Accountant

MIR5

Invoice has been reviewed

Output Messages in case of invoice reduction (optional)

Output messages for invoice reduction

Accounts Payable Accountant

MR90

Messages have been outputted.

See scope item no. 158



Invoice Receipt from Subcontracting PO

Outgoing Payment

4

–

See Accounts Payable (outgoing payment) (158) scope item

Process Steps

4.1 Assigning Purchase Requisition / Creating Purchase Order (with MRP) Use In this activity a purchase requisition for planned subcontracting is assigned and a corresponding purchase order is created.

Prerequisites The MRP run and created purchase requisitions.


Logistics  Material Management  Purchasing  Purchase Requisition  Follow-on functions  Assign and Process

Transaction code

ME57

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Purchaser (SAP_NBPR_PURCHASER_S)

Business role menu

Purchasing  Purchase Requisition  Purchase Requisition  Assign and Process Requisitions

2. On the Assign and Process Purchase Requisitions screen, enter the following values: Field name

Description


Comment

Plant

For example: 1000

Purchasing group

For example: 100

Scope of List

A

You can use Scope of list ALV, but must modify the following steps.

Item Category

For example: L (Subcontracting)

Material

For example: S23

3. Choose Execute. 4. Select the requisition lines from the Item Overview section on the screen. 5. Choose Edit Items to edit the line details that are at the bottom of the screen. 6. Select the editing lines, Choose Assign Source of Supply.

A yellow triangle is indicated for purchase requisitions where the system could not assign a clear source of supply. In this case select the requisition Open item detail. On the Assign Source of Supply tab page you will get a list of source. Select supplier 300007 and choose Assigned source. Take care that the supplier has assigned a customer number in his master record (view control). 7. Select the line of the purchase requisition already assigned with a source from the Item Overview section. 8. To save the requisition changes, choose Save. 9. On the Assignments sub-page, select the checkbox of the source, then choose Create purchase order (it is a red and white button in the upper left). 10. On the Create Purchase Order screen, from the Document Overview section (on the left), select the requisition number from the list. 11. To extract the requisition information into the Purchase Order, choose Adopt.

If the PO is subject to Evaluated Receipt Settlement, in the Item Details section Invoice tab page, enter the tax code S1.

If there is a subcontracting purchasing info record – created for the specific subcontracting vendor, material, purchasing organization, plant and info category – the net price of the subcontracting purchase order is defaulted automatically. For

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example, in this scope item, the subcontracting purchasing info record is created for the following data: Field

User Action or Values

Subcontracting vendor

300007

Material

S23

Purchasing Organization

1000

Plant

1000

Comments

The Net Price of the Purchase Order will be defaulted automatically if there is a Purchasing Info Record created for the specific combination of Vendor, Material, Purchasing Organization, Plant and Info Category. For example, as demo data in this Scope Item: Purchasing Info Record was already created for the combination of 300007, S23, 1000, 1000 and Subcontracting Info Category. However, a system error message of “Net price must be greater than 0.”, will occur if the Purchasing Info Record does not exist for the specific value combination of Vendor, Material, Purchasing Organization, Plant and Info Category that is used for the PO creation. In that case, please manually input the net price on the PO, in order to save the document.

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12. Choose Save and record the PO number: ____________________________. 13. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The system generates a subcontract PO to vendor.

4.2 Creating Subcontract Order Manually (w/o MRP) Use This activity creates a purchase order for consumables. You only have to carry out this activity if you don’t convert an already existing purchase requisition as described in chapter 4.1 Assigning Purchase Requisition / Creating Purchase Order.

You now have the possibility to store the data of purchase orders as template for the data you use most of the time. To save the data to a template, choose Save as Template. To load data from a template, choose Load from Template.


Logistics  Materials Management  Purchasing  Purchase Order  Create  Vendor/Supplying Plant Known

Transaction code

ME21N



Business role menu

© SAP SE

Purchasing  Purchase Order  Purchase Order  Create Purchase Order

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2. On the Create Purchase Order screen, make the following entries and choose Enter: Field name

Description


Comment

PO type

For example: NB “Standard PO”


For example: 1000

Purchasing Group

For example: 100

Company Code

For example: 1000

Vendor

For example: 300007

3. On the item line, make the following entries: Field name

Description


Comment

Item Cat.

Item Category

For example: L

Material

For example: S23

PO Quantity

Enter a quantity

For example: 1000

Plnt

Plant

4. Choose Enter.

If there is a subcontracting purchasing info record – created for the specific subcontracting vendor, material, purchasing organization, plant and info category – the net price of the subcontracting purchase order is defaulted automatically. For example, in this scope item, the subcontracting purchasing info record is created for the following data: Field

User Action or Values

Subcontracting vendor

300007

Material

S23


1000

Plant

1000

© SAP SE

Comments

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The Net Price of the Purchase Order will be defaulted automatically if there is a Purchasing Info Record created for the specific combination of Vendor, Material, Purchasing Organization, Plant and Info Category. For example, as demo data in this Scope Item: Purchasing Info Record was already created for the combination of 300007, S23, 1000, 1000 and Subcontracting Info Category. However, a system error message of “Net price must be greater than 0.”, will occur if the Purchasing Info Record does not exist for the specific value combination of Vendor, Material, Purchasing Organization, Plant and Info Category that is used for the PO creation. In that case, please manually input the net price on the PO, in order to save the document. 5. Choose Save. Record the PO number. 6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The PO is created.

4.3 Approval of Purchase Orders Use All the purchase orders that require release by an authorized person are listed and must be approved.

Only POs with a value higher than 25000 INR can be released in this transaction.


Logistics  Material Management  Purchasing  Purchase Order  Release  Collective Release

Transaction code

ME28

2. On the Release (Approve) Purchasing Documents screen, enter the following values: Field name


Comment

Release Code

01

List with items

X

Check the checkbox

© SAP SE

Description

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You need a release code for PO when the document type is NB or FO and the purchase group is 100, 101, 102, 103, 200, 201 or 202 and the value is greater than 25000.00 INR. 3. Choose Execute. 4. A list of all POs requiring release by this release code will be displayed. 5. Select the PO line that you want to release. 6. Choose Release and then choose Save. 7. Choose Back to return to the SAP Easy Access screen (SAP GUI). Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Purchasing Manager (SAP_NBPR_PURCHASER_M) Purchasing  Approval  Purchasing Documents  Release Purchase Order - List

Business role menu

1. Enter in the Search criteria Release code 01 and choose Execute 2. Select your purchase order and choose Release purchase order. 3. Choose Save. The purchase order is released. 4. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The purchase order is released.

The print-out of the purchase order is executed automatically and immediately (see settings in SAP GUI transaction MN04 for output type NEU and defaults in your user settings in transaction SU3). You can also start the print-out manually: 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics → Materials Management → Purchasing → Purchase Order → Messages → Print/Transmit

Transaction code

ME9F



Business role menu

Purchasing → Purchase Order → Purchase Order → Message Output

2. On the Message Output screen, make the following entries: Field name © SAP SE

Description

User action

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and values Processing Status

0

Status '0' means that the processing program has not yet been started.

3. Select the document number, vendor, purchasing organization, or purchasing group 4. Choose Execute. 5. Select the purchase order number and choose Output Message. The system prints out your PO.

The default settings generate a print-out of a purchase order. If you prefer to send the purchase order to the vendor via e-mail, ensure that all requirements listed in the Quick Guide in the Outbound e-mail configuration and Printing sections are met and proceed as described below. To switch from print-out to sending forms via e-mail in general, check the document Printing : Forms adaptation guide.doc for details. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics → Materials Management → Purchasing → Purchase Order → Change

Transaction code

ME22N



Business role menu

Purchasing → Purchase Order → Purchase Order → Change Purchase Order

2. Choose Other purchase order. 3. Enter the PO order number and choose Enter. 4. On the Standard PO xxx: created by xxx screen choose (NWBC: Menu →) Goto → Messages. 5. On the Create Pur. Order:: Output screen, select the line created for the print output and choose Repeat output. 6. In the new line, change the Medium for Output Type NEU to 5 External send. 7. Select the new line with output type NEU and choose Communication Method. 8. Change the Logical destination and enter the printer you have defined for the output via email. 9. Choose Enter. 10. Choose Back (F3). 11. Save your entries.

© SAP SE

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4.4 Transferring of Components to Subcontractor Use The Nature of subcontracting purchase order is that company will provide components to subcontractor. This process describes how to transfer post materials to subcontractor.

4.4.1

Prerequisites

The scope item only runs, if there is enough stock for the material to be provided to the vendor. Your have 2 options: 1.

External Procurement

For this activity, run the 130: Procurement without QM scope item document in its entirety, using the master data from this scope item document. 2.

Initial Stock Posting (optional):

Initial stock must be created for the following materials. You can use MMBE to check stock level. Material

Initial Stock

RAW13 (R13)

13500

RAW14 (R14)

13500

1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Materials Management  Inventory Management  Goods Movement  Goods Movement (MIGO)

Transaction code

MIGO


Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST_S)

Business role menu

Warehouse Management  Receiving  Production Order  Goods Movement

2. On the Initial Screen, enter the following data; then choose Enter: Field name

Description


Action

Goods Receipt

Reference

Other

Movement Type (Inventory Management)

561

© SAP SE

Comment

Receipt w/o purchase order into unrestricted-use stock.

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3. Choose Enter. 4. On the Goods Receipt Other-Username screen: Material tab page, make the following entries: Field name

Description


Comment

Material

R13

First row (for item 1)

Material

R14

Second row (for item 2)

5. On the Goods Receipt Other-Username screen: Quantity tab page, make the following entries: Field name

Description


Comment

13500

Qty in Unit of Entry

6. On the Goods Receipt Other-Username screen: Where tab page, make the following entries and choose Enter: Field name

Description


Plant

1000

Storage Location

1050

Comment Stores (Lean WM)

7. Then Excise Invoice tab will appear at Header Data and here choose No Excise Entry. 8. Choose Post. 9. Go back (F3) to the SAP Easy Access Screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result 1.

You have posted initial stock.

2.

Financial postings: Material

Posting Key

Account

Description

Raw Material (ROH)

89

22401100

Stock of raw materials (4011)

91

L3400000

Legacy bal transfer of raw materials stocks

Cost Element/CO Object

Procedure Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Materials Management  Inventory Management  Goods Movement  Transfer Posting(MIGO)

Transaction code

MIGO

© SAP SE

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1. Select Transfer Posting and Purchase Order from the two list boxes on top of the screen, enter the previously created purchase order number, and make sure that the movement type is 541. 2. Choose Execute (Enter). 3. Select the checkbox in the header data to print the material document via Output Control. Choose Collective Slip. 4. On the Where tab, in the storage location field, enter 1050. (For two item) 5. Mark X in the field Item OK, and choose Enter. (For two item) 6. Choose Check at the top of screen. 7. Choose Post. 8. Note down the created material document 5XXXXXXXXX for movement type 541 at screen bottom. 9. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client). Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK_S)

Business role menu

Warehouse Management  Consumption and Transfers  Goods Movement

1. Choose To Purchase Order (F9), On the Reference Purchase Order enter the following data; then choose Enter: Field name

Description


Comment

Purchase Order

Movement Type

For example: 541

Plant

For example:1000

Storage Location

For example: 1050

Field name Material

Description


Comment

For example: R13 First row (for item 1)

Quantity

For example: 13500 First row (for item 1)

Material

For example: R14 Second row (for item 2)

Quantity

For example: 13500 Second row (for item 2)

© SAP SE

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2. Choose Post. 3. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result A message will be displayed stating that the document posted.

4.5 Creation of Subcontracting Challan Use It is statutory requirement to send the components to subcontractor with Subcontracting Challan.


CIN Menu(J1ILN )  Indirect Taxes  Procurement  Subcontracting  Subcontracting Challans  Create

Transaction code

J1IF01


Store Keeper (SAP_NBPR_IN_STOREKEEPER_S)

Business role menu

CIN  Excise Transactions  Subcontracting Challan : Create

2. On the Subcontracting Challan - Create screen, make the following entries: Field name

Description


Comment

Material Doc.

Material document number

4900000XXX

Mat. Doc. Year

Material document year

<

For example, 2013 Current year

Excise Group

Excise Group

21

Series Group

Series Group

40

0001

Business Area

© SAP SE

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3. Choose Enter. 4. On the Subcontracting Challan – Create screen, make the following entries: Field name

Description


Posting tab

Choose

Posting date & time

Posting date and time

Input date and time of material removal

Print Immediately

Print Immediately

Check this box if you want challan printout immediately.

Overview Tab Preprinted No

Comment

Choose Preprinted number

Enter pre-printed number if you have

5. Choose Save.

If Assessable value for Components send to vendor has not maintained System will issue an information message saying Assessable value 0 for material R13 & R14, choose Enter to confirm. 6. Note down the created document number (for example, 00004XXXXX 2010 XX)for further use. 7. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result A message will be displayed stating that the document posted.

4.6 Receiving Goods from Subcontracting PO Use The vendor delivers the manufactured products and GR is to be posted for them in the system.


Logistics  Materials Management  Purchasing  Purchase Order  Follow on functions  Goods Receipt

Transaction code

MIGO

© SAP SE

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Warehouse Clerk (SAP_BPR_WAREHOUSESPECIALIST-S)

Business role menu

© SAP SE

Warehouse Management  Consumption and Transfer  Other Goods Movement

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2. Select Goods Receipt and Purchase Order from the two list boxes on top of the screen, enter the previously created purchase order number, and make sure that the movement type is 101. 3. Choose Execute (Enter). 4. Select the checkbox in the header data to print the material document via Output Control. Choose Collective Slip. 5. If an entry in the Delivery Note field is requested, enter delivery note number. 6. On the Where tab, in the storage location field, enter 1050 7. Mark X in the field Item OK, and choose Enter. 8. On the Excise Invoice tab in the Header Data sub-area, choose No Excise Entry. 9. Choose Check at the top of screen.

The system will issue an information message with Enter delivery note for evaluated receipt settlement. Choose Enter 10. Choose Post. 11. Note down the created material document 5XXXXXXXXX for movement type 101 at screen bottom. 12. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result 1.

Goods receipt is posted.

2.


Semifinished Product

Posting Key

Account

Description

89

22301100

Stock of semi finished goods

96

18729001

Provisional liabilityVendor-Materials-GR/IR

91

41301100

Change in stock of semi finished goods

41301100

86

40491100

Job work charges (subcontracting)

40491100

99

22401100


81

40401100

Consumption of raw materials (4011)

99

22401100


81

40401100

Consumption of raw materials (4011)

(HALB) RAW Material (RAW)

© SAP SE


40401100

40401100

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4.7 Reconciling Subcontracting Challan Use After making Goods Receipt the GR has to be reconciled with the challan sent to subcontractor.


CIN Menu(J1ILN )  Indirect Taxes  Procurement  Subcontracting  Subcontracting Challans  Reconcile Quantity

Transaction code

J1IFQ


Taxation Clerk (SAP_NBPR_IN_TAXATIONCLERK_S)

Business role menu

CIN  TDS  Challan : Reconcile Quantity

2. On the Quantity reconciliation for Subcontracting Challans screen, make the following entries: Field name

Description

Material Document

Goods Receipt document number

Mat. Doc. Year

Year of document

Year

Current Fiscal Year


Comment 5000000XXX Material Document of GR of Semi finished Material current year

Change as necessary

Current Fiscal Year In the shown table 0000400XXX

Challan No

© SAP SE

In the shown table

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3. Choose Reconcile. 4. On the Quantity reconciliation for Subcontracting Challans screen, the system displays items from Goods Receipt at top and items from challan at bottom of screen. 5. Here you need to allocate the components consumed in GR stage are reconciled with challan to do this, choose Allocate based on FIFO. 6. Or you can do allocation by entering manually also in respective line items at bottom, where Assigned quantity filed is located in white color. 7. Choose Save 8. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result Material document was successfully reconciled.

4.8 Completing/Reversal/Re-credit Subcontracting Challan Use This transaction is basically used to complete the challan if you have reconciled as stated above step. There may be cases subcontractor may not able to supply within stipulated 180 days limit then in this case also same transaction is used for reversal of challan or re-crediting the amount.


CIN Menu(J1ILN )  Indirect Taxes  Procurement  Subcontracting  Subcontracting Challans  Complete/Reverse/Recredit

Transaction code

J1IF13


Store Keeper (SAP_BPR_IN_STOREKEEPER)

Business role menu

© SAP SE

CIN  Excise Transactions  Challan Complete/Reverse/Recredit

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2. On the Subcontracting Challan – Complete/Reverse/Recredit screen, make the following entries: Field name

Description


Comment

Challan Number

Subcontacting challan number

0000400XXX Choose appropriate Challan

Excise year

Document year

current fiscal year Change as necessary

Excise group

21

3. Choose Enter to go to inside the challan document. 4. Choose the radio button of Complete Challan in the Posting tab page. 5. Choose Save. 6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result Subcontracting challan successfully completed.

4.9 Invoice Receipt from Subcontracting PO Use The invoice verification is done in this activity.


Logistics  Materials Management  Purchasing  Purchase Order  Follow on functions  Logistics Invoice Verification

Transaction code

MIRO


Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

Business role menu

© SAP SE

Accounts Payable  Posting  Invoices  Enter Incoming Invoice w/ PO Reference

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2. If a dialog box Enter Company Code appears, enter company code 1000 and choose Enter. 3. On the Enter Incoming Invoice: Company Code XXXX screen, select 1 Invoice from the Transaction dropdown menu, then enter the following values then choose Enter: Field name


Comment

Transaction

Invoice

Invoice date

Amount

Calculate tax

X

Tax Code

S1

Tax Amount

Reference

Business Place

1000

Section

1000

Purchase Order/Scheduling Agreement

Enter PO number

Layout

Invoice reduction

© SAP SE

Description

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4. Having the PO information extracted, enter invoice amount and tax rate. 5. If an invoice reduction is necessary, select the value Vendor Error in the Correctn ID field. After this the system will open two more fields: In the Invoice Amount Acc.to Vendor field you have to enter the amount from the invoice. In the Invoice Qty Acc. to vendor field you have to enter the quantity from the invoice, then choose Enter. Due to this data the invoice reduction is calculated by the system and you get the information message amount reduced in invoice is now XXX,XX INR, choose Enter to confirm it. 6. Choose Post. 7. Note down the number of the invoice document: Invoice: _______________________________ 8. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result 1.

Invoice is posted (Blocked for payment).

2.


Semi-finished Product (HALB)

© SAP SE

Posting Key

Account

Description

31

16128511

Sundry creditors-DomTraded goods

86

18729001

Provisional liabilityVendor-MaterialsGR/IR

40

26364211

Service tax on hold on services-BP 21

40

26364216

ECS on hold on services-BP 21

40

26364218

SEC on hold on services-BP 21

40

29800000

Clearing-invoice red


In case of invoice reduction

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In case of Invoice Reduction, the system creates a second financial document: Material

Semi-finished Product (HALB)

Posting key

Account

Description

21

16128511

Sundry creditors-DomTraded goods

50

29800000

Clearing-invoice red

50

26364211

Service tax on hold on services-BP 21

50

26364216

ECS on hold on services-BP 21

50

26364218

SEC on hold on services-BP 21


4.10 Reviewing invoice Receipt from Subcontracting PO Use The invoice verification is displayed in this activity using the list overview on invoice documents.


Logistics  Materials Management  Logistics Invoice Verification  Further Processing  Display List of Invoice Documents

Transaction code

MIR5


Accounts Payable Manager (SAP_NBPR_AP_CLERK_M)

Business role menu

Accounts Payable  Reporting  Display List of Invoice Documents

2. On the Display list of Invoice Documents screen, enter the following values: Field name


Comment

Company Code

For example: Company Code 1 (1000)

Document Date

Origin and Status

Flag “Invoices Verified Online”,

© SAP SE

Description

Remark: Could not be used in NWBC

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3. Choose Execute. 4. Having the information extracted, verify Invoice Documents. 5. On the Display list of Invoice Documents list screen, choose your invoice by selecting the corresponding line. 6. Choose Follow-On Documents to display subsequent documents. 7. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

If more than one subsequent document exists, a selection dialog box appears where you can choose the document type. Mark the line and choose button Choose.

Result Invoice documents were reviewed and assigned GL-Accounts were validated.

4.11 Output Messages in Case of Invoice Reduction (Optional) Use The messages when posting an invoice with reduced values are not outputted automatically. If you want to output these messages you have to start the output manually. Alternatively you may also change the customizing settings for message type REKL to allow automatic output when saving the invoice.


Logistics  Materials Management  Logistics Invoice Verification  Further Processing Output Messages

Transaction code

MR90



Business role menu

© SAP SE

Accounts Payable  Posting  Invoices  Output Messages

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2. On the Output messages in Logistics Invoice Verification screen, make the following entries: Field name


Comment

Output Type

Use: REKL Complaint

Processing Mode

For example :1First processing

Invoice Document

Fiscal Year

Company Code

© SAP SE

Description

For example: 1000

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3. Choose Execute. 4. Select your document and choose Process. 5. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

4.12 Posting Outgoing Payment Accounts Payable (158) Use In this activity you will post the outgoing payment.

Procedure Using the master data from this document, complete all the activities described in the Business Process Documentation of the scope item: Accounts Payable (158) (Chapters Post Payments Using the Payment Program and Post Manual Outgoing payment).

5

G/L: Period-End Plant For this activity, run the 159 – GL – Period End Closing Financial Accounting scope item in its entirety, using the master data from this scope item document.

6

Appendix

6.1 Reversal of Process Steps In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

© SAP SE

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Create Subcontracting Order Transaction code (SAP GUI)

ME21N

Reversal:

Change Purchase Order

Transaction code (SAP GUI)

ME22N

Business role


Business role menu

Purchasing  Purchase Order  Purchase Order Purchase Documents

Comment

If the shown purchase order number is wrong, enter the relevant PO by choosing Other Purchase Order. Select the relevant items or select all items by the button Select All. After that push the delete button and save the purchase order.

Create Subcontracting Order Transaction code (SAP GUI)

ME21N

Reversal:



ME22N

Business role


Business role menu

Purchasing  Purchase Order  Purchase Order  Purchase Documents

Comment


Create Outbound Delivery for Purchase Order Transaction code (SAP GUI)

VL10B

Reversal:



VL02N

Business role


Business role menu

Warehouse Management  Shipping  Outbound Delivery Change Delivery

Comment

Cancel return delivery

© SAP SE

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Convert Assigned Requisitions to Purchase Orders Transaction code (SAP GUI)

ME57

Reversal:

Reverse a Purchase Order


ME22N

Business role


Business role menu

Purchasing  Purchase Order  Purchase Order  Purchase Documents

Comment


Approval of Purchase Orders Transaction code (SAP GUI)

ME28

Reversal:

Cancel Release of Purchase Order


ME28

Business role

Purchasing Manager (SAP_NBPR_PURCHASER_M)

Business role menu

Purchasing  Approval  Purchasing Documents  Release Purchase Order- List

Comment

Select the release Code 01 and set Cancel Release. Fill the document number into the field document number (optional). In the following view Release Purchasing Documents with Release Code 01 select the PO line and the button Cancel Release.

Receive Goods from Vendor to the Purchase Order Transaction code (SAP GUI)

MIGO

Reversal:

Cancel Material Document


MBST

Business role


Business role menu

Warehouse Management  Consumption and Transfers  Cancel Material Document

Comment

If the material document number is not known, you can find it out by watching into the PO item line tab Purchase Order History (Transaction code ME22N: Materials Management  Purchasing  Purchase Order  Change).

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Invoice Receipt by Line Item Transaction code (SAP GUI)

MIRO

Reversal:

Cancel Invoice Document


MR8M

Business role


Business role menu

Accounts Payable  Posting  Invoices Cancel Invoice Document

Comment

If the invoice number is not known, you can find it out by watching into the PO item line tab Purchase Order History (Transaction code ME22N: Materials Management  Purchasing  Purchase Order  Change).

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6.2 Posting In-time Consumption of Components Use In case you want to post the in-time consumption of components available since Enhancement package 4 you have to activate the business function LOG_MM_OM_1 (Outsourced Manufacturing) first. Then you can post the consumption of Subcontracting components in-time (ongoing) before posting the final goods receipt. This feature is useful when the subcontracting process takes a longer time and when you want to post a regular update of the stock situation of your Subcontractor. The costs of the consumption are allocated in real time to an internal CO order. This CO has to be settled like any other production order during period-end closing. This process of posting the in-time consumption is described here. The necessary additional configuration settings that have to be done manually are described in the appendix of the configuration guide for this scope item. In the configuration guide an additional material S138 is created for this purpose. You would have to carry out this step before the goods receipt posting described in chapter 4.6 Error: Reference source not found using the master data modified/ created as described in the section Appendix of 138 configuration guide. In this activity, the warehouse clerk receives a notification about the consumption of subcontracting components. The clerk then generates a goods issue referring to Subcontracting PO.

Prerequisite To use the In-time Consumption Posting of subcontracting components, the flag ‘RTConsumption (Real-time-Consumption’ in the info record (View ‘Purch.Org.Data 1) of the Subcontracting PO material must be set. If the flag ‘RT Consumption’ is set, the inbound delivery processing for Subcontracting PO’s is not possible.


Logistics  Materials Management  Purchasing  Inventory Management  Goods Movements  Goods Issue  For Purchase Order  GI for Purchase Order (MIGO)

Transaction code

MIGO


Production Planner (SAP_NBPR_WAREHOUSECLERK_S)

Business role menu

© SAP SE

Warehouse Management  Consumption and Transfers  Other Goods Movement

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2. Make the following entries: Field name

Description


Comment

Transaction

Goods Issue

Reference Document

Purchase Order

Purchase Order

From earlier step

Movement Type

Use 543Special stock O

3. Verify the quantity, and then choose Item OK. 4. Choose Check. 5. When the system responds with the message Document is OK, choose Post. 6. Verify the posting by using the transaction ME2SCRAP.

Result The system generates a goods issue document number. Record the number here: __________ The transaction ME2SCRAP can be used for monitoring the consumption of subcontracting components ordered by Subcontracting PO number.

6.3 SAP ERP Reports Use The table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports: 

Financial Accounting: SAP ERP Reports for Accounting (221)



Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

Reports Report title

Transaction code

Comment

Collective Conversion

MD15

A list of possible planned orders.

Release Purchasing Documents

ME28

A list with all purchasing orders.

Purchasing Group Analysis

MCE1

A list with summarized data.

Vendor Analysis

MCE3

Direct access to vendorrelated data.

MRP List

MD05

The stock/requirements situation at the time of the last planning run.

© SAP SE

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6.4 Used Forms Use In some of the activities of this business process, forms were used. The table below provides details on these forms.

6.4.1

Procurement

Common form name

Form type

Used in process step

Output type

Technical name

Purchase Order

SmartForm

Step 4

NEU

YBIN_MMPO

6.4.2 Goods Movements Common form name

Form type

Used in process step

Output type

Technical name

Goods Receipt (individual slip)

SmartForm

Step 4

WE01

YBIN_MMGR1

Goods Receipt (individual slip with inspection text)

SmartForm

Step 4

WE02

YBIN_MMGR2

Goods Receipt (collective slip)

SmartForm

Step 4

WE03

YBIN_MMGR3

Delivery Note

SmartForm

Step 4

LD00

YBIN_SDDLN

Bill of Lading

SmartForm

Step 4

YBL1

YBIN_SDBLD

Transfer Order

SAP Script

Step 4

Complaint

SAP Script

Step 4

© SAP SE

YB_LVSTAEINZEL REKL

YB_MM_MR_REKL

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